Who is responsible for your data?

Keele University is the ‘Data Controller’ of the personal data we hold about you.

You can contact our Data Protection Officer at dpo@keele.ac.uk or by post to Data Protection Officer, Governance Department, Keele University, Keele, Staffordshire ST5 5BG.

Careers and Employability is the ‘Data Processor’ of your personal data.

Why do we store your data?

Careers and Employability maintains a service to connect employers with Keele students. This includes a database that organisations can use to advertise opportunities to Keele students and a programme of events every academic year for employers to promote their companies and roles.

When an employer engages with Careers and Employability, either directly through the jobs database or by e-mail, a main employer profile is created. This is necessary to advertise roles on behalf of that company and to provide a reference point to students if they’re interested in any events.

If directly added by the employer, this should be submitted with a generic company e-mail address and telephone number and not include any personal information. Where possible, Careers and Employability uses generic information when adding the employer profile on behalf of a company.

Alongside the employer profile, it is necessary, as a key part of our core tasks as a publicly supported university, to record details of the contact from that company, so that the contact can be linked to job adverts or events, to maintain an ongoing relationship and to keep track of who has engaged with us in case we need to refer to this information when supporting students.

For certain engagements between Careers and Employability and an employer contact, it may be necessary to transfer information to documents hosted on secure servers or staff Google Drive accounts to enable more efficient data processing. E-mail contact between members of Careers and Employability staff and employer contacts will also be stored in staff e-mail accounts, hosted on secure University servers.

How is the information stored?

Your contact information is stored within our secure CRM system, CareerHub, which is hosted in the cloud by Abintegro using their secure London based servers. We may also store some records in documents saved to staff OneDrive accounts, managed by Keele University, or documents stored on secure University servers.

Who can access your data?

Careers and Employability are the processor of this information. Your data may be processed by members of Keele University staff and only for the purposes outlined in this privacy notice. Your information may be passed to funding bodies if you work with us on one of our funded projects.

Students will have access to your contact information if you choose to display it when posting jobs on CareerHub. This is controlled by the “Display Contact” field. You can leave this blank if you prefer to not display your information. If you send a job to us to post on your behalf, we will leave this field blank by default.

You can access and update your personal information by logging in to your profile at https://careerhub.keele.ac.uk/employers. If you have trouble logging in, please e-mail careers@keele.ac.uk for support.

How will we use your information?

We will only use your contact information for the following purposes:

• to contact you regarding vacancies that you post to our database;
• to inform you about opportunities to connect with our students, for example at events;
• to inform you about ways that you can work with Keele University to benefit your organisation.

What information do we store?

As an employer contact, we will store your name, e-mail address and telephone number.

If you have signed up directly, you can also choose to add your address and job title.

If we ask you to complete a form, for example to host a stand at our Careers Fair, we may ask for further information so that we can provide an extra service to you (e.g. dietary requirements).

How long will we store your information?

We will store your data for the length of time specified in our Records Retention Schedule. Please click here to view the Records Retention Schedule.

You can request removal/anonymisation of your data from our records earlier than our retention period by contacting careers@keele.ac.uk.

You can also log in to the system to update and remove your personal information at https://careerhub.keele.ac.uk/employers. If you have trouble logging in, please e-mail careers@keele.ac.uk for support.

Please note that if you are the sole contact for your organisation and you cannot provide another contact for your organisation, removing your personal information will also result in the removal of the organisation’s record from the system. This can only be done by e-mailing careers@keele.ac.uk.

Your rights.

A full list of your rights can be found on our website (http://www.keele.ac.uk/informationgovernance) or at the ICO’s website (www.ico.org.uk).

You can request to see the personal data we hold about you by e-mailing careers@keele.ac.uk.

You have the right to lodge a complaint with the ICO if you have concerns about the way we have handled your information. You can find out more at https://ico.org.uk/concerns.

Privacy Policy updated 23^rd May 2018