Job Applicant Privacy Notice

As part of any recruitment process the EIS collects and processes personal data relating to all job applicants.  The EIS is committed to being transparent about how it collects and uses that data and to meeting its data protection obligations.

What personal data do we collect?

The EIS collects a range of information about applicants during the recruitment process. This may include:

  • your name, address and contact details, including email address and telephone number;
  • details of your qualifications, skills, experience and employment history;
  • information about your current level of remuneration, including benefit entitlements;
  • whether you have a disability for which the EIS may need to make reasonable adjustments; and
  • information about your eligibility to work in the UK.

The EIS may collect this information in a variety of ways. For example, data might be contained in application forms, CVs or resumes, on-line recruitment tools, obtained from your passport or other identity documents, or collected through interviews or other forms of assessment.

We may also collect personal data about you from third parties, such as employment references.  We will seek information from third parties only once a formal job offer to you has been made and we will inform you that we are doing so.

Data will be stored in a range of different places, including on your electronic application record, in Human Resource (“HR”) management systems and on other Information Technology (“IT”) systems (including email).

Why does The EIS process personal data?

We need to process data to take steps as part of the recruitment process, prior to entering into a contract with you. We may also need to process your data to enter into an employment contract with you if you are successful in your application for employment.

In some cases, we need to process data to ensure that we are complying with our legal obligations.  For example, it is mandatory to check a successful applicant's eligibility to work in the UK before employment starts.

The EIS has a legitimate interest in processing personal data during the recruitment process and for keeping records of the process.  Processing data from job applicants enables us to manage the recruitment process, assess and confirm a candidate's suitability for employment and decide to whom to offer a job.  We may also need to process data from job applicants to respond to and defend legal claims.

The EIS may also process specific categories of data, such as information about ethnic origin, sexual orientation or religion or belief in order to monitor diversity in recruitment.  This is purely for monitoring purposes and no information related to an applicants protected characteristics is shared with anyone involved in the recruitment process.

During the recruitment process, we may also capture some sensitive personal data about you (e.g. disability information). We do this in order to make reasonable adjustments to enable our candidates to apply for jobs with us, to be able to take online/telephone assessments, to attend interviews, to prepare for starting at the EIS (if successful) and to ensure that we comply with regulatory obligations placed on us with regard to recruitment.

Who has access to personal data?

Your information may be shared internally for the purposes of the recruitment campaign. This includes members of the HR team and those supporting with the recruitment admin, interviewers/assessors involved in the recruitment process and managers in the area with a vacancy.

We will not share your data with third parties, unless your application for employment is successful and we make you an offer of employment. We will then share your data with former employers to obtain references for you and other third parties as part of the pre-employment screening process. This may include: academic institutions and the disclosure and barring service. We may also share your information with third party suppliers who carry out pre-employment screening on our behalf. We will always ask for your express consent before processing this type of data as part of pre-employment screening.

How does The EIS protect personal data?

We take the security of your data seriously. We have internal policies and controls in place to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by our employees or authorised third parties in the proper performance of their duties.

For how long does EIS keep personal data?

If your application for employment is unsuccessful EIS will hold your data on file for 12 months from the date you registered your account with our online recruitment system. At the end of that period, or if you delete your account, your data will be deleted and/or destroyed.

If your application for employment is successful, personal data gathered during the recruitment process will be transferred to your personal HR file (electronic and paper based) and retained during the period of your employment and in some circumstances afterwards. The periods for which your data will be held should you become an employee will be provided to you in the privacy notice for employees.

Your rights

You have the following rights regarding your information:


What does this mean?

1. Right to be informed

You have the right to be provided with clear, transparent and easily understandable information about how we use your personal data and your rights. This is why we’re providing you with the information in this Privacy Notice.

2. Right of access

You have the right to obtain access to your personal data (if we’re processing it) and certain other information (similar to that provided in this Privacy Notice). This is so you’re aware and can check that we’re using your personal data in accordance with data protection law.

3. Right to rectification

You are entitled to have your personal data corrected if it’s inaccurate or incomplete.

4. Right to erasure

This is also known as ‘the right to be forgotten’ and, in simple terms, enables you to request the deletion or removal of your personal data where there’s no compelling reason for us to keep it. This is not an absolute right to erasure; there are exceptions.

5. Right to restrict processing

You have rights to ‘block’ or suppress further use of your personal data in certain circumstances. When processing is restricted, we can still store your personal data, but may not use it further.

6. Right to data portability

You have the right to obtain and reuse your personal data in a structured, commonly used and machine readable format in certain circumstances. In addition, where certain conditions apply, you have the right to have such information transferred directly to a third party.

7. Right to object to processing

You have the right to object to certain types of processing, in certain circumstances. In particular, the right to object to the processing of your personal data based on our legitimate interests or on public interest grounds; the right to object to processing for direct marketing purposes (including profiling); the right to object to the use of your personal data for scientific or historical research purposes or statistical purposes in certain circumstances.

8. Right to withdraw consent

If you have given your consent to anything we do with your personal data, you have the right to withdraw your consent at any time (although if you do so, it does not mean that anything we have done with your personal data with your consent up to that point is unlawful).



Contacting us

If you would like to contact us in relation to your rights or if you are unhappy with how we’ve handled your information, you may contact us in the following way:

Data Protection Officer
English Institute of Sport
Manchester Institute of Health and Performance
299 Alan Turing Way
M11 3BS

If you’re not satisfied with our response to any complaint or believe our processing of your information does not comply with data protection law, you can make a complaint to the Information Commissioner’s Office (ICO) using the following details:

Information Commissioner’s Office, Wycliffe House, Water Lane, 
Wilmslow, Cheshire SK9 5AF 
Telephone number: 0303 123 1113

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