Admissions interview recordings (AIR) privacy notice

Information you need to know

The Admissions department is part of Liverpool John Moores University. See further information on the institution.

Liverpool John Moores University is the Data Controller.

Our Data Protection Officer can be contacted at DPO@ljmu.ac.uk.

This privacy notice explains how we use your personal information and your rights regarding that information.

For information about how the wider university uses personal data please see the Privacy notice section of our website.

Information we are collecting

We collect and hold admissions interview recordings (video and audio). These recordings contain personal data about both the applicant and the interviewer captured during the interview, including:

  • names
  • voice and image
  • any information shared in conversation, for example:
    • contact details
    • education and experience
    • details relevant to the course application

This includes any personal data you choose to share during the interview, as well as any personal data incidentally captured during the recording.

After your interview, we may contact you to request optional, anonymous feedback on your experience. This may include:

  • your awareness of the recording
  • how clearly the recording process was explained to you
  • whether the recording process created any barriers to your participation in the interview

Source of the personal data

The personal data in the interview recording is collected directly from you and the interviewer during the interview, as it is captured as part of the audio or video recording and any shared discussion.

Any feedback you choose to provide is collected directly from you via a Microsoft Forms survey sent to you by email.

Why we are collecting your data and the legal basis for this

We collect personal data only when we have a valid reason to do so, and always in line with the principles of the GDPR.

We process your data under Article 6(1)(f) - Legitimate Interests, where the processing is necessary for the purposes of the university’s legitimate interests and is balanced against the rights and freedoms of individuals.

Our legitimate interests are to:

  • provide a verifiable record of admissions interviews to protect applicants and staff in the event of an appeal or complaint
  • uphold fairness, accountability and legal compliance in the admissions interview process
  • support a fair and transparent admissions process
  • help investigate and respond appropriately to reported inappropriate behaviour, threats or safeguarding concerns arising during an interview

Who has access to this data

Your personal data will be used only by relevant LJMU staff where it is necessary for them to carry out their role.

This may include Admissions Managers where required to review and investigate complaints, and to evaluate feedback in order to improve the admissions interview recording process.

Your AIR will not be shared with any third parties.

How the university protects your data

We are committed to keeping your personal data safe in line with data protection legislation and the university’s information security and data protection policies.

All AIRs and their associated feedback will be held securely within LJMU-managed Microsoft 365 systems, with restricted access controls and password protection.

How long the university keeps your data

The recordings will be retained for 120 days.

Any feedback provided will be reviewed at the end of each admissions cycle (usually October) and retained only until any evaluation has take place. In any event, feedback will be retained for no longer than 12 months from the date of collection.

Your rights

As a data subject, you have a number of rights. You can:

  • access and obtain a copy of your data on request - this could be in a portable electronic format
  • request that the university changes incorrect or incomplete data if you think that it is inaccurate or out of date
  • request that the university delete or stop processing your data, for example where the data is no longer necessary or legally required for the purposes of processing

If you would like to exercise any of these rights, please contact the Data Protection Officer at DPO@ljmu.ac.uk.

If you do not provide data

If you do not wish to have your admissions interview recorded, you can request a face-to-face interview. This will be conducted with two interviewers and will not be recorded.

Any feedback you provide is optional, and there are no consequences if you choose not to provide feedback.

Transfers of data outside the UK

We normally keep your personal data within the UK. In some cases, however, we may need to transfer it to another country - for example, to deliver a contract with you or to work with a partner organisation such as a university based overseas.

Whenever this happens, we make sure your information stays protected. This could be through a UK “adequacy regulation” (which confirms that the other country’s data protection laws are up to UK standards) or by putting strong safeguards in place.

These safeguards might include:

  • model contractual clauses
  • formal data sharing or processing agreements
  • binding corporate rules

In short, even if your data travels abroad, it will continue to be treated with the same care and respect as it would under UK law.

Automated decision-making

We do not use computers to make decisions about you based solely on your personal data. Any decisions that affect you will always be made by a human, ensuring that you are treated fairly.

How to complain to the university

You have a right to complain to the university if you think it has not properly responded to your request for personal information or feel it has not handled your personal data responsibly.

If you are not satisfied with how your request for information or how your personal data has been handled, you should set out your complaint in writing to:

Maria Burquest
University Secretary and General Counsel
Legal and Governance Services
2nd Floor Exchange Station
Tithebarn Street
Liverpool
L2 2QP

or by email via DPO@ljmu.ac.uk.

How to complain to the Information Commissioner’s Office

You have the right to complain to The Information Commissioner if you believe that our processing of your personal data does not meet our data protection obligations. The Information Commissioner can be contacted using the following details:

  • Post: Information Commissioners Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK95AF.
  • Telephone: 0303 123 1113.
  • Email: contact can be made by accessing the ICO website.