Job applicant privacy notice

This notice applies to you if you apply for a position at the University of Pretoria.

During the application process you share personal information with us. We also create personal information about you, such as interview notes. That is why we have created this privacy notice, to help you understand when we collect, use, and protect your personal information.

We may need to update this notice periodically, but we will inform you when we do.

If you have any questions about this notice, please email us at [email protected]

1. We collect and generate personal information

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

2. When and why we collect and process your personal information

2.1. We process your personal information to conclude a contract with you and to meet our contractual obligations

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.

2.2. We process your personal information because it is in your or our legitimate interest to do so, because we are legally required to do so, or because you have given us permission

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. When we verify your credit history, education history, identity number, driver’s licence, or criminal record. 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 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 legislation requires us to collect, process and share your information. When that legislation requires us to share information with the government or a court.

3. In order to deliver our services to you, we must share your personal information with others we trust

We only use service providers we trust and who will keep your personal information secure.

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
provide IT services
shortlist job applicants
verify your academic qualifications
conduct criminal or credit background checks
BBBEE analysis, verification and rating

Some service providers may be located in other countries. We use contracts to ensure appropriate safeguards.

4. We retain records of your personal information

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

We retain your information so we can contact you if similar positions become available.

5. We have taken reasonable steps to minimise the impact of a breach

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

lost
misused
accessed without authorisation
altered
destroyed

6. You have the right to know what we know about you, and what we do with your personal information

If you have any questions about your personal information, please email [email protected]

We may take one month to respond to your request.

Published on 08 July 2022