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Privacy Notice: Job applicants

This statement explains how Gonville & Caius College (“we” and “our”) handles and uses information we collect about applicants (“you” and “your”) to manage applications for jobs, as well as our subsequent recruitment processes.

As defined by the General Data Protection Regulation (GDPR) New Client Type is the Data Controller and ultimately responsible for ensuring the data you provide is kept secure, processed correctly and that you understand your legal rights in relation to the data you provide.

The recruitment software we use via this website is supplied by IRIS Software Group Limited and they are defined as a Data Processor under the GDPR. They will only process your data in accordance with our instructions.

IRIS can be contacted at: 4th Floor Heathrow Approach, 470 London Road, Slough, England, SL3 8QY

For Data Protection enquiries, please contact the Help Desk at supportinbox@iris.co.uk

The controller for your personal data is the Gonville & Caius College, Trinity Street, Cambridge, CB2 1TA. The designated Data Protection Officer appointed by the College under UK GDPR is Intercollegiate Services Limited (ISL, dpo@isl.colleges.cam.ac.uk). 

The person within the College responsible for data protection is the College Data Protection Lead (Senior Bursar, senior.bursar@cai.cam.ac.uk). If you want to exercise any of your data protection rights, including requesting copies of personal data the College holds about you, or making a complaint about how the College has managed your personal data please contact us at data.protection@cai.cam.ac.uk. 

The legal basis for processing your personal data is that it is necessary in order for you to potentially enter into an employment contract with us.   

Where we process any special category of personal data about you, such as health or accessibility information, we will do this under one or more of the following conditions:

• Reasons of substantial public interest, including:
  • providing equality of opportunity or treatment
  • identifying suitable individuals to hold senior positions in the College, as well as promoting or maintaining racial and ethnic diversity at senior levels
  • meeting regulatory requirements
  • preventing fraud

How your data is used by the College
 
Your data is used by us for the purposes of considering your suitability for employment and administering the College’s recruitment processes, including monitoring equality and diversity. To achieve these purposes, the College processes the following personal data relating to you:

A*       personal details, including name, contact details (phone, email, postal);
B*       your application form and associated information submitted by you at that time;
C        other data relating to your recruitment (including references we take up as
part of the recruitment process, any pre-employment assessment of you, and any assessment of you at an informal or formal interview e.g. competency-based assessment including, in-tray assessment, written test, video, or presentation);
D        any occupational health assessments and/or medical information you have provided, and related work requirements;
E*       evidence of your right to work in the UK (e.g. copies of your passport);
F*       information relating to your age, nationality, gender. Information relating to your religion or beliefs, disabilities, sexual orientation and ethnicity may be collected for monitoring purposes but will be stored anonymously, separately from your application;
G        any correspondence relating to the outcome of the recruitment process (either successful or unsuccessful).

Those marked with an * relate to information provided by you. Other data and information is generated by us or, where self-evident, provided by a third party.

We will not access personal data about you from social media sites, unless there is a legitimate interest for us to do so (for example, the role you have applied for has a significant public-facing element to it, or is involved with publicity and presenting us to the general public). Consequently, we do not routinely screen applicants’ social media profiles but, if aspects of your social media profile are brought to our attention and give rise to concerns about your suitability for the role in question, we may need to consider them.  

For certain posts, we may use the Disclosure and Barring Services (DBS) and Disclosure Scotland to help assess your suitability for certain positions of trust.  If this is the case, we will make this clear to you in separate correspondence. Certificate and status check information is only used for this specific purpose, and we comply fully with the DBS code of Practice regarding the correct use, handling, storage, retention and destruction of certificates and certificate information.  We recognise that it is a criminal offence to pass this information on to anyone who is not entitled to receive it.

We operate CCTV on our sites which will capture footage. The legal basis for processing your personal information via a CCTV system is that it is in our legitimate interests to protect College property, ensure a safe environment, deter and detect crime and provide evidence for alleged breaches of College status, regulations and staff handbook. Our CCTV policy can be viewed here.

Who we share your data with
 
We may share relevant personal data with our sub-contracting agent for HR services. Information is not shared with other third parties without your written consent. Generally, personal data is not shared outside of the UK and the European Economic Area.

If you are successful in your application, the data is subsequently held as part of your employment record with us. 

If you are unsuccessful in your application, we retain all data and information for no more than 6 months after the closing date of the application process.

We may retain a limited amount of anonymised data for statistical and reporting purposes, such as the number of applications received, the number of applicants who progressed to interview, and the number who were offered a position.

Your rights

You have the right: to ask us for access to, rectification or erasure of your data; to restrict processing (pending correction or deletion); and to ask for the transfer of your data electronically to a third party (data portability). Some of these 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.

Failure to provide the information reasonably requested of you may result in an automatic disqualification from the recruitment process.

You retain the right at all times to lodge a complaint about our management of your personal data with the Information Commissioner’s Office.

Last updated: Head of HR and Records Manager

October 2026