Records Management & Information Governance
This privacy notice is for individuals applying for employment at the University of York through the York jobs website. It sets out the ways in which the University of York 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 UK General Data Protection Regulation (GDPR) and Data Protection Act 2018.
For the purposes of this privacy notice, University of York is the Data Controller as defined in the UK GDPR. We are registered with the Information Commissioner’s Office. Our registration number is: Z4855807.
The organisation collects information about you in a variety of ways. These include:
Personal data including:
Special category data including information about disability, health, ethnicity and racial origin.
The University 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:
The University may process your personal data (including special category data) for the following purposes:
In addition, please note that while on campus you may be captured in photographs or video footage as part of a wider group shot. These images/recordings may be used by the University for promotional purposes e.g. in the development of the University’s prospectus. If you have any concerns about the use of your image please contact the Data Protection Officer for more information, email@example.com.
The University may share your data with:
The University 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. Further information can be found on our IT security website.
In certain circumstances, it is necessary to transfer your Personal Data (including Special Category Data) outside the UK. In respect of such transfers, the University will comply with our obligations under UK GDPR and ensure an adequate level of protection for all transferred data.
The data in your account on the York jobs website 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.
Personal data stored about assessments undertaken using Testdome will be removed six months after the completion of the assessment.
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.
Under the UK GDPR, 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. Further information can be found on our subject rights requests website.
If you have any questions about this privacy notice or concerns about how your data is being processed, please contact the University’s Data Protection Officer at email@example.com.
If you are unhappy with the way in which the University has handled your personal data, please contact our Data Protection Officer using the details above, so that we can try to put things right.
If you are unhappy with our response, you have a right to complain to the Information Commissioner’s Office:
We keep our privacy notice under regular review. This notice was last updated on 16th May 2022.