Privacy Notice for Candidates

WHY THIS NOTICE IS IMPORTANT

This Privacy Notice applies to anyone who has applied to work with Oxford University Innovation Limited (OUI) as an employee, worker or contractor.

Please read this Privacy Notice carefully. It sets out how we use your personal data.

It also sets out your rights as a data subject.

CONTENTS

You can click through to the specific content areas set out below.

About Us

How we obtain your personal data

The types of personal data we use and how we use them

Special Categories Of Personal Data

Your Consent

Automated decision making

Sharing your personal data

Transfers of your personal data outside the EU

Data security

How long we keep your personal data

Your rights

You are not obliged to provide us with any personal data

Links to other websites

Complaints and enquiries

How to contact us

Changes to this Privacy Notice and your personal data

 

HOW WE OBTAIN YOUR PERSONAL DATA

We collect personal data about candidates from:

  • you, the candidate for a position with OUI;
  • any recruitment or employment agency or search consultancy we engage;
  • your former employers and referees;

 

We also obtain personal data from other sources. These sources include:

  • Publicly-available information from social networks when you have granted the relevant permissions;
  • Publicly-available information retrieved using search engines
  • Publicly-available sources such as Companies House, the electoral register, other open government databases and the GMC register

The types of personal data we use and how we use them

The types of personal data we collect and use, the purposes for which we use your personal data, and the legal bases we rely on to allow us to use your personal data in that way are set out in the table below.

Where the legal basis is our legitimate interests, we have also indicated what those interests are.

We may have more than one legal basis for using your personal data. If you want to know which of the bases applies where more than one basis has been set out in the table below, please email enquiries@innovation.ox.ac.uk with ‘Personal Data Processing enquiry’ in the subject line of the email.

TYPE OF PERSONAL DATA HOW WE USE THAT DATA THE LAWFUL BASIS FOR OUR PROCESSING THAT DATA
Personal contact details such as name, title, addresses, telephone numbers, and personal email addresses To communicate with you about your application and the recruitment process

 

Our legitimate interests in recruiting and engaging employees, workers and consultants

Necessary in order to take steps before entering into a contract with you

Information you provide to us in our application form, including  your skills, knowledge, training, experience, previous employment history and whether or not you have a current driving licence To assess your skills, qualifications, and suitability for the job, and to verify the information provided, for instance with your former employer

 

Our legitimate interests in deciding who to employ or engage

Necessary in order to take steps before entering into a contract with you

Other information you provide to us (e.g. in your CV or any covering letter or email or in any interview) either directly or through any recruitment agency or search consultancy To assess your skills, qualifications, and suitability for the job, and to verify the information provided, for instance with your former employer

 

Our legitimate interests in deciding who to employ or engage

Necessary in order to take steps before entering into a contract with you

Copies of documentation demonstrating your right to work in the UK To check your right to work in the UK Necessary for compliance with our legal obligations
Information provided by your former employers or referees To assess your skills, qualifications, and suitability for the job Our legitimate interests in deciding who to employ or engage
Information produced by you during the assessment process, for example your presentation slides, your test results or any profiling we may ask you to complete To assess your skills, qualifications, and suitability for the job. Our legitimate interests in deciding who to employ or engage
  • Criminal convictions and offences: We do not collect any data about criminal convictions and offences.
  • Derived data: We derive information about you by combining the information we hold about you with other data sets.
  • Aggregated Data: We collect, use and share aggregated data such as statistical or demographic data for any purpose. Aggregated Data may be derived from your personal data but is not personal data because it does not directly or indirectly identify you.
  • If we combine or connect any aggregated data with your personal data so that you can be identified, the combined data will be used in accordance with this Privacy Notice.

SPECIAL CATEGORIES OF PERSONAL DATA

The special categories of personal data we collect and use, the purposes for which we use that personal data, the legal bases we rely on to allow us to use your personal data in that way and further justification for using that personal data are set out in the table below.

TYPE OF SPECIAL CATEGORY OF PERSONAL DATA HOW WE USE THAT DATA THE LAWFUL BASIS AND JUSTIFICATION FOR OUR PROCESSING THAT DATA
Information about your health, including any medical condition, disability and health and sickness records To consider whether we need to provide appropriate adjustments during the recruitment process, e.g. whether adjustments need to be made during an interview or test Necessary for compliance with our legal obligations

 

 

To assess your fitness to work or to provide appropriate workplace adjustments Necessary to carry out our legal obligations or exercise rights in connection with employment and social security
In case of a medical emergency Necessary to protect your vital interests where you cannot give consent

YOUR CONSENT

We do not need your consent if we use special categories of your personal data as set out above.

In limited circumstances, we may ask for your written consent to allow us to process special categories of your personal data. If we ask for your written consent, we will provide you with full details of the special category personal data we would like to process and the reason we need to process it, so that you can consider whether or not you are willing to give your consent.

Being employed or engaged by us is not conditional on you giving us any such consent and you will always be free to withhold that consent.

CHANGE OF PURPOSE

We will use your personal data only for the purposes for which we collected it, unless:

a)            we reasonably consider that we need to use it for another purpose and that other purpose is compatible with the original purpose; or

b)            we anonymise your personal data and use it for research or statistical purposes.

For an explanation as to how our use of your personal data for a new purpose is compatible with the original purpose, please email enquiries@innovation.ox.ac.uk with ‘Personal Data Request’ in the subject line of the email.

If we intend to use your personal data for an unrelated purpose, we will contact you to explain the legal basis which allows us to use your personal data for that unrelated purpose.

AUTOMATED DECISION-MAKING

You will not be subject to decisions that will have a significant impact on you based solely on automated decision-making, unless we have a lawful basis for doing so and we have notified you.

We do not envisage that any decisions will be taken about you using automated means, but we will notify you in writing if this position changes.

SHARING YOUR PERSONAL DATA

We may share your personal data with:

  • Any recruitment agency or search consultancy we engage.
  • If necessary to obtain advice, to our professional advisers who owe an obligation of confidence to us.
  • Your former employer(s), to verify the information you have provided about your previous employment
  • To law enforcement agencies, if we know or think that you are engaged in any illegal activity.
  • Anyone, if necessary to comply with any law or regulation.
  • Anyone, if necessary to enforce our rights or to protect our property or to protect the rights or property of anyone else.
  • A purchaser of OUI or of our business or any business assets – we may disclose your personal data to the prospective buyer(s) and its or their professional advisers and, if our business assets are sold, our customers’ personal data will be one of the assets transferred.
  • Any business with which we merge or merge part of our business.
  • Any company or business which we acquire.

TRANSFERS OF YOUR PERSONAL DATA OUTSIDE THE EU

We do not transfer your personal data outside the European Union.

Your personal data will be accessed by our staff when they are outside the European Union, but the same safeguards will apply as though our staff were accessing your personal data from within the European Union.

YOU ARE NOT OBLIGED TO PROVIDE US WITH ANY PERSONAL DATA

You may decide not to give us any personal data, but if you do not provide data which is necessary for us to perform our contract with you, we may not be able to perform some of our obligations (such as paying you or providing you with a benefit) or we may be prevented from complying with our legal obligations (such as to ensure the health and safety of our workers).

HOW TO CONTACT US

If you want to ask us about this Privacy Notice, please email enquiries@innovation.ox.ac.uk with ‘Privacy Notice Question’ in the subject line of your email.

CHANGES TO THIS PRIVACY NOTICE AND YOUR PERSONAL DATA

We keep this Privacy Notice under review. It was last updated on 25th May 2018.

We may update this Privacy Notice at any time, and we will provide you with a new Privacy Notice if we make any substantial updates. We may also notify you in other ways from time to time about the processing of your personal data.

It is important that your personal data is accurate and up to date. Please let us know if your personal data changes while we are considering your application.

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