University of Nicosia Privacy Statement on Recruitment and Hiring
Pursuant to the General Data Protection Regulation (“GDPR”), national data protection laws of the various Members States, and other privacy regulations, the responsible entity (“Controller”) is:
University of Nicosia
46 Makedonitissas Avenue, CY-2417
P.O. Box 24005, CY-1700
+357 22 841 528
University of Nicosia is a corporate body organized in accordance with Cyprus law, and Mr. Antonis Polemitis is authorized to represent the University.
University of Nicosia Data Protection Officer contact details:
A. & E. C. Emilianides, C. Katsaros & Associates LLC
192 Ledras, 3rd Floor,
1011 Nicosia, Cyprus
Tel: + 357 22 676752
Fax: + 357 22 676754
E-mail: [email protected]
Who is collecting your personal data for Recruitment and Hiring purposes?
When you apply for a job at the University of Nicosia, we will collect and use personal data about you during the recruiting and hiring process. As described herein, your personal data may be retained and used by the University of Nicosia for considering your qualifications for employment as required by law or as otherwise described herein below. Please see below for information that the University of Nicosia may receive about you from third parties.
What Personal Data will the University of Nicosia collect for recruitment and hiring purposes?
The following categories of data will generally be collected by the University of Nicosia for recruitment and hiring purposes:
- Data you submit in curriculum vitae (CV), letters, writing samples, or other written material.
- Data generated by interviewers and recruiters, based on their interactions with you or basic internet searches.
- Data provided by third-party placement firms, recruiters, or job-search websites, if applicable.
- Recommendations provided on your behalf by others.
- Data about your prior employment, education, and where applicable, credit history, criminal records or other data revealed during background screenings.
- Data about your health or disability where it is relevant to your ability or availability to work or to a workplace accommodation, subject to legal limits on the timing of collection of such data and other applicable limitations.
- Data about race, ethnicity, religion, disability, gender for purposes of government reporting where required, as well as to understand the diversity characteristics of the University’s workforce.
Your submission of personal data constitutes your consent to our use of your personal data and your verification that it is accurate.
By submitting your personal data and application, you:
- declare that you have read and understood the abovementioned and consent to the uses of your information as set out above. You are not required to provide any requested information to the University of Nicosia, but if you fail to do so may result in not being able to continue your candidacy for the job for which you have applied;
- declare that the information submitted in the application is complete, true and accurate and to the best of your knowledge and belief you have not knowingly omitted any related information of an adverse nature that could lead to your application being rejected or to your dismissal; and
- are giving your consent to the processing of the information contained in this application and any other personal data you may provide separately in the manner and to the extent described.
What will the University of Nicosia do with your personal data for recruitment and hiring purposes?
The University of Nicosia will use your personal data for recruitment and hiring purposes to:
- Assess your suitability for employment for the position for which you are applying, as well as any future positions that may become available.
- Perform administrative functions.
- Perform analysis of our applicants in order to better comprehend who is applying to positions at the University of Nicosia and how to attract top talent.
- Transfer your contact information to the University’s Human Resources Department to notify you about future positions that may be of interest to you. Your contact information may be used by the University’s Human Resources Department to send you one invitation to sign up for future position alerts and invitations to the University’s recruiting events, as well as follow-up reminders.
- Perform any legally required reporting and respond to legal process.
- Communicate your health data with hospitals and health institutions in the event of medical emergency.
From what sources will the University of Nicosia obtain your personal data for recruitment and hiring purposes?
The University of Nicosia may obtain data about you for recruitment and hiring purposes from the following sources:
- From your CV, or other information online via our website, by email or letter submitted by you to the University.
- From conversations with recruiters and interviews with hiring and other personnel of the University of Nicosia, as well as from internet searches performed by them, or data that they may obtain from job search or professional networking websites such as LinkedIn etc., where data about yourself are publicly available.
- From third-party recruiters, staffing companies, or websites where you are introduced to the University through one. The University does not accept unsolicited CV or applications from third party recruitment agencies, but does sometimes use such agencies subject to a written agreement.
Who will have access to your personal data for recruitment and hiring purposes? Where are they located?
Access to the personal data provided to us for recruitment and hiring purposes will be restricted to the number of people in the University of Nicosia who need it in order to evaluate your application for employment, perform functions supporting our recruiting, human resources and talent management functions, or to whom we are compelled to provide it by applicable law.
If your personal data is transferred to a country other than the one in which you reside, then in such case the University of Nicosia shall have in place appropriate safeguards for transfers or categories of transfers of personal data including binding corporate rules between the University and third parties.
Particularly, the following categories of individuals may have access to your personal data:
- Hiring managers and other interviewers;
- University’s Human Resources Department, consisting of a limited number of individuals;
- Individuals performing administrative and IT support functions;
- Authorised personnel at our service providers, including companies contracted to perform background screenings, where applicable. These companies may be based in another country, and may obtain data from other countries where you have lived, worked or studied, as may be relevant as part of a background check. You will receive more information about any such check before it begins;
- Government officials where legal reporting requirements may exist, or law enforcement agencies or private litigants in response to valid law enforcement process (warrant, subpoena, or court order); and
- A successor to the University of Nicosia in the event that it sells or divests all or part of its business.
How long will the University of Nicosia retain my personal data for recruitment and hiring purposes?
If you are given and accept an offer of employment by the University of Nicosia, personal data collected during your pre-employment period will become part of the personnel records kept by the University of Nicosia and will be retained throughout your employment and for a period of 60 years after your employment with the University. If the University of Nicosia does not employ you, we may nevertheless continue to, for a period of up to 30 years, retain and use any personal data collected during the recruitment process in order to consider you for new positions, and, if appropriate, to refer back to an earlier application if you submit a CV or other information to the University again in the future, as well as for system administration and to perform research and analysis.
The duration of the retention period of your personal data emanates and is justified by our legitimate interest to produce statistical research and such data will be subject to appropriate safeguards, which ensure that technical and organizational measures are in place in order to ensure data minimization, such as pseudonymisation and encryption.
Cookies (for Electronic Applications only)
Your Reinforced Rights
The University of Nicosia has taken appropriate measures to provide any information relating to your rights as well as the exercise of these rights. Under Chapter III of the GDPR you have the following rights:
Transparent information, communication and modalities for the exercise of your rights
You have the right to be provided with your data freely and in an intelligible and easily accessible form. Following your request, the University of Nicosia shall provide information without undue delay and in any event within one month of receipt of the request. That period may be extended by two further months where necessary, taking into account the complexity and number of requests. In that case the University of Nicosia will inform you for the reasons of the delay.
Information to be provided where personal data are collected from the data subject
You have the right to know the contact details of the agent who collects your data, the contact details of the Data Protection Officer (‘DPO’) that was appointed by the University of Nicosia, the purposes of the processing for which the personal data are intended, the legal basis for the processing, the recipients or categories of recipients of the personal data and where applicable, the fact that the controller intends to transfer personal data to a third country.
Right of access
You have the right to request and receive a copy of your personal data undergoing processing. However, for any further copies requested, the University of Nicosia may charge you a reasonable fee that is based on administrative costs.
Right to rectification
You have the right to obtain from the University of Nicosia without undue delay the rectification of inaccurate personal data concerning you.
Right to erasure (‘right to be forgotten’)
There is a right to ask for the erasure of your personal data and no longer processed where the personal data are no longer necessary in relation to the purposes for which they are controlled or otherwise processed.
Hence, in the cases where the University of Nicosia retains and process personal data in accordance with the provisions of Article 6(1)(c) of the GDPR, the University may object to such a request and may keep the relevant personal data that are required in order for the University to comply with its legal obligations.
Right to restriction of processing
You have the right of restricting processing where the accuracy of the personal data is contested by you, the processing is unlawful and there is pending verification as to whether the legitimate grounds of the University of Nicosia override those of your rights.
Therefore, we ensure that the University has in place a procedure where you have the right to restrict the processing of your personal data. Nonetheless, for those personal data that are necessary for compliance with a legal obligation, the University of Nicosia may object to the restriction.
Right to data portability
You have the right to receive the personal data concerning you, which you have provided to the University, in a structured, commonly used and machine-readable format and you have the right to transmit those data to another controller without hindrance from the controller to which the personal data have been provided.
Right to object
You have the right to object to the processing of your personal data. However, since the University of Nicosia lawfully processes such data under Article 6(1)(c), the University will still have the right to process the data.
Automated individual decision-making, including profiling
You have the right no to be subject to a decision solely on automated processing, including profiling, which produces legal effects concerning you or similarly significantly affects.
Security of your data
We have adopted generally acceptable standards of technical and operational security to protect personal data from loss, misuse, alteration, or destruction. Our authorized personnel and third party service providers are granted access to personal data who are required to treat this information as confidential.
How to exercise these rights
Any requests to exercise user rights can be directed to the University of Nicosia through the contact details provided in this document. The University will address these requests as early as possible.