Privacy Notice for Job Applicants

This privacy notice is intended to provide specific information to candidates applying for a permanent or fixed term role (“you”, “your”) at London Business School (“School”, “we”, “our”, “us”), covering how we collect, use, and share your personal data.

This privacy notice relates to the School using any personal information we collect from you during the application process. This notice should be read in conjunction with the School’s Website Privacy Policy, which sets out certain information about how the School uses personal data more generally.

If you are applying for a role via a third party agency, you should refer to the agency’s privacy documentation.

If you are applying for a faculty, research or teaching position, you should contact the Research and Faculty Office (RFO) at facultyhr@london.edu

The School is a graduate business school established in the UK by Royal Charter (RC000721). Founded in 1964, we are a member institution of the University of London. Our registered office is at Sussex Place, Regent’s Park, London, NW1 4SA, United Kingdom. All aspects of the job application process are overseen by HR, who are responsible for managing recruitment and selection activities and ensuring a consistent and fair experience for all applicants.

The School is the Data Controller, and our registration number with the UK Information Commissioner is Z8182937.

We may collect your personal data in a number of ways, for example:

• from the information you provide to us when you interact with us before making an application to one of our roles;

• when you submit a formal application or apply for a role through a recruitment agency, and provide your personal data in the application form and covering letters, or agency form etc;

• from third parties, for example referees and previous education institutions in order to verify details about you and/or your application;

• in various other ways as you interact with us during the application process (including during interviews) and afterwards, where relevant, for the purposes set out below.

We take reasonable steps to ensure that the personal data we hold is accurate. Please let us know if your information changes or if you believe any of the information we hold is inaccurate.

The purposes for which we may use personal data (including sensitive personal data, where applicable) in connection with your application include:

• administering your application, assessing your skills, qualifications and suitability for the role you have applied for and, where relevant, offering you a permanent or temporary contract;

• sending you communications relevant to your application and future job opportunities;

• checking you are legally entitled to work in the UK, in compliance with UK immigration laws, regulations and requirements;

• carrying out due diligence checks on you during the application process, including by checking references in relation to your education and your employment history, as well as criminal records or credit checks, where applicable;

• considering whether we need to provide reasonable adjustments to the application process;

• monitoring equality of opportunity or treatment between different groups of people; and

• monitoring the effectiveness of our promotional activities, for example by asking how you came to hear about the School and the role that you have applied for.

We may process your personal data for the above purposes because:

• it is necessary to enable us to decide whether to offer you a contract of employment;

• it is necessary in order to take steps at your request prior to entering into a contract (i.e. an employment contract);

• it is necessary for our or a third party's legitimate interest. Our "legitimate interests" include our charitable objectives and operating the School in a professional, sustainable manner, in accordance with our Charter, Statutes and Ordinances (including, for example, marketing the School and its services, events and resources and analysing our recruitment and marketing activities in order to determine their effectiveness);

• it is necessary to comply with our legal obligations; and

• we have your specific, or where necessary, explicit consent to do so.

For the purposes referred to in this privacy notice and relying on the bases for processing as set out above, we may share your personal data with certain third parties including:

• service providers who support our recruitment activities, such as applicant tracking system providers, recruitment agencies, and background check providers. These providers are contractually required to handle your data securely and only for the purposes we specify.

• occupational health providers or other medical professionals, where necessary to assess your fitness for a role or to support reasonable adjustments;

• referees, where you have provided their contact details for reference purposes;

• members of staff, agents and contractors where there is a legitimate reason for their receiving the information, including third parties where we have engaged them to process data on our behalf as part of administering recruitment services etc;

• internal and external auditors and legal advisers; and

• relevant authorities when the School is legally required to do so (by a court, government body, law enforcement agency or other authority of competent jurisdiction), for example the Home Office.

Your personal data is generally only processed within the UK and/or European Economic Area (EEA), to the extent required for business management purposes. There are adequacy regulations in respect of transfers between the United Kingdom and the EEA. This means that the countries in the EEA to which we transfer your data (if at all) are deemed to provide an adequate level of protection for your personal information.

As a matter of course, we do not transfer your data outside the UK and/or EEA. We may, however, transfer your personal data globally on an ad-hoc basis where this is necessary for our interactions with you, especially if you are located outside of the UK/EEA or if one of our partner’s servers is located in a country outside the UK/EEA. In such circumstances, we will consider whether any additional measures are required in order to give adequate protection for the information when it is transferred.

We only keep your personal data collected during the recruitment process for as long as necessary to fulfil the purposes we collected it for, including for the purposes of processing your application and satisfying any legal, accounting and operational requirements. How long we hold your personal data will depend, for example, on whether your application is successful, the types of data involved, and the reasons it was collected.

If your application for employment is successful, then your personal data collected during the recruitment process will be transferred to your employee file and retained in accordance with our Employee Privacy Notice.

If your application is unsuccessful, we will generally keep your recruitment data (including interview notes) for a period of six (6) months following the conclusion of that recruitment process, after which point it will be securely destroyed or anonymised so that it can no longer be linked to you. We may use anonymised data for statistical, research or analytical purposes. However, some personal data may be kept for longer than six months, for example, in order to comply with a legal obligation, defend legal claims or where you have consented to this as below.

We may keep your personal data on file for a period of 12 months in case there are future employment opportunities for which you may be suited. We will ask for your consent before we retain your data for this purpose and you are free to withdraw your consent at any time.

Please refer to our Website Privacy Policy for more information.

This policy does not form part of any employment contract.

We may change and update this notice from time to time.