This privacy notice is for individuals applying for employment at YCL through our website at https://jobs.york.ac.uk.
It sets out the ways in which YCL gathers, uses, stores and shares your data. It also sets out how long we keep your data and what rights you have in relation to your data under the General Data Protection Regulation (GDPR).
For the purposes of this privacy notice, the University of York (UoY) is the Data Controller for YCL as defined in the General Data Protection Regulation. They are registered with the Information Commissioner’s Office and their registration number is: Z4855807.
Where do we get your data from?
The organisation collects information about you in a variety of ways. These include:
What data do we have?
Personal data including:
What is our legal basis for processing your data?
YCL needs to process personal data during the recruitment process and keep records of that process. Processing data from job applicants allows the organisation to manage the recruitment process, assess and confirm a candidate’s suitability for employment and decide to whom to offer a job. The organisation may also need to process data from job applicants to respond to and defend against legal claims.
Typically, data will be processed:
How do we use your data?
YCL may process your personal data (including special category data) for the following purposes:
These images/recordings may be used by YCL or UoY for promotional purposes eg in the development of YCL Marketing. If you have any concerns about the use of your image please contact the Acting Data Protection Officer for more information, email@example.com.
Who do we share your data with?
YCL may share your data with:
How do we keep your data secure?
YCL takes information security extremely seriously and has implemented appropriate technical and organisational measures to protect personal data and special category data. Access to information is restricted on a need-to-know basis and security arrangements are regularly reviewed to ensure their continued suitability. For further information see, https://www.york.ac.uk/it-services/security.
How do we transfer your data safely internationally?
In certain circumstances, it is necessary to transfer your Personal Data (including Special Category Data) outside the European Economic Area. In respect of such transfers, YCL will comply with our obligations under Data Protection Law and ensure an adequate level of protection for all transferred data.
How long will we keep your data?
The data in your account at https://jobs.york.ac.uk will usually be kept for one year after your last use of the account. At the end of that period, any personal data is deleted. For some vacancies, we may need to retain data for a longer period to meet contractual and legal requirements. Paperwork created during the application process, such as shortlisting and interview notes, are destroyed one year after the end of the recruitment process.
If your application for employment is successful, personal data gathered during the recruitment process will be transferred to your personnel file and retained during your employment. The periods for which your data will be held will be provided to you in a new privacy notice.
What rights do you have in relation to your data?
Under the General Data Protection Regulation, you have a right of access to your data, a right to rectification, erasure (in certain circumstances), restriction, objection or portability (in certain circumstances). You also have a right to withdraw consent. If you would like to exercise any of these rights, please contact us at firstname.lastname@example.org.
For all other requests, see https://www.york.ac.uk/records-management/generaldataprotectionregulation/individualsrights/.
Questions or concerns
If you have any questions about this privacy notice or concerns about how your data is being processed, please contact email@example.com the University’s Acting Data Protection Officer at firstname.lastname@example.org.
Right to complain
If you are unhappy with the way in which YCL or the University has handled your personal data, you have a right to complain to the Information Commissioner’s Office. For information on reporting a concern to the Information Commissioner’s Office, see www.ico.org.uk/concerns.