Data Protection Statement: Research Fellowship Competition

How we use your personal information

This statement explains how Gonville & Caius College (“we” and “our”) handles and uses information we collect about applicants (“you” and “your”) for jobs and Fellowships. In broad terms, we use your data to manage your application to the Research Fellowship Competition and our subsequent selection processes.

The controller for your personal information is Gonville & Caius College, Trinity Street, Cambridge, CB2 1TA. The Data Protection Officer for the College is the Office of Intercollegiate Services Ltd (OIS Ltd), 12B King's Parade, Cambridge; 01223 768745; college.dpo@ois.cam.ac.uk. OIS Ltd should be contacted if you have any concerns about how the College is managing your personal information, or if you require advice on how to exercise your rights as outlined in this statement. The person within the College otherwise responsible for data protection at the time of issue, and the person who is responsible for monitoring compliance with relevant legislation in relation to the protection of personal information, is the Senior Bursar.

The legal basis for processing your personal data is that it is necessary for the performance of a contract – the processing is necessary for the purpose of managing and administrating the competition. We also have a legitimate interest to administer the competition, to ensure that the competition is run fairly and to contact the applicants.

How your data are used by the College

Your data is used by us for in the first instance solely for the purposes of the processing and consideration of the application, including our monitoring of equality and diversity within the College.

The College holds the following personal data relating to you, in line with the purposes above:
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 application (including references we take up as part of the process and any assessment of you);
D*)   evidence of your right to work in the UK (e.g. copies of your passport);
E*)   information relating to your age, nationality, gender and sexual orientation. Information relating to your ethnicity or sexual orientation may be collected for monitoring purposes but will be stored anonymously, separately from your application;
F)   any correspondence relating to the outcome of the selection process (either successful or unsuccessful);
G*)   any other matters you have shared with us.

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.

If you have concerns or queries about any of these purposes, or how we communicate with you, please contact the Master's Secretary: masters.secretary@cai.cam.ac.uk in the first instance. If you need further guidance, please contact us using the contact information given above.

How we share your personal data

Information is shared with internal and external academic evaluators and assessors but it is not shared with other third parties without your written consent.

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

If you are unsuccessful in your application, we retain all data and information for no more than one year after the successful applicants of the Research Fellowship Competition have been announced. Nevertheless, if your application was shortlisted, we retain all data and information for no more than seven years after the successful applicants of the Research Fellowship Competition have been announced.

Your rights

You have the right: to ask us for access to, rectification or erasure of your information; to restrict processing (pending correction or deletion); to object to communications or direct marketing; and to ask for the transfer of your information 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.

You retain the right at all times to lodge a complaint about our management of your personal information with the Information Commissioner's Office at Wycliffe House, Water Lane, Wilmslow, SK9 5AF, or https://ico.org.uk/concerns.