How we use your data
About this notice
This privacy notice explains how Queen Mary University of London (QMUL) collects and uses personal data of individuals who use its careers services. It is in addition to QMUL’s Data Protection Policy.
QMUL is a data controller in terms of Article 4 of the General Data Protection Regulation. In order to provide careers services to you, such as one-to-one advice, workshops, work experience programmes, resources and enterprise support, Careers & Enterprise receives information from the student record system. We may ask you to provide further personal data about you if you engage with additional services such as mock interviews and work experience programmes.
Once you have completed your course, you will be asked to register for a graduate account on our careers management system, where the data will be merged with your student account. You can view personal data at any time by logging into your account and selecting 'my profile' from the menu.
How we use your personal data and the basis of processing
We offer careers services to all current students and our alumni within two years of graduating on the basis that this is in our and your legitimate interests. Information we hold will be used to inform and provide careers support and help to tailor the communications we send you about this. If you give us information about you when using our services, it will only be used for the purpose of providing the service you have requested, such as a mock interview (see mock interview paragraph below).
All one-to-one appointments are confidential and information discussed will remain confidential within Careers & Enterprise, where issues may be discussed between staff members for client service and professional development purposes.
We gather data from you when you book an appointment or event with us or apply to one of our work experience programmes, which is held as part of your student record and is used to track usage of our services in order to identify trends to inform business planning.
When you book a mock interview with us, we will ask you to complete a short online form asking for details about the interview and whether there are any areas you would like to focus on during the session. You will also be asked to upload a copy of the CV or application that you used to apply for the role, and link to the job description. This information will be used by the member of staff delivering your appointment in order to devise your mock interview and will not be used for any other purpose. The form will be attached to your record held on our careers management system TargetConnect. All student records are deleted two years after a student has finished their course.
We monitor and evaluate our activity and impact in order to improve and develop our provision and regularly seek qualitative and quantitative feedback on our services, in order to ensure we are meeting student need. Feedback provided through online or paper forms, at focus groups or surveys is anonymised before circulation beyond the department. Anonymised quotes from feedback received may be used in marketing material. In the case where named quotes are used, permission will be sought from the individual concerned.
Student and alumni case studies are used to promote the support and services we provide. Case study participation is voluntary and individuals are invited to review content before publication.
Sharing your personal data
Careers & Enterprise services are run in conjunction with The Careers Group, University of London, of which it is a part. This means that staff from that organisation may process your data for the purposes described in this notice.
QMUL will send details of all recent graduates to the Higher Education Statistics Agency (HESA) for the purposes of conducting the Graduate Outcomes Survey (GOS, previously DLHE), at approximately 15 months after your graduation date. This data will be processed along with other data which QMUL may hold about you from when you were a student at the university. This will be used for reporting purposes and to evaluate services provided. QMUL will not publish the information in any way that makes it possible for you to be personally identified. You can see HESA’s privacy notices at https://www.hesa.ac.uk/about/regulation/data-protection/notices
In the case where work experience programmes are funded by external philanthropic organisations, anonymised participant data will be submitted as part of the reporting process and for programme monitoring and evaluation purposes.
We reserve the right to take photographs/video at events held on campus or hosted by us at employer premises and other venues. This content may be used for marketing materials, both in digital and printed form. Please notify the event organiser in the case that you prefer not to be included in any photography. Should you wish for a photo to be removed from our social media, please email firstname.lastname@example.org and your request will be dealt with within five working days.
Providers of additional information and services
We subscribe to a number of specialist external providers of careers information and services in order to offer additional support to our users e.g. the opportunity to practice online psychometric tests and carry out practice video interviews. To make use of these resources, you will be asked to register your details with the individual provider. Please note, there is no charge attached to using these resources. Careers & Enterprise only use anonymised data from these providers in order to monitor and evaluate usage. Practice video interviews recorded using ‘Interview Stream’ will only be reviewed by a member of the Careers & Enterprise Team should the user request feedback. Please see the privacy notices of each system for further details on how they use and store your data. Each organisation has been checked to ensure they comply with university data protection practice.
How long your personal data is kept
We will hold your personal data in line with our Records Retention Schedule.
Your rights and further information
The Queen Mary University of London privacy notice explains that your personal details will be used to provide student support services, such as careers support services. We have a responsibility to notify you of opportunities to develop your employability whilst you study with us. We therefore do not unsubscribe students from emails sent from Careers & Enterprise about the University’s careers support offering, although we endeavour to keep these emails to a minimum recognising the volume of emails you receive whilst at university. The exception to this is if you have actively joined a mailing list for a specific stream of support (such as our enterprise mailing list, or QConsult mailing list); you may then request to unsubscribe from this specific mailing list at any time (following the opt-out instructions at the bottom of the email).
We also support graduates within two years of completing their course, please also see the privacy notice for alumni.
For further information, including on your rights, please see https://www.qmul.ac.uk/privacy/