Introduction

This privacy notice applies to information we hold about job applicants and ICR employees (both current and former).

Job applicants 

Collecting personal information

By applying to work at the ICR, you submit personal and sensitive information to the ICR via the online application forms and associated email addresses ("application data"). We also use information from third parties (such as a referee you have identified).

The ICR uses World Careers Network Plc to process online application forms on our behalf under a contract. 

Using personal information

The ICR will only use the information supplied to process your application and monitor recruitment statistics. The legal basis for processing this information is to take steps at your request prior to entering into a contract.

Your application data will be processed for the purposes of:

• communicating with you about your application
• consideration of your application data by relevant ICR staff
• monitoring recruitment statistics

Retention of personal information 

If you are successful in your job application, you become an ICR employee and we retain personal information about your application as outlined below. 

If you are not successful, we retain your personal information for 6 months from the date of your application or interview.

Disclosure of your information to third parties

Should we want to disclose information to a third party – e.g. when seeking a reference or obtaining a ‘disclosure’ from the Disclosure and Barrings Service (DBS) – we will not do so without informing you. 
 

Current and former ICR employees 

Collecting personal information

If you take up employment with the ICR, we will compile a file relating to your employment. The contained information will be kept secure and only used for purposes directly relevant to your employment. This personal information is processed as part of the contract of employment or in order to comply with legal requirements (e.g. Management of Health & Safety at Work Regulations 1999 or for occupational medicine purposes).

Using personal information

We use ICR employee personal information, which includes information about your health, banking, and work environment, for the purposes of:

• Administering and monitoring personnel record
• Paying and reviewing salary and other remuneration and benefits
• Providing and administering benefits (including, if relevant: pension, life insurance, permanent health insurance and medical insurance). 
• Undertaking performance appraisals and reviews
• Maintaining sickness and other absence records
• Taking decisions as to your fitness for work
• Ensuring your health and safety at work
• Providing right to work information
• Improving staff experience using your feedback

Retention of personal information

We retain most personal information for six years following the termination of your employment, at which time we review the information to destroy anything that is no longer required.

We retain basic information about your employment for pension purposes – some of this information is required by Health and Safety Legislation to be stored for up to 40 years.

The ICR only stores and uses information that we believe to be 1. factually correct, 2. relevant to our work and 3. not excessive.

Data processors

We use data processors to process personal information for the purposes outlined above. These processors are required to only process personal information under our instruction, protect your personal information and respect your legal rights. We only use processors with a contract in place to ensure the protection of personal information and your rights.

Disclosure of information to third parties

Future employers

The ICR will disclose information about your employment when requested as part of an application you have made to a future employer – this may include information about sickness absences. 

Government bodies

We are required to submit anonymised information about employees to the Higher Education Statistical Agency for statutory and statistical purposes. Further information about this data collection is available here.

We are required to submit information about employees to the Office of National Statistics for their surveys (e.g. the Annual Survey of Hours and Earnings). More information about this data collection is available here.

Salary surveys

We submit anonymised information about salaries to the Universities and Colleges Employers Association and XpertHR. This information is used by the industry for benchmarking purposes.

External Research Funders

To comply with terms and conditions of funding awards, the ICR is required to share personal information with external funders in relation to allegations of bullying, harassment and research misconduct as outlined in the relevant ICR Policies for these areas.

Your rights

You may request to access information held about you at any time. Find out more about making a request here.