Careers and Employability Service privacy notice

The University of Leicester is the Data Controller for your personal information and is subject to the Data Protection Act 2018 (DPA) and the General Data Protection Regulation (GDPR).

This privacy notice explains how the University of Leicester Careers and Employability Service uses and shares your personal data and outlines your rights in relation to the personal data we hold and should be read in combination with the Student Information Privacy Notice.

What information are you collecting?

The University of Leicester may obtain, hold and process data relating to students and graduates including personal details, family and social circumstances, education and training records, employment information and financial details. The University may also hold Information from other third parties such as employers and professional mentors, including business registration information, contact details, employment information and financial details. It may obtain, hold and process special category data of students and graduates including racial or ethnic origin, religious or philosophical beliefs, biometric data, and disability data, whether regarding physical or mental health or specific learning difficulty.

Why are you collecting my data?

The University of Leicester holds the personal data and special category data of its applicants and students in order to manage our processes and services. Information from non-students such as employers or other professional bodies is collected in order to provide careers services such as applications, event registration and promotion of mentoring and support opportunities available within the University. Only information required for these purposes is obtained and processed, and without it the University may not be able to provide its services to you or meet our student contract obligations.

How will you use this information?

The University of Leicester will use personal data (including special category data) to administer the careers service offered to you and meet the obligations in the student contract including:

• provision of support services in relation to careers development:
  • monitoring of attendance;
  • provision of references;
  • provision of application coaching services
  • submission of applications within the University, to external employers and other third parties on request of the individual
  • providing details of support, mentoring, career opportunities and events available within and outside the University
• maintenance of student records;
• financial transactions (e.g invoices, bursaries and scholarships)

We may also use your data for other administrative purposes, for example: to undertake statistical analysis, carry out compliance audits, promote services, gather and process feedback or answer enquiries.

What is the legal basis for processing the data?

Student and graduate personal data is collected and processed by the University as necessary for the performance of a contract under which the University provides services to students and graduates. Information relating to employers and third parties is also collected on the same basis.

Special category data of students and graduates is collected and processed under the explicit consent of individuals.

If you are sharing my data with others, who are you sharing it with?

For purposes referred to in this privacy notice we may share your personal data with certain third parties. If that is the case, the university has in place contracts with data processors and data sharing agreements with data controllers to ensure your data is kept securely. Students are given the opportunity to opt-out of some data sharing arrangements, but we encourage students to think carefully about the impact of doing so. Where an opt-out is not in place, we will disclose relevant personal data to third parties, including:

• Our employees, partners, agents and contractors, where there is a legitimate reason for receiving information (e.g departmental staff, software providers – such as Target Connect and VineUp, LaunchPad, auditors etc.)
• The University of Leicester Students’ Union for the purposes of applications or volunteering
• Third party education providers (e.g. in relation to exchange programmes or placement opportunities)
• Providers of financial services engaged by the University, for example for the payment of fees, refunds, loans and similar services
• Companies providing employment opportunities

How long will you retain my data?

A summary academic record for individual students will be kept permanently by the University, with detailed records kept for defined periods. CV’s and other job related information will be retained for the period of the application process. Details of our retention periods can be found in the University’s Retention Schedule.

What are my rights and how can I enforce them?

• The right to be informed about which data is collected and how it will be used
• The right to request access to your personal data held by the University
• The right to have incomplete or inaccurate data rectified
• The right to restrict the processing of personal data – individuals have the right to block the processing of their personal data by the University in specific situations

In the first instance, please contact the University’s Information Assurance Services if you would like to discuss any aspect of your rights in relation to your personal data.

How can I raise concerns about the processing of my personal data?

If you have any feedback or concerns in relation to the processing of your personal data please contact the University’s Information Assurance Services. If attempts to resolve a concern or complaint informally are not successful and you feel you have reason to complain, you may submit a formal complaint via the University’s Complaints Procedure.

External advice is available from the Information Commissioner who can be contacted via:

• Information Commissioners Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK95AF
• 0303 123 1113
• ICO website