skip to content

Human Resources


Storage and use of your applicant data

This page describes how your data is used and stored if you apply for a vacancy at the University using an online application form from our Web Recruitment System.

Your account and information stored prior to submission of your application

In order to write and/or submit an application in the University of Cambridge Web Recruitment System, you will need to create an account with us. An account will be created for you when you provide us with a valid email address, a password of your choice and confirm that you have read, understood and accept the content of this document.

You may enter information into an application for a vacancy, save it and return to at any point before the closing date. The data in your application will be held securely and it will not be possible for it to be viewed by the recruiter for your vacancy. Only a limited number of system administrators will be able to access your application and they will treat your data with the strictest confidence.

If you start an application and have not submitted it by the closing date, your application will be deleted automatically from your account 12 months after the vacancy closing date. Accounts which are inactive for 12 months (that is, no applications are submitted by you in a 12 month period) will be deleted.

How your application will be used and stored once you have submitted it

General information

The information you submit to the University of Cambridge in our Web Recruitment System will be used to process your application, with the exception of your responses in the equal opportunities section. Data from your application will not be passed to third parties or used for other purposes, except where expressly stated or required by law.

If you are a current employee then we may use the data you provide in any application you submit to update the employment records we already hold on you. This includes any equal opportunities data that you choose to supply as part of your application. You can view the personal details we already hold about you using employee self service. For further information, please refer to how we handle employees’ data.

If you are successful, we will keep your application form. If you are unsuccessful, we will destroy it twelve months after this vacancy closes (except if the person appointed to the post is sponsored under the UK's points-based immigration system, when we are required to retain the applications of all candidates shortlisted for final interview for one year or until a Home Office compliance officer has examined and approved them, whichever is the longer period).

If you have submitted one or more online applications via our Web Recruitment System within the last 12 months, you will be given the option to re-use certain details in your new application, where available. These details will include personal information such as your name(s), address, equal opportunities; and, where applicable, educational details and career history. The system will use the most up-to-date information available for each relevant section, which may mean that data is taken from more than one previous application (because different formats of our application form include some different sections). Please review the data populated by the system to check that it remains accurate for your new application.

Security procedures are in place for protecting your data in accordance with the principles of the Data Protection Act 1998. Your details may be stored electronically in a password-protected system with restricted access and/or as paper copies in secure storage.

Equal opportunities data

The University is an equal opportunities employer and is committed to treating all job applications on their merits. We will use the information collected from the equal opportunities section of the application for statistical and monitoring purposes so that we can make sure that our equal opportunities policy is working.

This part of the form will be filtered from your application and stored in a separate part of our system. It will not be visible when you or others view your application and it will not be used as part of the selection process. This sensitive information from applicants will be used by the University to generate anonymised and aggregated equality statistics.

Our web recruitment system is password protected and only a limited number of key individuals in Human Resources and Management Information Services can view equal opportunities information for individual applicants, and they will treat it with the strictest confidence.

If we employ you, we will have to know your gender and date of birth in order to make sure you pay the right amount of tax and National Insurance contributions. Where the post you have applied for has a retirement age, we will also use your date of birth to work out your expected date of retirement.

If you choose not to provide information on your gender and date of birth now, we will ask you for it again upon appointment. This, and any other equal opportunities information that you provided in your application, will be recorded on our HR computer system. Only a limited number of trained staff in your prospective department and the Payroll section will be able to access it, in addition to the individuals who also have access to the web recruitment system, as described above.

If you are appointed, we have to provide some of the information in the equal opportunities section of the application to the Higher Education Statistics Agency (HESA) without your name being associated with it.

We understand that some applicants may not wish to provide sensitive personal information to us at this stage, which is why we have provided the option to answer each equal opportunities question with ‘Prefer not to say’. We need applicants to tell us when they prefer not to answer a question rather than leaving it blank so that we know that lack of an answer was a deliberate choice rather than an oversight. This gives us complete sets of data, both for our own equal opportunities monitoring and providing to HESA.