Data Privacy Statement - Recruitment
Who will own my data once I submit it?
The University of Law
Why do you need my information?
We will use the personal data you provide as part of your application to assess your suitability for the role and to manage the recruitment process. This may include your contact details, employment history, qualifications, right-to-work information, and any other information you choose to provide (such as a CV or cover letter).
We process your personal data for the purposes of:
- assessing your application and suitability for employment
- communicating with you about the recruitment process
- complying with legal and regulatory obligations
- maintaining records relating to our hiring decisions
- carrying out analysis about our recruitment practices to understand applicant pools as part of our commitment to continuous improvement and other strategic initiatives, such as increasing diversity of under-represented groups.
What allows you to use my information?
Our lawful basis for processing your personal data is that it is necessary to take steps at your request prior to entering into a contract, and to comply with our legal obligations.
Who will my information be shared with?
Your personal data will be shared internally with colleagues involved in the recruitment process and may be shared with third-party service providers who support our recruitment systems. We have a small team of administrative colleagues based in Hyderabad, India, who support the employee lifecycle processes, to include onboarding. They are employed by Global Education India (GEI), who are owned by our Parent Company, Global University Systems (GUS). All relevant data sharing agreements are in place.
Do I have to provide this information and what will happen if I don’t?
You are not legally required to provide your personal data to us. However, we need certain information in order to process your application and assess your suitability for the role. If you choose not to provide information that is necessary for the recruitment process (such as contact details, employment history, or right-to-work information), we may be unable to progress your application.
Providing additional information that is not required (for example, diversity or equality monitoring information) is entirely voluntary and will not affect the outcome of your application.
How long will you keep this data for and why?
If your application is unsuccessful, we will retain your personal data for 12 months after the recruitment process ends, after which it will be securely automatically deleted. This is in line with the University’s retention schedule.
How will my information be stored?
During the recruitment process, your information will be stored in our Applicant Tracking System (Team Tailor) and should you be successful in securing a role with the University, your information will also be stored in our HR and Payroll System (iTrent).
Will this information be used to take automated decisions about me?
We take care to understand each candidate as an individual, which is why every stage of our recruitment process is reviewed by people. Your application, CV, written responses, video submissions and interviews are all evaluated by colleagues who are genuinely interested in your strengths and how you could contribute to ULaw. At no stage of the application process do we use AI or automated decision-making tools.
Will my data be transferred abroad and why?
Please see the ‘Who will my information be shared with?’ section above. We do not transfer your data outside the UK unless appropriate safeguards are in place.
What rights do I have when it comes to my data?
Under the UK General Data Protection Regulation, you may have the following rights with regards to your personal data:
- The Right to subject access – you have the right to see a copy of the personal data that the University holds about you and find out what it is used for.
- The Right to rectification – you have the right to ask the University to correct or remove any inaccurate data that we hold about you.
- The Right to erasure (right to be forgotten) you have the right to ask the University to remove data that we hold about you.
- The Right to restriction – you have the right to ask for your information to be restricted (locked down) on University systems.
- The Right to data portability – you have the right to ask for your data to be transferred back to you or to a new provider at your request.
- The Right to object – you have the right to ask the University to stop using your personal data or to stop sending you marketing information, or complain about how your data is used.
- The Right to prevent automated decision making – you have the right to ask the University to stop using your data to make automated decisions about you or to stop profiling your behaviour (where applicable).
Please note that not all rights apply in all situations. To find out more about your rights under the UK GDPR, please visit the Information Commissioner’s website.
To request a copy of your data or ask questions about how it is used, contact the University Data Protection Officer.
Who can I complain to if I am unhappy about how my data is used?
You can complain directly to the Data Protection Team by writing to the University Data Protection Officer.
You also have the right to complain to the Information Commissioner’s Office using the following details:
- The Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF
- Telephone: 08456 30 60 60 or 01625 54 57 45
