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University of Oxford
e-Recruitment Terms and Conditions of Use
1. General Terms of Use and Privacy Policy
1.1 Your use of the University of Oxford’s website (http://www.ox.ac.uk) and the e-Recruitment
Service (www.recruit.ox.ac.uk) is subject to our terms of ownership, liability, and use, which may
be viewed at http://www.ox.ac.uk/copyright.html.
1.2 The University of Oxford’s Privacy Statement explains what types of information will be
gathered when you visit the University’s web pages, and may be viewed at
http://www.admin.ox.ac.uk/councilsec/compliance/dataprotection/privacypolicy/.
1.3 Personal information provided to the University of Oxford is held in accordance with the
provisions of the Data Protection Act 1998. The University’s Policy on Data Protection may be
viewed at http://www.admin.ox.ac.uk/councilsec/dp/policy.html.
2. Use of the e-Recruitment Service
Registration
2.1 In order to apply for a vacancy using this service, you are required to register your details, and
confirm that you agree to these Terms and Conditions. Registered users of the system may create,
maintain, and submit applications for specific vacancies at the University of Oxford.
Information collected
2.2 To register with the e-Recruitment service you are required to provide some limited personal
information, such as your email address, and your first and last names.
2.3 To apply for a vacancy you will be asked to supply additional personal information using the
online application form. The information requested will depend on the vacancy you are applying
for, and will typically include your contact details, qualifications and employment history, referee
details, and equality and diversity monitoring information.
2.4 You will be asked to provide some personal information defined by the Data Protection Act
1998 as sensitive personal data. This includes information about your disability status and ethnic
origin, collected to support the University’s equality and diversity monitoring. You may also be
asked about unspent criminal convictions and/or involvement in criminal proceedings to assess
your suitability for employment. Note that the University will not necessarily bar an applicant from
employment because of an unspent criminal conviction; the nature of the conviction and its
relevance to the post will be considered. For certain posts, you may also be asked to declare spent
convictions. Where applicable, this will be specified in the job advert and job description for the
role. Further information is available at:
http://www.ox.ac.uk/about_the_university/jobs/preemploymentscreening
2.5 To submit an application you must supply a minimum set of information. The information
required before you can submit an application is clearly identified throughout the online application
form.
How the information collected is used
2.6 Until you submit an application to the University, the information you enter using the online
e-Recruitment Terms and Conditions of Use v1.5
Last updated: 03/02/15
application form will not be made accessible to anyone, and will be retained for the sole purpose of
enabling you to apply for a vacancy in future. Your registered email address will be used only to
contact you with important information regarding the application process.
2.7 The University reserves the right to review registration records created in the e-Recruitment
system and, periodically, to delete those records where no application has been made. Where this
applies, you will be required to register again to use the service.
2.8 When you submit an application, the information you supply on your application form will be
provided to a selection panel, who will use it to assess your suitability for the post against the
published selection criteria. You may be contacted at any date regarding your application.
2.9 Please note that the information collected in the equality and diversity monitoring section does
not form part of the assessment of your application. It will not be shared with the selection panel or
anyone with responsibility for the administration of the selection process. It will be used solely to
monitor the effectiveness of the University’s equality and diversity policy.
2.10 Your information is held securely in a database that is owned by the University of Oxford, and
is located within the UK. The data will not be passed to external organisations or individuals other
than those acting in a capacity as agents for the University for software support purposes, or where
an external body is party to the recruitment process, such as the NHS for some clinical
appointments.
2.11 If appointed, your application information will be retained as part of your confidential staff
record. The University is required to provide data about its staff to the Higher Education Statistics
Agency (HESA), and information you provide on your application form may later be used for this
purpose.
2.12 If you are unsuccessful your application will be removed from the system after six months.
The University may retain information for longer when required to do so to comply with UK
employment and immigration regulations.
2.13 Technical problems with the service may be reported to the recruitment support team
([email protected]). The University reserves the right to modify, edit, delete,
and suspend temporarily or permanently the service at any time.
3. Declaration by applicants
3.1 When you submit an application to the University of Oxford you must confirm that you agree to
these Terms and Conditions of Use, including the following declaration.
“The information provided in this application form and any supporting documentation (including
the equality and diversity monitoring section) is true and complete. I understand that any offer of
employment may be conditional upon satisfactory screening.
I agree that any deliberate omission, falsification or misrepresentation in the application form or
supporting documentation will be grounds for rejecting this application or subsequent dismissal, if
employed by the University. This also applies to any medical questionnaire/forms I may
complete.
I consent to be contacted by the University at any date regarding my application.
I consent to the information given in this application form and accompanying supplements being
stored and processed in accordance with the Data Protection Act 1998.”
e-Recruitment Terms and Conditions of Use v1.5
Last updated: 03/02/15