Summary
The BioFAIR Hub at the Earlham Institute (‘EI’ ‘We’ or ‘Us’) supports the Research and Technical Advisory Group (‘RTAG’) recruitment as part of EI’s digital research infrastructure project BioFAIR. This privacy notice explains how as data controller We collect, store and use any personal information We obtain during the recruitment process, in accordance with the UK GDPR (United Kingdom General Data Protection Regulation).
What information do We hold about you?
When you apply for a RTAG role with EI, We collect a range of sensitive and non-sensitive data about you.
Non-Sensitive Data
We collect personal information such as your name, e-mail address etc, together with details of your skills, qualifications and experience relevant to the role you are applying for.
Sensitive Data
We collect information about your age, gender (including previous gender identity if applicable), disability, ethnic origin, religion, belief or lack of religion/belief and sexual orientation as part of our equality monitoring procedures.
How We Use Your Information
Non-sensitive data collected from your application form is used to assess your suitability for the role and, as appropriate, make arrangements for appointment.
Sensitive data collected as part of our equality monitoring procedures is used to provide anonymised data and reports to ensure We maintain and promote equality of opportunity across our recruitment practices. As appropriate, it may also be used to ensure reasonable adjustments are made to recruitment processes in relation to any disability, in accordance with the Equality Act 2010.
Our lawful basis for processing your information
We process your information under the following legal basis:
Legitimate Interest: for academic and business purposes to recruit the RTAG.
Consent: Where you consent, We process special category data, such as health related data and ethnicity in order to make reasonable adjustments and for collecting diversity data as part of equal opportunities monitoring.
How do We Store and Share Your Information?
Your information is mainly stored in secure electronic systems. Electronic copies of your application form will be provided to the RTAG appointment panel which will consist of EI staff and the RTAG Chair.
Equality monitoring data is stored electronically and not shared outside of the BioFAIR Hub team managing the application process, other than in the form of anonymised data for equality monitoring purposes.
Finally, We may share details regarding your application and recruitment decisions when requested by auditors, as part of our Audit Committee audits.
Security of Your Information
We are committed to keeping your personal information safe and secure. As indicated above, your personal information is created, stored and transmitted securely in electronic formats. Access to your personal information is limited to appointment panel members and staff who have a legitimate interest in it for the purposes of carrying out their contractual duties.
Accessing, Correcting or Deleting Your Information
We want to make sure that your personal information is accurate and up to date. You have the right to request a copy of the information We hold about you, to request a correction and to request that your personal data is deleted. In some cases, We may not be able to agree to your request. In this situation We will provide you with the reason and you have the right to complain to the Information Commissioner if you are unhappy with our decision. You have a range of other rights under the UK GDPR. If you would like more information, please see the Information Commissioner’s Office website: https://ico.org.uk/(see “Your data matters”).
Disposal of Your Data
We retain all information We collect during the recruitment process for a period of six months after the post has been filled. This is to ensure that We can provide feedback to unsuccessful candidates and deal with any queries about the recruitment process. After this period, for all unsuccessful candidates, all information is deleted or anonymised for equality monitoring purposes. For successful candidates, personal information collected during the recruitment process will form part of the RTAG member’s file and used for the purposes of running the RTAG, which is covered by a separate Privacy Notice for EI’s BioFAIR activities available on the BioFAIR website: https://biofair.uk/.
Who can I contact and compliance with the data protection legislation?
If you have any questions about how your personal information is used, or wish to exercise any of your rights, you can contact the data protection advisor at EI [email protected], or the Information Commissioner (please see details above).
This notice will be reviewed on a regular basis and may be amended and updated at any time. We may also notify you in other ways from time to time about the processing of your personal information.
Last reviewed: December 2024