Potential Colleagues Privacy Notice | Leeds Beckett University

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This is the privacy notice for potential employees, workers, and contractors at Leeds Beckett University.

We, Leeds Beckett University, respect your privacy and are committed to protecting your personal data.

This privacy notice provides information on how we will look after your personal data when you use our service and tells you about your privacy rights and how the law protects you. Privacy notices that detail the processing of personal data; which either relate to or is a continuation as potential colleague at Leeds Beckett University include; Disability Assessment Centre.

Human Resources are a service based in Leeds Beckett University (LBU), and LBU is the data controller for the information you provide. Details of your rights under UK data protection legislation, including details of LBU’s Data Protection Officer, your rights as a data subject, and your right to complain to the Information Commissioner’s Office are available in LBU's privacy notice.

If you have any questions or concerns about Human Resources Services and how your personal data will be collected and managed, please contact hrservicesteam@leedsbeckett.ac.uk

Personal data means any information about an individual from which that person can be identified.

We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:

Identity Data includes your name, title, student or staff identity, date of birth and gender and copies of identity documentation
Contact Data includes your address, email, and telephone number(s). This also includes contact information provided in relation to third parties, for example, emergency contact information
Financial Data includes bank account and payment card details, payroll details, benefits information, national insurance, and tax status
Health Data includes data that we may need to collect about you
Profile Data includes purchases made by you, your interests, educational and employment history, equality data, preferences and feedback and survey responses
Usage Data includes information about how you use our services including complaints and investigations
Images includes CCTV and surveillance, film, and photography

We may also collect, store, and use the following “special categories” information:

Information about criminal convictions and offences. For posts requiring a criminal record DBS check, if you are identified as the preferred candidate, you will be required to complete a criminal record DBS disclosure for assessing whether a relevant criminal conviction affects your suitability for a post. In our assessment, we will adhere to the Rehabilitation of Offenders Act 1974
We have a policy on Safeguarding Vulnerable Groups. Despite being primarily concerned with the delivery of higher education to adults, the university engages on a regular basis with both children and vulnerable adults. The Disclosure and Barring Policy sets out the approach that the university will take when recruiting employees and volunteers to posts involving work with children and/or vulnerable adults, including our legal obligations. The job description for the role sets out when a criminal record check is required and what level of check is needed. If the post requires a criminal record check, we are required to carry out a check to satisfy ourselves that there is nothing in your criminal convictions history which makes you unsuitable for the role
Information about your race or ethnicity, religion or beliefs and sexual orientation. Information about your health via our pre-employment health declaration form, including any medical condition, health, and sickness records
Your named referees, from whom we collect the following categories of data: employment details, assessment of performance/ability, sickness absence in the last 24 months, suitability for the post and information about outstanding disciplinary sanctions
In certain circumstances, confirmation of qualifications is obtained from relevant bodies

We also collect, use, and share aggregated data for any purpose. Aggregated Data could be derived from your personal data but is not considered personal data in law as this data will not directly or indirectly reveal your identity. For example, we may aggregate your Usage Data to calculate the percentage of users accessing one of our services.

Most of the personal information we process is provided to us directly by you for one of the following reasons:

Where we need to comply with a legal obligation
Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests

We may also use your personal information in the following situations, which are likely to be rare:

Where we need to protect your interests (or someone else’s interests). In limited circumstances, with your explicit written consent
It is in our legitimate interests to decide whether to appoint you to the role since it would be beneficial to our business to appoint someone to that role. We also need to process your personal information to decide whether to enter a contract (of employment) with you
Where we need to carry out our legal obligations or exercise rights in connection with employment. Where it is needed in the public interest, such as for equal opportunities monitoring
Less commonly, we may process this type of information where it is needed in relation to legal claims or where it is needed to protect your interests (or someone else’s interests) and you are not capable of giving your consent, or where you have already made the information public

We also receive personal information indirectly, from the following sources in the following scenarios:

If we decide to call you for an interview, we will use the information you provide to us at the interview to decide whether to offer you the role
If we decide to offer you the role, we will then take up references, carry out a criminal record check if it is relevant to the role, carry out a pre-employment medical check and carry out any other checks we tell you are relevant to the role before confirming your appointment
Please note where you are successful at interview and go onto work for LBU the Privacy notice for colleagues will apply

We have set out below, in a table format, a description of all the ways we plan to use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.

Note that we may process your personal data for more than one lawful basis depending on the specific purpose for which we are using your data. Please contact us if you need details about the specific legal basis, we are relying on to process your personal data where more than one basis has been set out in the table below.

Marketing and Promotions

We may use your Identity, Contact, Technical, Usage and Profile Data to form a view on what we think you may want or need, or what may be of interest to you and based on this market services to you
You will receive marketing communications from us if you have requested information from us or purchased services from us and you have opted in to receiving that marketing
We will not share your personal data with any third party for marketing purposes
You can ask us to stop sending you marketing messages at any time by following the opt-out links on any marketing message sent to you

Purpose / activity	Type of data	Lawful basis for processing including basis of legitimate interest
Information about your previous employment and education to assess your skills, qualifications, and suitability for the role. To communicate with you about the recruitment process.	Identity data Contact data Profile data	Legitimate interests- It is in our legitimate interests to decide whether to appoint you to the role since it would be beneficial to our business to appoint someone to that role. We also need to process your personal information to decide whether to enter into a contract (of employment) with you.
Information from named referees. In certain circumstances, confirmation of qualifications is obtained from relevant bodies.	Employment details Performance records including sickness absence (in the last 24 months) Outstanding disciplinary sanctions	Legitimate interests- It is in our legitimate interests to decide whether to appoint you to the role since it would be beneficial to our business to appoint someone to that role. We also need to process your personal information to decide whether to enter into a contract (of employment) with you.
Safeguarding information. Despite being primarily concerned with the delivery of higher education to adults, the University engages on a regular basis with both children and vulnerable adults. The Disclosure and Barring Policy sets out the approach that the university will take when recruiting employees and volunteers to posts involving work with children and/or vulnerable adults, including our legal obligations. The job description for the role sets out when a criminal record check is required and what level of check is needed.	Identity data Contact data Profile data Criminal convictions and offences	Legitimate interests- It is in our legitimate interests to decide whether to appoint you to the role since it would be beneficial to our business to appoint someone to that role. We also need to process your personal information to decide whether to enter into a contract (of employment) with you. We may use information relating to criminal convictions where it is necessary in relation to legal claims, where it is necessary to protect your interests (or someone else’s interests) and you are not capable of giving your consent, or where you have already made the information public.
Information about your physical or mental health, or disability status, to carry out a pre-employment medical check and carry out any other checks we tell you are relevant to the role before confirming your appointment. To provide appropriate adjustments during the recruitment process, for example whether adjustments need to be made during an interview, test or presentation. This information will also be shared with the interview panel as the University subscribes to the ‘Disability Confident’ scheme which means a guaranteed interview for disabled applicants who meet the essential criteria as defined in the employee specification. More information can be found via Gov.UK's Guidance - How to sign up to the Disability Confident employer scheme.	Physical health Mental health Disability status	Article 6 (1c) Processing is necessary for compliance with a legal obligation to which the controller is subject (employment law, health and safety in the workplace,) Equality Act 2010. Article 9 (b) Employment, social security and social protection (if authorised by law).
Information about your race or ethnicity, religion or belief & your sexual identity, to ensure meaningful equal opportunity monitoring & reporting, equality impact assessments, charter marks & other reporting including the provision of information to the Higher Education Statistics Agency.	Race, ethnicity Religion or belief Sexual identity	Legal obligation (Equality Act 2010).
Special category information for the police or other regulatory bodies (including the Disclosure and Barring Service) in connection with the investigation or disclosure of a suspected or reported crime or the verification of identity. For all posts you are required to declare unspent convictions.	Criminal convictions and offences	We may use information relating to criminal convictions where it is necessary in relation to legal claims, where it is necessary to protect your interests (or someone else’s interests) and you are not capable of giving your consent, or where you have already made the information public.

Information will be shared with third parties only when necessary as part of the provision of our services to you and/or we have a legal or regulatory requirement to do so. We anticipate that we will share information with the following third parties for the following purposes: external panel members, search agencies, Atlantic Data (to process DBS applications online) and any test providers. Personal data linked to immigration requirements may be processed, retained, and shared with the Home Office, 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.

The university process the data you provide on servers based in UK, EEA or a country with an adequacy agreement. Countries within the EEA or where they have an adequacy agreement are subject to an adequacy decision by the European Commission, which means that it fully complies with our data protection laws.

We will only keep your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. At the end of a retention period, your personal data will be deleted securely and safely.

Your personal data will be retained in accordance with the retention periods set out in our Records Retention Schedule and is recorded in the university Information Asset Register.

The university recognises and respects individual rights under the UK General Data Protection Regulation (GDPR). For further information please see our overarching Privacy Notice which explains your privacy rights.