This privacy notice applies to job applicants for office, senior membership and employment at Magdalen CollegeA summary of what this notice explainsMagdalen College is committed to protecting the privacy and security of personal data. This notice explains what personal data Magdalen College (“us” or “we”) holds about applicants for office, senior membership and employment at the College (“you”), how we use it internally, how we share it, how long we keep it and what your legal rights are in relation to it. For the parts of your personal data that you supply to us, this notice also explains the basis on which you are required or requested to provide the information. For the parts of your personal data that we generate about you, or that we receive from others, it explains the source of the data. There are some instances where we process your personal data on the basis of your consent. This notice sets out the categories and purposes of data where your consent is needed.
What is your personal data and how does the law regulate our use of it?“Personal data” is information relating to you as a living, identifiable individual. We refer to this as “your data”. Data protection law requires Magdalen College as data controller for your data:
Contact DetailsIf you need to contact us about your data, please contact: Data Protection Officer
What personal data we hold about you and how we use itWe may hold and use a range of data about you at different stages of our relationship with you. We might receive this data from you; we might create it ourselves; or we might receive it from someone else (for example if someone provides us with a reference about you). Categories of data that we collect, store and use include (but are not limited to):
Further categories of data that we hold in relation to current staff, officer holders and senior members are set out in our Record of Processing Activity here.
Other sources of your dataApart from the data that you provide to us, we may also process data about you from a range of sources. These include:
The lawful basis on which we process your dataThe law requires that we provide you with information about the lawful basis on which we process your personal data, and for what purpose(s). Most commonly, we will process your data on the following lawful grounds:
We may also use your personal information, typically in an emergency, where this is necessary to protect your vital interests, or someone else's vital interests. In a small number of cases where other lawful bases do not apply, we will process your data on the basis of your consent. How we apply further protection in the case of “Special Categories” of personal data "Special categories" of particularly sensitive personal information require higher levels of protection. We need to have further justification for collecting, storing and using this type of personal information. The Special Categories of personal data consist of data revealing:
They also consist of the processing of:
We may process special categories of personal information in the following circumstances:
We have in place appropriate policy documents and/or other safeguards which we are required by law to maintain when processing such data. 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. Criminal convictions and allegations of criminal activity Further legal controls apply to data relating to criminal convictions and allegations of criminal activity. We may process such data on the same grounds as those identified for “special categories” referred to above. Details of our processing activities, including our lawful basis for processing Details of the lawful bases we rely on for the processing of the categories of data that we hold in relation to applicants for office, senior membership and employment at Magdalen College are set out in our Record of Processing Activity here.
Data that you provide to us and the possible consequences of you not providing itMost data that you provide to us is processed by us in order that we, and you, can comply with obligations imposed by law. For example:
Your failure to provide such data may mean that you are unable to take up the relevant role. Other data that you give to us is provided on a wholly voluntary basis – you have a choice whether to do so. Examples include:
How we share your dataWe do not, and will not, sell your data to third parties. We will only share it with third parties if we are allowed or required to do so by law. Examples of bodies to whom we are required by law to disclose certain data include, but are not limited to:
Examples of bodies to whom we may voluntarily disclose data, in appropriate circumstances, include but are not limited to:
Where information is shared with third parties, we will seek to share the minimum amount of information necessary to fulfil the purpose. All our third party service providers are required to take appropriate security measures to protect your personal information in line with our policies, and are only permitted to process your personal data for specific purposes in accordance with our instructions. We do not allow our third party providers to use your personal data for their own purposes.
Sharing your data outside the European UnionThe law provides various further safeguards where data is transferred outside of the EU. When you are resident outside the EU in a country where there is no “adequacy decision” by the European Commission, and an alternative safeguard is not available, we may still transfer data to you which is necessary for performance of your contract with us. Otherwise, we will not transfer your data outside the European Union without first notifying you of our intentions and of the safeguards that apply to your data.
Automated decision-makingWe do not envisage that any decisions will be taken about you based solely on automated means, however we will notify you in writing if this position changes.
How long we keep your dataWe retain your personal information for as long as necessary to fulfil the purposes we collected it for, including for the purpose of satisfying any legal, accounting or reporting requirements. In the specific cases of the Visiting Fellowship and Fellowship by Examination competitions, we retain personal information for no longer than 18 months after each annual competition has closed. Details of expected retention periods for the different categories of your personal information that we hold are set out in our Record of Processing Activity here. Retention periods may increase as a result of legislative changes, e.g. an increase in limitation periods for legal claims would mean that Magdalen College is required to retain certain categories of personal data for longer. Any such changes will be reflected in updated versions of our Record of Processing Activity. Please note that we may keep anonymised statistical data indefinitely, but you cannot be identified from such data.
Your legal rights over your dataSubject to certain conditions and exceptions set out in UK data protection law, you have:
If you wish to exercise any of your rights in relation to your data as processed by Magdalen College please contact our Data Protection Officer. Some of your 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. Further guidance on your rights is available from the Information Commissioner's Office (https://ico.org.uk/). You have the right to complain to the UK's supervisory office for data protection, the Information Commissioner's Office at https://ico.org.uk/concerns/, if you believe that your data has been processed unlawfully.
Future changes to this privacy noticeWe may need to update this notice from time to time, for example if the law or regulatory requirements change, if technology changes or to make Magdalen College or the University's operations and procedures more efficient. If the change is material, we will give notice of the change so that you can exercise your rights, if appropriate, before the change comes into effect.
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