The terms and conditions below and the privacy notice, included below, relates to the processing of your personal data, as applicable by Middlesex University or M U Services Limited, in connection with your application for employment.
In registering to use our online recruitment system you undertake to provide accurate and current information about yourself, including your correct name, address and any other requested information and to update that as necessary in any subsequent applications.
If you knowingly make any false statements or withhold any relevant information this may result in disciplinary action up to and including dismissal or the withdrawal of any offer of appointment.
Middlesex University and M U Services Limited cannot be held liable for delays to applications resulting from failures of the system outside its direct control.
In registering to use our online recruitment system you do so understanding the following:
- that Middlesex University and M U Services Limited reserves the right to withdraw an offer of appointment or to terminate my employment with or without notice or payment in lieu, in cases where: (a) it is discovered I do not have the claimed qualification or experience (b) I do not obtain, for whatever reasons, any appropriate examination or licence; (c) I become disbarred from the appropriate Regulatory Body or Authority;
- that an offer of appointment will be subject to eligibility to work in the UK, references and medical clearance satisfactory to the Middlesex University and M U Services Limited;
- that if the post is subject to Standard or Enhanced Disclosure, I must disclose details of any criminal record, including convictions, cautions, reprimands and final warnings and (for Enhanced Disclosure) any other information that may have a bearing on my suitability for the post;
- that providing false or misleading information or withholding any relevant information, will disqualify me from appointment, or if appointed, will render me liable to dismissal without notice.
I declare that the information I have given is, to the best of my knowledge, true and complete.
I understand that the information I provide in connection with my application to work at Middlesex University or MU Services Limited, will be processed for lawful purposes permitted under UK data protection legislation. The relevant lawful purposes are set out in this privacy notice below.
Middlesex University/M U Services Limited Candidate Privacy Notice
This privacy notice provides you with certain information that must be provided under the UK General Data Protection Regulation (UK GDPR), tailored by the Data Protection Act 2018 (referred to below as ‘the Data Protection Legislation’).
The personal data that the site collects about you will be used for the purposes of processing your application and for the compilation of anonymous statistics. If your application is successful it will be used to form the basis of your staff record.
Sensitive equal opportunities data is collected for the purpose of monitoring the effectiveness of the Equal Opportunities Policy of Middlesex University or M U Services Limited as applicable, and to provide anonymised statistical reports. This data is not used in the recruitment decision-making process.
Middlesex University and MU Services Limited are each a "data controller" as defined under the Data Protection Legislation. This means that we are responsible for deciding how we hold and use personal information about you. You are being sent a copy of this privacy notice because you are applying for work with us (whether as an employee, worker or contractor). It makes you aware of how and why your personal data will be used, namely for the purposes of the recruitment exercise, and how long it will usually be retained for.
Data protection principles
We will comply with data protection law and principles, which means that your data will be:
- Used lawfully, fairly and in a transparent way.
- Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes.
- Relevant to the purposes we have told you about and limited only to those purposes.
- Accurate and kept up to date.
- Kept only as long as necessary for the purposes we have told you about.
- Kept securely.
The kind of information we hold about you
In connection with your application for work with us, we will collect, store, and use the following categories of personal information about you:
- The information you have provided to us in your curriculum vitae (CV) and covering letter, along with additional supporting documentation and/or your application form and including the results from any pre-employment assessments which may have occurred;
- The information you have provided on our application form or CV, including name, title, address, telephone number, personal email address, date of birth, gender, employment history, qualifications, right to work declaration, national insurance number, research journals specified, right to work documentation, professional development / training and membership of any professional body, supporting statement, referee details, criminal record disclosure, protected characteristics including disability;
- If you are a successful applicant you will be required to: (i) provide your bank details, emergency contact details, evidence of your right to work details i.e. passports, biometric residence permit (BRP), qualification information required to be shared with HESA (this information will be anonymised), health information, perform a DBS check where applicable; and any information you provide to us during your interview and (ii) all communications between offering the position and commencing employment.
- Information about criminal convictions and offences including overseas police checks (where applicable) and any assessments / notes taken as part of the recruitment process.
The legal basis for processing the above personal data is under Article 6 of the UK GDPR would be:
(a) Consent. This applies where you have given clear consent for us to process your personal data for a specific purpose. In this case, for recruitment to the Middlesex University or M U Services Limited as applicable;
(b) Contract. This applies where the processing is necessary for Middlesex University or MU Services Limited , as applicable, to enter into an employment contract with you, or to take specific steps before entering into an employment contract;
(f) Legitimate interest. This applies where the processing the necessary for your legitimate interest or the legitimate interest of another relevant individual, unless there is good reason to protect your personal data or the other individual’s personal data, which overrides those legitimate interests. This is to allow Middlesex University or M U Services Limited, as applicable, to consider your skills and suitability for any employment vacancy within Middlesex University, or MU Services Limited as applicable.
Right to Work Checks.
The Middlesex University and M U Services Limited, as applicable, have a legal duty to carry out right to work checks. Depending on the individual’s immigration status at the time of the checks, there will be different requirements on the type of documents to be checked.
The documents required to prove the right to work are specified by the Home office at:
https://www.gov.uk/government/publications/right-to-work-checklist/employers-right-to-work-checklist-accessible-version
The Middlesex University and M U Services Limited, as applicable, have procured the services of TrustID to carry out right to work checks online with the consent of the user. Trust ID will use identification document verification technology to check the passport of the British and Irish nationals on behalf of the Middlesex University or M U Services Limited (as applicable). TrustID are on a Home Office List of Digital Identity Service Providers (IDSPs). The link to the list that includes TrustID can be found at:
Digital identity certification for right to work, right to rent and criminal record checks - GOV.UK (www.gov.uk)
The Middlesex University and M U Services Limited may also undertake right to work checks using the Home Office Online Checking Service, the Home Office Employer Checking System, or undertake checks in person.
The personal data collected in connection with Right to Work checks will include special category personal data . The personal data which is special category personal data is specified in the Special Category Data section below.
Special Category Data
We may collect, store and use the following "special categories" of more sensitive personal information as defined in the Data Protection legislation. The legal basis for processing this would be under Article 9.2 (b) of the General Data Protection Regulations, covers processing necessary for the purposes of carrying out the obligations and exercising specific rights of the controller or of the data subject in the field of employment and social security and social protection law in so far as it is authorised by UK law or a collective agreement pursuant to UK law providing for appropriate safeguards for the fundamental rights and the interests of the data subject. The data we may collect in this category is:
- Information about your race or ethnicity, religion, gender reassignment, sexual orientation, sex life, trade union membership and political opinions
- Biometric data (where used for ID purposes). This will apply to right to work checks
- Information about your health, including any medical condition, health and sickness records
- Selfies and photographs, which may reveal ethnicity, racial origin and/or religious persuasion. This will apply to right to work checks
How is your personal information collected?
We collect personal information about candidates from the following sources:
- You, the candidate.
- Headhunting recruitment agencies (if applicable). Particulars would include, personal details, your application, right to work check, references, sifting and pre-assessment notes, and any other documents related to the post.
- Disclosure and Barring Service (DBS) in respect of criminal convictions (via a third party, Atlantic Data and / or paper-based applications) or overseas police application forms (where applicable).
- Application forms to perform a background check, from which we collect the following categories of data: Name(s) – including previous names used, address history (for the past 5 years), date of birth, NI number, criminal convictions and offences.
- Qualifications and training documentation, including membership from professional bodies
- UK Immigration agencies to ensure compliance (name, job title, salary information, country of origin, proposed start date) in-order to obtain a Certificate of Sponsorship to qualify for eligibility to work in the UK .
- Your named referees, from whom we collect the following categories of data: Conduct, sickness records over the past 12-months, confirmation of employment and / or education background and / or personal character
How we will use information about you
We will use the personal information we collect about you to:
- Assess your skills, qualifications, and suitability for the work or role
- Carry out background and reference checks, where applicable
- Communicate with you about the recruitment process
- Keep records related to our hiring processes
- Comply with legal or regulatory requirements
- Respond to queries e.g. Subject Access Requests, Freedom of information requests and or complaints received from other data subjects about the recruitment process (note: all personal and personal sensitive data would be anonymised for this purpose)
It is in our legitimate interests to collect such information to decide upon your suitability for appointment to the relevant role or work.
We also need to process your personal information to decide whether to enter into a contract of employment with you.
Having received your CV, covering letter, additional supporting documentation and / or your application form and including the results from any pre-employment assessments which may have occurred, we will then process that information to decide whether you meet the basic requirements to be shortlisted for the role. If you do, we will decide whether your application is strong enough to invite you for an interview. If we decide to call you for an interview, we will additionally use the information you provide to us at the interview to decide whether to offer you the role or work. If we decide to offer you the role or work, we will then take up references and / or carry out a criminal record and / or carry out Home Office and any relevant checks and where applicable, carry out any other check before confirming your appointment
If you fail to provide personal information
If you fail to provide information when requested, which is necessary for us to consider your application (such as evidence of qualifications or work history), we will not be able to process your application successfully. For example, if we require references or a DBS certificate, for this role and you fail to provide us with relevant details, we will not be able to take your application further.
How we use particularly sensitive personal information
We will use your particularly sensitive personal information in the following ways:
- We will use information about your disability status to consider whether we need to provide appropriate adjustments during the recruitment process, for example whether adjustments need to be made during a test or interview and documentations during the assessment process (for example, in-tray exercises, presentation).
In agreement with you, we may choose to involve the services of a third party (i.e. access to work) to share relevant data
- Right to work, i.e. passports, biometric residence permits (BRP). The above-mentioned sensitive data may be obtained for the purposes of complying with legally required immigration checks. We will use information about your race or national or ethnic origin, religious, philosophical or moral beliefs, or your sexual life or sexual orientation, to ensure meaningful equal opportunity monitoring and reporting, and to respond to subject access requests and or FOI (all personal sensitive data will be anonymised for this purpose).
Information about criminal convictions
We will collect information about your criminal convictions history if we would like to offer you the work or role conditional on checks and any other conditions, such as references, being satisfactory. We are required to carry out a criminal record check in order to satisfy ourselves that there is nothing in your criminal convictions history which makes you unsuitable for the role. In particular:
- We are legally required by DBS provider to carry out criminal record checks for those carrying out role or work. and depending on the role, and if it is one which is listed on the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (SI 1975/1023) and is also specified in the Police Act 1997 (Criminal Records) Regulations (SI 2002/233)], it is eligible for a standard or enhanced check from the Disclosure and Barring Service.
- If the role requires a high degree of trust and integrity, we would like to ask you to seek a basic disclosure of your criminal records history.
We have in place an appropriate policy document and safeguards which we are required by law to maintain when processing such data.
Automated decision-making
You will not be subject to decisions that will have a significant impact on you based solely on automated decision-making.
Data sharing
Why might you share my personal information with third parties?
We will only share your personal information with the following third parties for the purposes of processing your application: e-Recruitment, and our Occupational Health Provider (currently, Derwent Medical Centre, only where applicable)). Atlantic Data, Access to work, referees, and for HESA returns for statistical purposes (HESA data will be anonymised).All our third-party service providers and other entities in the group are required to take appropriate security measures to protect your personal information in line with our policies. We do not allow our third-party service providers to use your personal data for their own purposes. We only permit them to process your personal data for specified purposes and in accordance with our instructions.
Data security
We have put in place appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal information to those employees, agents, contractors and other third parties who have a business need-to-know. They will only process your personal information on our instructions and they are subject to a duty of confidentiality. Details of these measures may be obtained from Data Protection Officer by emailing a request to : dpaofficer@mdx.ac.uk
We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.
Data retention
How long will you use my information for?
We will retain your personal information for a period of six months after we have communicated to you our decision about whether to appoint you to the role or work. This is to enable us to contact you should a suitable vacancy arise within a 6-month period (if unsuccessful). We also retain your personal information for that period so that we can show, in the event of a legal claim, that we have not discriminated against candidates on prohibited grounds and that we have conducted the recruitment exercise in a fair and transparent way. After this period, we will securely destroy your personal information in accordance with our data retention policy or applicable laws and regulations.
For the successful applicant, a copy of the JD and their application process is selected and placed on their personal file and. This will only be destroyed after six years when the then employee has left, employment.
If we wish to retain your personal information on file, on the basis that a further opportunity may arise in future and we may wish to consider you for that, we will write to you separately, seeking your explicit consent to retain your personal information for a fixed period on that basis.
Rights of access, correction, erasure, and restriction
Your rights in connection with personal information
Under certain circumstances, by law you have the right to:
- Request access to your personal information (commonly known as a "data subject access request"). This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it.
- Request correction of the personal information that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.
- Request erasure of your personal information. This enables you to ask us to delete or remove personal information where there is no good reason for us continuing to process it., You also have the right to ask us to delete or remove your personal information where you have exercised your right to object to processing (see below).
- Object to processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal information for direct marketing purposes.
- Request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of personal information about you, for example if you want us to establish its accuracy or the reason for processing it.
- Request the transfer of your personal information to another party.
If you want to review, verify, correct or request erasure of your personal information, object to the processing of your personal data, or request that we transfer a copy of your personal information to another party, please contact our Data Protection Officer on dpaofficer@mdx.ac.uk in writing.
Right to withdraw consent
When you applied for this role, you provided consent on the date you first registered onto our e-Recruitment portal, to us processing your personal information for the purposes of the recruitment exercise. You have the right to withdraw your consent for processing for that purpose at any time. To withdraw your consent, please contact our Data Protection Officer on dpaofficer@mdx.ac.uk. Once we have received notification that you have withdrawn your consent, we will no longer process your application and, subject to our retention policy, we will dispose of your personal data securely.
Data Protection Officer
We have appointed a data protection officer (DPO) to oversee compliance with this privacy notice. If you have any questions about this privacy notice or how we handle your personal information, please contact the DPO. You have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues.
Data Protection Officer
for Middlesex University and M U Services Limited
The Burroughs
London
NW4 4BT
Tel: +44 (0)20 8411 2302
Email: dpaofficer@mdx.ac.uk
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Updated:- 1st November 2022