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About this notice
This privacy notice applies to those who apply for a job vacancy at the University of East Anglia. It tells you what to expect when the University collects and uses your personal information.
The University needs to process information about job applicants to manage the recruitment process, assess your suitability for employment and, for successful applicants, enter into a contract of employment.
The following sections describe in detail the usual ways we will use your information during the recruitment process. If we need to use your information in different ways, or for a different purpose, we will let you know by means of separate notices as relevant.
The University of East Anglia is a registered data controller and will collect and use information about job applicants in accordance with current UK data protection legislation.
Where our information comes from
Most of the information we use is provided by you directly or as a result of your application for employment, including third party recruiters where applicable. We may also collect information about you from third parties including referees, TrustID and the Home Office to evidence a right to work and the Disclosure and Barring Service in the UK.
The information we hold about you
Your information will be held by the People and Culture Division (PCD) and includes the following:
Information contained within your application and CV
Appropriate documentation to establish your right to work in the UK
Adentity documents required as part of the Disclosure and Barring Service check
Information about your physical or mental health you provide, or which is disclosed through occupational health providers
Information you provide in correspondence or through interviews and meetings
Any disclosures you make in relation to criminal convictions
Equality opportunities data you provide as part of the recruitment process
Any additional information you provide at the onboarding stage which is relevant to the role (e.g. qualifications, driving licence, Security Industry Authority licence).
Why we use your information
This section sets out why we use and share your personal information. As required by UK data protection law, the following table also explains the ‘lawful basis,’ or condition, for processing your data.
Where we process information about you that is classed as sensitive, or special category data, we also need to identify a further lawful basis in order to handle this type of information. Where relevant, this is also listed in the table below.
To manage the recruitment process, progress your application and assess your suitability for the role with a view to offering you employment
The lawful basis for our use of your data:
Contract: Art (6)(1)(b)
Exercise of official authority: Art 6(1)(e)
Special Category Condition:
Employment - UK GDPR, Art 9(2)(b) & DPA Schedule 1 Part 1 para 1
To fulfil legal or regulatory requirements, eg to check your eligibility to work in the UK or for equality and diversity monitoring
The lawful basis for our use of your data:
Compliance with the law: Art 6(1)(c)
Special category lawful basis (where relevant):
Art 10, UK GDPR
Our processing of special category and criminal conviction data is covered by an Appropriate Policy Document, which can be provided on request at dataprotection@uea.ac.uk
Statistics and reporting
In addition to, and where compatible with, these purposes, the University also aggregates data to allow statistical reporting. This analysis enables us to monitor, evaluate, and enhance our service. The University does not currently use this information on an individual basis – we will ensure your data remains anonymous in any reports or associated publications and it will not be possible to identify you individually from these.
Sharing and disclosing your information
Staff access to your personal data held by the University will be restricted to those individuals whose roles require use of such data for any of the purposes listed above.
The University may disclose certain personal data to external bodies, as categorised below. At all times, the amount of information disclosed and the manner in which it is disclosed will be in accordance with the provisions and obligations of UK data protection law.
When we share data in this way, these organisations also have an obligation to tell you how they will use your information. We advise you to look at their privacy notices. If you require any assistance with this, please contact us at dataprotection@uea.ac.uk
Data sharing details
Disclosure to | Details of data shared |
|---|---|
Previous employers, education providers, professional and regulatory bodies | Confirmation of your skills, experience, qualifications and accreditations or in respect of any fitness to practise concerns or procedures |
Home Office, UK Visas and Immigration | Personal details, visa and passport information, to establish right to work in the UK and to comply with statutory monitoring and reporting requirements |
Disclosure and Barring Service (DBS) | See DBS website. Data will include personal details, identity verification details, for example your passport number or driving licence number, Criminal record declaration |
UK agencies with duties relating to the prevention and detections of crime, apprehension and prosecution of offender, or safeguarding national security | As necessary, where required by law, and with appropriate consideration of your rights and freedoms |
Workplace Health and Wellbeing | Personal and demographic details for the purpose of Occupational Health Services |
Data processors
We may use third party organisations, known as data processors, to provide certain services on our behalf. To deliver these services, these organisations may have access to job applicant data. When transferring data to third-party processors, we make sure that data processing agreements are in place.
How long we keep your information
We will keep your personal data only as long as is necessary for the purpose(s) for which it was collected. The retention periods for each purpose are set out in the University’s Records Retention Schedules. For job applicants, the most relevant Records Retention Schedules will be those for the People & Culture Division (previously HRD). Data will be securely destroyed when no longer required.
Further details and contact information
For general information on your data protection rights, who to contact if you have a complaint or a concern about the accuracy, retention or processing of your personal information, and for other information about data protection at UEA that you might find helpful, see our further information web page.
Changes to this notice
We regularly review the University’s privacy notices. This privacy notice was updated in June 2025.