Recruitment Privacy Notice

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Introduction

We are Jisc, a not-for-profit company, with our registered office at 4 Portwall Lane, Bristol, BS1 6NB.

Jisc recruitment services are organised and managed by Jisc. This privacy notice sets out the personal data processing that will be undertaken by Jisc as a Controller when you apply for a position with us.

For more information on how to exercise your data subject rights and additional privacy information, please refer to our overarching Privacy Notice.

What personal data will we collect about you?

Personal data means any information that relates to an identified or identifiable individual. For the purposes of recruitment, Jisc will process the following personal data:

Identification information (e.g. title, name, your job title or position, marital status, taxpayer identification such as National Insurance number, passport number etc), education and professional qualifications)
Contact information (e.g. your postal address, email address and phone number(s) for both work and home, and emergency contacts)
Work history, usually in CV format
Financial information (e.g. payment-related information including salary information)
Residency and work permit status, including visa documentation
Technical information (e.g. IP address, browsing preferences, details of visits made to our online services such as the volume of traffic received, logs, online registration details and login credentials)
Special categories of personal information such as health information, access requirements or special needs or religious beliefs information, dietary preferences or allergies
Images, including CCTV footage taken at our premises
Diversity information (e.g. sex, gender, ethnicity or disability information via diversity questionnaires) – You can choose not to provide this information to us
Character suitability information (e.g. references, background checks, criminal offences information, criminal records checks)
Any other information relating to you which you may provide to us

Where do we collect this information from?

We collect this information directly from you (e.g. when you provide your CV, attend interviews or contact the HR team). We will also collect the personal data about you from:

Providers of background checks, referees and educational authorities
The public domain (e.g. LinkedIn or other social media)
Third party candidate referral providers (e.g. recruitment agencies)
Internal Jisc employees where an applicant has been referred
Providers of skills testing (e.g. Showtech)
Third party screening providers (e.g. Hire Vue video platform)

How do we use your personal data?

The following table sets out why we process your personal data and our lawful basis for processing your personal data. We may rely on more than one lawful basis for processing your personal data depending on the context of the processing activity.

Purpose of activity	Lawful basis for processing
To assess whether you meet the criteria required for the job(s) including interviews and candidate testing.	It is necessary in our legitimate interests (e.g. to ensure that candidates are suitable and capable for the advertised role).
To conduct character suitability information (e.g. references, background checks, criminal offences information, criminal records checks).	It is necessary for the performance of a contract with you, or to take steps at your requests prior to entering into a contract. Processing of special category data or criminal convictions data for purposes necessary to perform or exercise obligations or rights imposed or conferred by law on Jisc in connection with employment (e.g. employment and health and safety legislation).
To communicate with you throughout the process.	It is necessary in our legitimate interests (e.g. to effectively run the recruitment process).
To notify you of future vacancies that may be of interest to you.	It is necessary in our legitimate interests (e.g. to pro-actively run the recruitment process) for a period of up to 12 months following your application. You can object to us keeping your data for this purpose. Opt-out at any time by contacting recruitment@jisc.ac.uk
To check you have the necessary permission to work in the UK.	It is necessary to comply with a legal obligation (e.g. employment and tax legislation).
To conduct surveys or other questionnaires.	It is necessary in our legitimate interests (e.g. to identify areas for improvement in the management of our staff and our business).
To provide evidence where this is required to exercise or defend legal claims.	It is necessary in our legitimate interests (e.g. to defend ourselves against a legal claim that you may make against us).
To monitor diversity, equality and inclusion.	Processing of special category data with your explicit consent. Should you wish to withdraw your consent you can do so at any time by contacting recruitment@jisc.ac.uk

Should you choose not to provide any of the information that is required when the processing is necessary for a contract, or for a legal obligation, this will mean that we will be unable to proceed with your application.

Sharing your personal data

To ensure your information is protected we use carefully selected third parties to provide services on our behalf, who are contractually prohibited to use your information for anything other than the services requested by Jisc.

We will only disclose your personal data to the following recipients:

Jisc employees who need to see your information to carry out their role (e.g. recruitment consultants, HR administrators, managers).
Service providers - for business administration, support, processing, services, or IT purposes.
Background checking organisations – we will share your data with organisations (e.g. Verifile, HEDD) to conduct background checks, and to verify qualifications information you have provided to us.
Online test providers – should it be required for the recruitment process we will share your information with test providers (e.g. A&DC, CEB) who administer testing for us.
Video interviewing providers – we will share your information with our providers (e.g. Hire Vue) who administer video interviewing for us.
Third party candidate referral providers (e.g. recruitment agencies) where information about the offer is required.

How long will we keep your data

Successful candidate data will be added to our staff employment record and retained for the lifetime of staff employment plus 7 years.

Unsuccessful candidate data will be destroyed 12 months after the interview process is complete in accordance with our retention schedule.