How we use your personal information (for job applicants)

This page provides information about the use of personal information provided by job applicants to Harlaxton College.

1. What is ‘personal information’?

‘Personal information’ means any information which relates to or identifies you as an individual.

2. How does this webpage relate to other information about data protection?

When you applied to become a member of staff (or equivalent) you were told how the College would use your personal information during the recruitment process and for related purposes. You were referred to this webpage for a fuller statement of the uses we would make of your personal information if you became a member of staff (or equivalent). In addition to the information published here, when you use specific services and facilities offered by the College, you will be told about any other uses of your personal information.

3. Who will process my personal information?

The information provided here applies to the use, sharing and disclosure of your personal information by Harlaxton College (www.harlaxton.ac.uk or harlaxton.evansville.edu) and by the University of Evansville (www.evansville.edu) as part of the application process. Please note that the College and the University are separate legal entities for these purposes. The College and the University work together closely and share the personal information you provide in your application in accordance with agreed protocols.

4. What personal information will be processed?

The College will use the details you provide on your application form, together with the supporting documents requested and additional details provided by any referees and recorded following any interview process.

You may be required to undergo certain additional recruitment checks or procedures as part of the job application and offer process. These may include a Disclosure and Barring Service (DBS) check, a basic disclosure (criminal records) check, security checks, any application for immigration purposes including where a Certificate of Sponsorship through UK Visas and Immigration (UKVI) is required, and similar processes that will only affect some applicants, whether because of the type of post you are applying for or because of your individual status. If any of these checks affect you, we will make this clear to you at the relevant point in the application process.

In all cases, we will only use any information gathered as part of any relevant check or procedure for that specific purpose, and we will handle, store, retain and destroy relevant materials in accordance with applicable legislation and codes of practice. This means that access to any relevant materials (including any forms completed by the College) is strictly controlled, and they are retained for no longer than strictly necessary to fulfill the purpose in accordance with the legislation. Wherever possible we will not retain original documents or print-outs and instead will make a note on our central HR file that the relevant check or procedure has been completed. We will only share any relevant information with external parties insofar as we are required to do so (this may include partner organizations or employers). We recognize that for some checks, and in some circumstances, it is a criminal offense to pass any information on to anyone who is not entitled to receive it.

5. What is the purpose and legal basis of the processing?

The College will process the personal information provided on your application and the other information referred to above for the purposes of identifying you, processing your application, verifying the information provided and assessing your suitability for the role (including any relevant right to work checks), deciding whether to offer you a job, and communicating that outcome (together with any feedback).

We may also use or disclose the information provided for the following statutory or public interest purposes:

  • To prevent or detect fraud.
  • For equal opportunities monitoring.
  • To help us to make reasonable adjustments for any disability, as requested by you.
  • To provide statutory returns required by applicable legislation.
  • For research and statistical purposes (which may include the receipt of applicant surveys), but no information which could identify you will be published.

If you are a current employee, then we may use the information (including equalities information) you provide in any application you submit to update the employment records we already hold on you.

We consider the processing of your personal information for the above purposes to be either necessary for us to take steps with a view to creating a contractual relationship with you (e.g. to assess your application for employment with us), or necessary for compliance with a legal obligation (e.g. to administer visa applications), or necessary for the performance of tasks we carry out in the public interest (e.g. non-statutory reporting).

Where we ask for any sensitive information, such as that concerning your ethnicity, sexual orientation, religious beliefs or health/disability, the use made of such information will be explained and you will normally have the option to refuse your consent by not supplying it. We require you to provide us with the information we ask for during the application process in order to assess your application properly except where its supply is marked as optional. Applications decisions are not automated.

6. Who will my personal information be shared with?

As well as circulating your application and related materials to the appropriate staff at the College, we will share your personal information for the above purposes as relevant and necessary with:

  • Your referees.
  • Where relevant and necessary, the University of Evansville and other partner institutions.
  • Where relevant and as required, the Disclosure and Barring Service or UK Visas and Immigration in order to administer relevant recruitment checks and procedures.
  • Companies or organizations providing specific services to, or on behalf of, the College (e.g. recruitment agencies.

7. How is my personal information used if I become a member of staff?

If you are accepted, we will use your personal information for the purposes described at How we use your personal information (for staff and visiting academics), as amended from time to time.

If you are accepted, the College may also return data about you to other external agencies, as required (e.g. external providers of any staff benefits or pensions and various public bodies such as HM Revenue and Customs).

8. How can I access my personal information?

You have the right to access the personal information that is held about you by the College or University. Further details are set out on the College’s data protection webpage Subject Access Requests.

You also have the right to ask us to correct any inaccurate personal information we hold about you, to delete personal information, or otherwise restrict our processing, or to object to processing (including the receipt of direct marketing) or to receive an electronic copy of the personal information you provided to us. Please note that all of these rights are qualified in various ways.

9. How long is my information kept?

We store your personal information for as long as necessary to complete the application process. If you are successful, your information will be kept as part of your staff record for the duration of your employment.

If you are unsuccessful, your information will be normally kept for one year after the completion of the application process (except if the person appointed to the post is sponsored under the UK's points-based immigration system, when we are required to retain the applications of all candidates shortlisted for final interview for one year or until a Home Office compliance officer has examined and approved them, whichever is the longer period.

10. Who can I contact?

If you have any questions about how your personal information is used, or wish to exercise any of your rights, please consult the College’s data protection webpages at Data Protection - Introduction. If you need further assistance, please contact the College’s Data Protection Officer (dpo@harlaxton.ac.uk).

11. How do I complain?

If you are not happy with the way your information is being handled, or with the response received from us, you have the right to lodge a complaint with the Information Commissioner’s Office at Wycliffe House, Water Lane, Wilmslow, SK9 5AF.

12. Are changes made to this webpage?

This webpage was last updated in June 2018. It is reviewed when necessary and at least annually. Any changes will be published here and you will be notified via this webpage and/or by email.

Return to the Data Protection Introduction