How we use your personal information

Research Fellowship Applicants

This statement explains how Emmanuel College handles and uses information we collect about applicants for Research Fellowships. In broad terms, we use your data to manage your application to the College and our subsequent election processes.

The controller for your personal information is Emmanuel College. The person responsible for data protection at the time of issue, and the person who is responsible for monitoring compliance with relevant legislation in relation to the protection of personal information, is the Bursar (bursar@emma.cam.ac.uk)

The legal basis for processing your personal data is that it is necessary in order for the College to consider your application for a Research Fellowship and complete any subsequent Fellowship election.

How your data is used by the College

Your data is used by us for in the first instance solely for the purposes of considering your application to us, including our monitoring of equality and diversity within the College.

If you have concerns or queries about any of these purposes, or how we communicate with you, please contact us.

The College may hold the following personal data relating to you, in line with the purposes above:

A personal details, including name, contact details (phone, email, postal);
B your application form and associated information submitted by you at that time;
C other data relating to your recruitment (including references we take up as part of the recruitment process and any assessors reports);
D any occupational health assessments and/or medical information you have provided, and related work requirements;
E evidence of your right to work in the UK (e.g. copies of your passport);
F information relating to your age, nationality, and gender;
G any correspondence relating to the outcome of the recruitment process (either successful or unsuccessful).

We will not access personal data about you from social media sites, unless there is a legitimate interest for us to do so. Consequently, we do not routinely screen applicants' social media profiles but, if aspects of your social media profile are brought to our attention and give rise to concerns about your suitability for the role in question, we may need to consider them.

Who we share your data with

Information is not shared with other third parties without your written consent. Generally, personal data is not shared outside of the European Economic Area.

If you are successful in your application, the data is subsequently held as part of your Fellowship record with us.

Since the Research Fellowship application process requires a “resident market test” (since Research Fellowships are open to applicants from outside the European Union), the College will retain the application records of any shortlisted candidates for the duration of the sponsored post and twelve months thereafter.

Your rights

You have the right: to ask us for access to, rectification or erasure of your data; to restrict processing (pending correction or deletion); and to ask for the transfer of your data electronically to a third party (data portability). Some of these rights are not automatic, and we reserve the right to discuss with you why we might not comply with a request from you to exercise them.

Failure to provide the information reasonably requested of you may result in an automatic disqualification from the recruitment process.

You retain the right at all times to lodge a complaint about our management of your personal data with the Information Commissioner's Office at ico.org.uk/concerns/

March 2018