Privacy Notice

Solent Graduate Jobs Privacy Notice – Candidates 

1. Purpose of this Privacy Notice  

This privacy notice covers personal data for students and graduates who use the University’s Solent Graduate Jobs (SGJ) online job board.  It explains how Solent University collects, uses and shares your personal data and informs you of your rights with regard to the personal data we hold.    

The University, as a registered Data Controller, has an obligation to comply with the Principles of the Data Protection Act 1998 and, from 25 May 2018, the General Data Protection Regulation.  

This University’s registration numbers with the Information Commissioner’s office are:   

Solent University Z5969541 

Solent University LimitedZ6147551 

 

2. Who we are  

Solent Graduate Jobs (SGJ) is part of Solent University, and is an online job board for Solent students and graduates to help them to look for suitable career development or employment opportunities. Solent Graduate Jobs is managed by Solent Futures, the University’s employability & enterprise service. 

  

3. Why do we collect personal data? 

3.1 Information collected by the website when you register to create an account 

When you create an account with SGJ we collect basic personal data in order to keep in touch with you and to provide services that you have requested.  We collect your name, address, phone number, email address, website address and course details.  We do not, for this purpose collect any special categories of data relating, for example, to disability or ethnic background.   

Solent Graduate Jobs is a SAAS (Software as a Service) meaning that the platform software and the server is hosted by an external organisation, in this case by Madgex 

  

4. How we collect your data, what data do we collect and how long we keep it for 

4.1 Information automatically collected as you browse our website  

The SGJ website automatically collects anonymous information which is used to improve the content of our web pages. We never sell, rent or share any of the information we collect by this method (except anonymous aggregate information) with any third party. This information is collected via server logs, which records IP addresses, demographic data, browsing patterns and is used to aid our strategic development, inform our marketing activity and audit usage of our website.   

The SGJ website links from the main Solent University website. For information on cookies and Solent University use them, please visit our cookies page

The SGJ website uses Google Analytics, a web analytics service provided by Google, Inc. ('Google'). Google Analytics uses 'cookies', which are text files placed on your computer, to help the website analyse how users use the site. The data generated by the cookie about your use of the website (including your IP address) will be transmitted to and stored by Google on servers in the United States.  

Google will use this data for the purpose of evaluating your use of the website, compiling reports on website activity for website operators and providing other services relating to website activity and internet usage. Google may also transfer this information to third parties where required to do so by law, or where such third parties process the information on Google's behalf.  

Google will not associate your IP address with any other data held by Google. You may refuse the use of cookies by selecting the appropriate settings on your browser, however please note that if you do this you may not be able to use the full functionality of this website. By using this website, you consent to the processing of data about you by Google in the manner and for the purposes set out above.  

Some people find the idea of a website storing information on their computer or mobile device intrusive. If preferred, it is possible to block some or all cookies, or even to delete cookies. But, as explained above, cookies can help you to get the most out of our website. Blocking or removing cookies may have a negative effect on the user experience of the website. If you do wish to disable cookies please follow these instructions

  

4.2 The following types of Data Subject Personal Data are collected and stored for processing by Madgex Platform sites:  

4.3 When you apply for a job on the site 

Your application information will be stored on the site for 180 days. After this, the application is permanently removed from the site. How the employer stores the applications information would need to be checked with each individual employer by the candidate. 

 

4.4 When you subscribe to receive email job alerts 

If you sign up to receive email alerts you are known as a ‘soft registered user’. We collect the following data from you for this service: 

•Username/email 

•First Name 

•Last Name 

•Marketing preferences 

 

5. Data retention – how long do we keep your data for? 

5.1 From setting up a job alert 

The following data is collected: 

Username/email 

First Name 

Last Name 

Marketing preferences 

This data is stored on our system until (if) you go on to create an account and you then edit your privacy settings or if you unsubscribe from email alerts. There is no data cleaning settings for soft registered users. 

 

5.2 Applications to jobs via your account 

Applications made via SGJ to your job are deleted after 180 days. You will need to save relevant documentation to your own system should you wish to retain these.  

When an application is deleted, the entire application is removed from the job and the user account.  The user's submitted cover letter and CV used for this application will no longer be accessible in any form. 

 

5.3 Solent Futures funded student placements or graduate internships 

The exception will be if you are on a placement or internship scheme on a part-funded or funded placement or internship where we (Solent University) need to retain the data for seven years from the end of the employment.  

 

6. Server  

SGJ has appropriate security measures in place to protect against the loss, misuse or alteration of information we have collected from you. These security measures include the necessary protection to prevent, as far as possible, access to our databases by parties other than the SGJ administration team.   

The website is hosted on a secure server owned by Madgex. Madgex servers are hosted by Amazon Web Services (AWS) in Southern Ireland and are ISO 27001 certified along with SOC 1 and SOC 2 compliant:   

A SOC 1 Report (Service Organisation Controls Report) is a report on Controls at a Service Organisation which are relevant to user entities' internal control over financial reporting. 
 
The SOC 2 report focuses on a business's non-financial reporting controls as they relate to security, availability, processing integrity, confidentiality, and privacy of a system, as opposed to SOC1/SSAE 16 which is focused on the financial reporting controls. 

Madgex’s private cloud solution has the following high level infrastructure security features and their applications are regularly tested by an external party for application vulnerabilities:   

•DDoS (Dynamic Denial-of-Service) Protection   

•Physical Firewalls (highly available)   

•Web Application Firewalls (WAF) (highly available)   

•Intrusion Detection System (IDS) (highly available)   

•Physically Tiered Network (Data layer in private segment and accessed over secure ports)   

•Antivirus Protection (SAVDI) running on all servers   

 

7. How to unsubscribe from job alert emails 

If you would like to stop receiving the email alert, simply unsubscribe using the link at the bottom of the job alert email. 

 

8. How to delete your account 

You are able to delete your account at any time by logging in to the site and going to the ‘Your Account’ page. You will see at the bottom of this page a ‘delete your account’ link. 

Here you can update your marketing consent, CV settings (you can make your CV visible or not to recruiters on the site). Please note, Solent Graduate Jobs does not currently have the CV function visible to recruiters. You can also unsubscribe from all correspondence including Job Alerts as well as delete your account in this dashboard. 

 

9. Inactive accounts 

If you have applied for an opportunity via the SGJ site but not logged in to your account for 365 days you are sent a reminder to log in. A second warning is sent 21 days later and 3 days after this if you have not logged in your profile is deleted, meaning the linked candidate information in your account is deleted, including any applications made. 

When a user's profile data is deleted, this only relates to: 

The data submitted by the user when answering profile questions 

The user's profile CV 

The user's account is still accessible, and any job alerts you have set up will also still be active. 

 

10. Marketing Communication 

When you create an account on the site you are given the chance to ‘opt in’ to receive emails from Solent University. If you’re a graduate of the University, we may contact you via email about exclusive alumni events, the latest University news, unique alumni benefits and ways to support our current students?    

Please make sure you read the Alumni privacy policy  as this outlines how we will hold and use your data for academic, educational, alumni relations and fundraising purposes.  

To be removed from our mailing list, please visit the 'your account' page on Solent Graduate Jobs and click on the link to update your marketing preferences. You can also remove yourself automatically from the email when you receive it using the unsubscribe link at the bottom of the email. 

 

11. Solent University Internships or Placements  

Where an employer works with the University to hire a Solent student or graduate for a placement or internship which is either funded, or part-funded by Solent University we keep both recruitment related information to do with the employer (company and line manager's contact details as well as the details about the role, salary) and the candidate (contact information as well as protected characteristics of the candidate) via secure systems and open to access only by authorised staff.    

We process the data on the basis that it is necessary for the performance of a contract you have with us or because you asked us to take action before entering a contract or a service.  

 

12. Your rights in relation to the personal data we hold  

12.1 Under the General Data Protection Regulation you have the following rights.   

Further data about these rights can be found on the Information Commissioner’s Office website

The right to be informed at an appropriate time about the collection and use of the personal data we hold about you.  

The right of access to, your personal data and other supplementary data,  

The right to require correction of the personal data we hold about you if it is incorrect.  

The right, in certain circumstances, to require erasure of your personal data.  

The right, in certain circumstances, to restrict processing or your personal data.   

The right, in certain circumstances, to receive from the University the personal data you have provided to us in a reasonable format, specified by you.  You may also request that we pass that personal data to another data controller.  

The right to object to certain processing of your personal data by us.  

Rights in relation to automated decision making and profiling.  

These rights are not absolute and we may be entitled to refuse requests when there are valid exceptions; we shall explain the reasons to you in such cases.  

You can find out more about your rights under Data Protection Law from the Information Commissioner’s Office website 

 

12.2 Right of erasure  

You have the right to request the removal of your personal data from the site by contacting: 

Solent Futures   

Meredith Smith, Business, Community & Graduate Manager   

Email: meredith.smith@solent.ac.uk  

Phone: 023 8201 3734  

You can also use this contact to request that any inaccurate data on the SGJ site is updated and corrected. 

The exception may be if you are working with Solent on a part-funded or funded placement or internship where we need to retain the data for seven years from the end of the employment.  

Please note we may need to request specific information from you to help us confirm your identity and ensure your right to access the information (or to exercise any of your other rights) This is another appropriate security measure to ensure that personal information is not disclosed to any person who has no right to receive it.  

 

12.3 Contacts  

You are welcome to contact us if you have any concerns about how we process your personal data.    

Departmental contact:  

Solent Futures   

Meredith Smith, Business, Community & Graduate Manager   

Email: meredith.smith@solent.ac.uk  

Phone: 023 8201 3734  

  

Solent University Information Rights Team Contacts:  

The University’s Data Protection Officer is Dr D Dowland.  Please use the following contact details for any concerns you wish to raise about the personal data we collect and process.  

   

Email:         information.rights@solent.ac.uk   

  

Tel:            023 8201 3229  

023 8201 3978  

023 8201 3085  

   

By Post: Information Rights Office  

Academic Services  

Solent University  

East Park Terrace  

Southampton  

SO14 0YN.    

  

Subject Access Requests:  

  

To request access to the personal information that we hold about you please email information.rights@solent.ac.uk.   

  

Madgex Data Protection Officers  

As of May-03-2018  

Data Protection Officer services are provided to Madgex by Advent-IM Ltd.  

Contact Details:  

Advent IM Ltd  

5, Coombs Wood Court  

Steel Park Road  

Halesowen  

West Midlands  

B62 8BF  

Tel: 0121 559 6699  

Web: www.advent-im.co.uk Email: bestpractice@advent-im.co.uk  

  

Information Commissioner's Office    

You have the right to complain about the processing of your data to the UK regulator, the Information Commissioner's Office.  The contact details are as follows:  

Information Commissioner's Office  

Wycliffe House,  

Water Lane  

Wilmslow  

Cheshire  

SK9 5AF  

  

Tel: 0303 123 1113  

  

Website: www.ico.org.uk  

 

13. Changes to the Privacy Notice  

 We regularly review this policy and will update it if there are changes in how we manage or use your data. This page will always contain the latest version of this policy.     

This Privacy Notice was last updated 24/05/18