GDPR Notice for Job Applicants

The European Union’s General Data Protection Regulation (“GDPR”) and other countries’ privacy laws provide certain rights for data subjects concerning the use of personal information.

This page provides a summary concerning the use of personal information you provide to the University of Massachusetts (“University”) while you are in the European Union (“EU”) in connection with your application for employment by the University.

What is ‘personal information’?

‘Personal information’ means any information which relates to or identifies you as an individual.

Who will process my personal information?

The information provided here applies to the use, sharing and disclosure of your personal information by the University of Massachusetts.

What personal information will be processed?

The University will use information provided on your employment application together with any supporting documents requested and additional information that may be provided by your references or following an interview process. If you are required to undergo certain additional background checks or procedures as part of the job application and offer process (e.g. criminal convictions checks or visa application procedures), we will use this information as described in the University's Employee Background Reviews with Guidelines.

What is the purpose and legal basis of the processing?

The University will process the personal information provided on your employment application and the other information referred to above for the purposes of identifying you, processing your employment application, verifying the information provided and assessing your suitability for the role (including any relevant right to work checks), deciding whether to offer you a job, and communicating that outcome (together with any feedback).

We may also use or disclose the information provided for the following legal or public interest purposes:

  • To prevent or detect fraud.
  • For equal opportunity monitoring.
  • To help us to make reasonable accommodations for any disability, as requested by you.
  • To provide certain disclosures required by applicable law.
  • For research and statistical purposes, but no information which could identify you will be published.

If you are a current employee, we may use the information you provide in any application you submit to update your existing employment records.

We consider the processing of your personal information for the above purposes to be either necessary for us to take steps in order to create a contractual relationship with you (e.g. to assess your application for employment with us), or necessary for compliance with a legal obligation (e.g. equal opportunity monitoring), or necessary for the performance of tasks we carry out in the public interest (e.g. reporting or research). We require you to provide us with the information we ask for during the employment application process in order to assess your application properly, except where providing the information is marked as optional. Employment decisions are not automated.

Who will my personal information be shared with?

As well as circulating your employment application and related materials to the appropriate staff at the University, we may share your personal information for the above purposes as relevant and necessary with:

  • Any references provided by you.
  • Agencies of the United States Government (e.g. Citizenship and Immigration Services, U. S. Department of Education)
  • Companies or organizations providing specific services to, or on behalf of, the University.

How is my personal information used if I become employed by the University?

If you are hired by the University, we will use your personal information for the purposes described at GDPR Notice for University Employees as amended from time to time.

How can I access my personal information?

You have the right to access the personal information that is held about you by the University. You also have the right to ask us to correct any inaccurate personal information we hold about you, to delete personal information (subject to certain exceptions), or otherwise limit our processing, or to object to processing or to receive an electronic copy of the personal information you provided to us.

If you have any questions about how your personal information is used, or wish to exercise any of your rights, please consult the University’s GDPR website.

How long is my information kept?

We store your personal information for as long as necessary to complete the employment application process. If you are hired by the University, your information will be kept as part of your personnel record for the duration of your employment (and it may be used as part of our assessment of any future application you make for further employment at the University). After your employment ends, certain records pertaining to your employment are retained indefinitely so that the details of your employment can be confirmed and for statistical or historical research. Information about how long different types of information are retained by the University is found in the Massachusetts Statewide Records Schedule Quick Guide.

How do I complain?

If you are not happy with the way your information is being handled, or with a response received from us, please review the European Commission’s redress options.

Are changes made to this webpage?

This webpage was last updated in May 2018. It is reviewed when necessary and at least annually. Any changes will be published here and you will be notified via this webpage and/or by email.