Job applicant privacy notice

We collect personal information that helps us decide whether you are suitable for the job you applied for.

We collect:

• your contact information (e.g., name, home address, telephone number(s), fax numbers, email addresses, emergency contact information)
• your nationality
• your ethnic group
• your gender
• your background information (e.g., education, employment, criminal, disciplinary and credit history)
• date of birth
• your identity document, passport, or work permit number
• your driver’s licence
• information relating to any disability you may have
• medical information
• photographs and other visual images of you (e.g., CCTV footage)

We generate personal information about you in the form of records.

We generate:

• interview notes
• results of job-related assessments
• your CV in our format
• a shortlisting summary

We need your personal information throughout the recruitment and selection process.

We use your personal information:

• When we assess whether you are suitable for the job that you applied for during the recruitment process.
• When we communicate with you to process your application.

We process your personal information because it is in your or our legitimate interest to do so.

When you visit our facilities or premises, we collect certain personal information to track when you enter and exit.

We process your personal information with your consent.

• We may ask you to complete a medical questionnaire and to undergo a medical examination before we employ you. If you indicate that you are disabled, we may ask for a supporting medical certificate.
• When we verify your credit history, education history, identity number, driver’s licence, or criminal record. We use third-party service providers to verify your personal credentials.
• When we want to employ you in a position of trust and honesty that requires you to handle cash or finances or prevent or detect fraud, we may collect your consumer credit information.

We process your personal information because we are legally required to do so.

• When we produce reports and returns for funding agencies, government departments, and public bodies.
• When we must collect, process and share your information to comply with legislation such as the Employment Equity Act 55 of 1998, the Labour Relations Act 66 of 1995, the Basic Conditions of Employment Act 75 of 1997 (including sectoral determinations) and the Broad-based Black Economic Empowerment Act 53 of 2003.
• When the above legislation requires us to share information with the government or a court (e.g., the Department of Labour, SARS, the Department of Higher Education or the Services SETA).

We only use service providers we trust and who will keep your personal information secure, and we have contracts in place to ensure that they do – whether they are local or abroad.

We use service providers to help us:

• communicate with you;
• manage academic transcripts, events, career and other services;
• ·monitor the effectiveness of our services;
• manage our business, for instance, accountants and professional advisors;
• provide IT services;
• shortlist job applicants for certain positions;
• verify your academic qualifications;
• conduct criminal or credit background checks; and
• with BBBEE analysis, verification and rating services.

We only use suppliers and service providers we trust and who have agreed to keep your personal information secure and confidential, and to only use it for the purposes for which we shared it with them.

Some of the service providers that we use may be located in other countries. These countries may not have the same levels of protection of personal information as South Africa, in which case those service providers must undertake to protect the personal information of our applicants to the same level that we do.

We provide for appropriate safeguards by means of contracts between us and our foreign service providers.

Sometimes the law requires that we share your personal information, for example, the Higher Education Act 101 of 1997.

We retain records of your personal information after the recruitment and selection process is complete. 

We retain your personal information even if you were unsuccessful, so we can contact you if a position similar to the one you applied for, or a position we think you may be the suitable candidate for, becomes available at the University.

We have reasonable security measures in place to protect your personal information.

Our security measures are in place to protect your personal information from being:

• lost
• misused
• accessed without authorisation
• altered
• destroyed

We base our security measures on the sensitivity of the personal information that we hold.

We regularly monitor our systems for possible vulnerabilities and attacks.

No system is perfect, and we cannot guarantee that we will never experience a breach of any of our physical, technical, or managerial safeguards, but we regularly monitor our systems for vulnerabilities.

We will let you know of any breaches that may affect your personal information.

If something should happen, we have taken steps to minimise the threat to your privacy, and we will let you know if your personal information has been compromised. We will also let you know how you can help minimise the impact of the breach.

You can help keep your information secure by being aware of how you communicate.

While our servers are protected, emails can still be intercepted. It is better not to share personal information with us in an email.

Rather, give us a call or complete our online contact forms.

You may ask us about your personal information.

You have the right to know when we collect and use your personal information, and to ask us what we know about you and what we do with that information.

You may access your personal information.

You may ask to access your personal information by sending an email to [email protected]. We may take one month to respond to your request and may charge a fee in some circumstances. We will let you know if this is the case.

You have control over your personal information.

You may ask that we update incorrect personal information, or complete personal information that may be incomplete.

You may ask that we delete your personal information.

You may ask to receive your personal information in a structured, commonly used and machine-readable format.

You may ask that we reuse your personal information for your own purposes across different services.

Under certain circumstances you may object to the processing of your personal information.

You may object to automated decision-making and profiling.

You may ask that a human review any automated decisions we made about you, express your point of view about it and obtain an explanation of the decision. You may challenge any automated decision made about you.

You may ask that we restrict our use of your personal information.

You have the right to unsubscribe.

You have the right to unsubscribe from any direct marketing we send you.