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Privacy notice

As part of the recruitment and selection process, JMSU collects and processes personal data relating to job applicants. 

We are committed to being transparent about how we collect and use that data and to meeting our data protection obligations. 

1. Your data - What information do we collect?

1.1       Initial application

We collect a range of information. This includes

  • your name, address and contact details, including email address and telephone number; (your application is anonymised and therefore, these details are not available to the selection panel during the decision-making stages).
  • information about your current level of remuneration, 
  • whether or not you have a disability for which we need to make reasonable adjustments during the recruitment/selection process. 
  • information about your entitlement to work in the UK,
  • Details of unspent criminal convictions

The above information will not be shared with the selection panel at the initial assessment stage. The exception to this is where a panel member is involved in the administration of the process (i.e.HR Manager).

  • details of your qualifications, skills, training, experience, professional memberships and employment history.  
  • your comments relating to your suitability for the role and your personal interests.

On occasion, where an applicant has not been offered the job they originally applied for, a recruiting manager may recommend you as suitable for an alternative post within JMSU.  In these circumstances we may share your application and contact details with an alternative recruiting manager. You will be asked whether you consent to this.

We collect this information by asking you to complete and submit an application form online or submitting your CV. By doing so, you consent to our processing this data as described.

Further personal data will be collected through a panel interview and other forms of assessment as appropriate to the role. 

2.2       Equal Opportunities data

We also collect special category data for equality and diversity monitoring when you apply for a job i.e., date of birth, marital status, gender, ethnic background, nationality, sexual orientation, disabilities and religion or beliefs.

This data is collected for reporting, monitoring, and analysis purposes. Providing it is voluntary but, by doing so you help us understand where improvements can be made and ensure our policies and procedures are applied fairly and without 

The selection panel will not see this information. This data is only used to monitor whether we are getting a diverse group of applicants seeing, applying, and being recruited for our vacancies. This helps us realise whether the efforts and actions we may take to encourage diversity are working

You can complete this section of the application by choosing the option of 'prefer not to say'.

2.3       Successful candidates

If you are offered the post, we will ask you to provide evidence of your proof of entitlement to work in the UK.   We will take a copy of these documents to keep on your application record. 

We also ask you to provide the contact details of a minimum two referees, whom we will contact after the interview to obtain references for you. Please ensure you have obtained their consent to give their details to us. You may also be required to account for any gaps in employment during this time and provide evidence when requested.

If you are required to drive as part of your job role, you will be asked to provide your driving licence. If you will drive your own vehicle, you will be required to provide current MOT and Insurance details to claim expenses. 

Where appropriate to the post we will share share/seek information from third parties, this includes a DBS registered body who will conduct criminal records checks via the Disclosure & Barring Service (“DBS”) on our behalf. 

Application data may be stored in a range of different places, including manual HR management systems and on other IT systems (including email). Access to that information will be limited to HR staff and the recruitment/selection panel.

3. The purpose of processing this personal data 

Processing data from job applicants allows us to manage the recruitment process, assess and confirm a candidate's suitability for employment and decide to whom to offer a job. We also need to process data in the form of pre-employment checks prior to entering an employment contract with you and then, to commence the contract, to set up your pay, for example.

For some cases, we need to process data to ensure that we are complying with our legal obligations. For example, it is mandatory to check a successful applicant's eligibility to work in the UK.

We will collect information about whether applicants are disabled so that we can make reasonable adjustments for candidates and remove barriers to employment. We process such information to carry out our legal obligations and exercise specific rights in relation to employment. 

For posts requiring a DBS check, we seek this information for the purposes of safeguarding the student community, some of whom may have vulnerabilities or be under the age of 18

4. Third Parties - who has access to your personal data? 

Your information will be shared internally for the purposes of the recruitment exercise including any HR staff with the selection panel (except equal opportunities data). 

 We do not share your data with other third parties, unless your application for employment is successful and we make you an offer of employment. We will then share your data with 

certain third parties to comply with our legal obligations, such as obtaining a basic DBS check.

We will only share the information necessary to undertake the service required.

5. Retention - For how long does the JMSU keep data? 

If your application is unsuccessful, your personal data will be kept for 6 months to allow us to provide feedback should it be required, but also to enable us to respond to, and defend legal claims in line with time limitations. 

 If you are not successful in your application, at 6 months from completion of the recruitment/selection process your application data will be destroyed.

If your application for employment is successful, personal data gathered during the recruitment process will be used to create your HR employee record. For more information about how we use your data as an employee, please see our 'Privacy Notice for Employees'.

6. Transfer of Data

 We will not transfer your personal data to a country outside of the EU.

7. What if you do not want to provide personal data?

You are under no obligation to provide personal data to JMSU during the recruitment process. However, if you choose not to, we will be unable to process your application and you will not be included in the selection process. 

8. Automated decision making

 We do not engage in automated decision-making.

9. How to Contact Us

If you have any questions about our practices or this policy, please get in touch with a.crowther@ljmu.co.uk  or s.j.cloherty@ljmu.co.uk