ARI Postgraduate Research Recruitment privacy notice

Information you need to know

The Astrophysics Research Institute (ARI) 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.

What information are we collecting?

We collect:

  • your contact details
  • geographical information
  • information on your interests and qualifications that relate to our courses

In addition, you may be asked to volunteer information such as your:

  • age
  • ethnic group
  • disabilities
  • gender

What is the source of the personal data?

The personal data processed is provided directly by you, for example, through applications or enquiry forms submitted as part of the postgraduate research recruitment process. In some cases, personal data may also be obtained from referees where references are provided.

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

LJMU processes personal data in accordance with the principles of the GDPR and only where there is a valid lawful basis to do so.

If you submit an application, we process your personal data under Article 6(1)(b), as it is necessary for the performance of a contract or to take steps at your request before entering into a contract. This includes providing you with the information you have asked for or administering your attendance at an event you have registered for.

LJMU may also use applicant data for equality, diversity and inclusion monitoring, and for market research. Where we do this, the legal basis is our legitimate interests under Article 6(1)(f). We will only carry out this type of processing where it does not override your interests or fundamental rights.

This information will not be used to make decisions about individuals; it is used solely for equal opportunities benchmarking and market research within LJMU.

Who has access to this data?

Your application data will only be processed by staff in the ARI administrative team and service colleagues in other departments where they are required to assist you.

Anonymous equality monitoring data will only be processed by staff in the ARI - EDI Committee who will use this for reporting. We will not normally pass your personal data on to any other third parties without your consent unless required to do so by law.

How does the University protect your data?

The University is committed to keeping your personal data safe in line with data protection legislation and the University’s Information Security and Data Protection Policies.

The ARI will hold your data on the LJMU secure Microsoft OneDrive account. The University takes its obligations with your data very seriously and will ensure that all appropriate safeguards and security provisions are in place, and that full compliance with its third-party agreements and privacy notice are monitored.

For how long does the University keep your data?

We will keep your information only for as long as we need it to provide you with information or services you have requested (notionally the academic year of interest plus two years) to manage your relationship with us, to comply with the law, or to ensure we do not communicate with you after you have asked us not to.

When we no longer need information, we will always dispose of it securely. Anonymised statistics may be retained permanently.

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 your personal data has been provided by consent, you have a right to withdraw that consent at any time.

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

What if you do not provide data?

We will only be able to consider your application if you provide us with sufficient personal data.

If, however, you do not wish to provide contact information at the time, we can still talk to you about studying at ARI.

If you are asked for personal data for the purpose of monitoring equality, diversity and inclusion, you do not have to provide this to us. Your decision whether or not to volunteer this data anonymously will have no impact on any decisions we make about your application.

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, or 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.