Recruit

1. Use of Your Personal Data

As part of our commitment to protecting your privacy, this statement is designed to provide you with information regarding how the University of California (UC) collects and processes the information you share when you use our websites located at https://recruit.ap.uci.edu, https://apol-recruit.ucsd.edu/, https://aprecruit.berkeley.edu/, https://recruit.ucsc.edu/, https://recruit.ucdavis.edu/, https://aprecruit.ucsf.edu/, https://aprecruit.ucmerced.edu/, https://recruit.apo.ucla.edu/, https://recruit.ap.ucsb.edu/, https://aprecruit.ucr.edu, https://recruit.ucanr.edu, and each of their associated domains (together, the "Sites"), utilize our services, which include providing individuals interested in applying for academic positions at UC with a process for applying online using the UC Recruit online application system, or when you otherwise communicate with the hiring offices of the University of California (“UC Recruit Services”).

For purposes of the General Data Protection Regulation (“GDPR”), the data controller is the Regents of the University of California, with a location at 1111 Franklin Street, Oakland, CA, USA.

2. Your Personal Data We Use

Information you provide directly to UC: UC Recruit collects personal information about you called Personal Data. Your Personal Data is collected when you register or fill in a form on UC Recruit Services Sites, or contact UC Recruit Services. This includes information you provide when you create an account with the UC Recruit online academic recruitment system, fill in an online academic employment application, upload supporting material for an employment application, respond to online applicant demographic surveys, or use the site to contact UC Recruit Services. Depending upon the specific UC Recruit Service you use, the information you give us includes your name, address, telephone number, e-mail address, website address, employment history, education history, reference information, and other information you provide.

We also request more sensitive information about you, including your racial or ethnic origin, gender identity, sexual orientation, union membership, veteran status, and disability status. This more sensitive information will only be used with your consent, for particular purposes where the processing is necessary to meet a legal or regulatory obligation; the processing is in connection with UC establishing, exercising or defending legal claims; the processing is for previously disclosed academic research purposes, of which you have not opted out; or is otherwise expressly permitted by applicable law.

Log, Cookie and Device Data: We also collect log data, which is information collected whenever you visit a website. This log data includes your Internet Protocol address, browser type and some settings, the date and time of your request, how you used the Service, and cookie data.

We use “cookies” (small text files stored by your computer when you visit our website) and similar web technologies. We use session cookies to allow users to log in. We use analytics cookies from an external analytics provider to collect information about how visitors use our website. This information is reported in the aggregate to give us insight into how the Sites are being used. The analytics provider anonymizes IP addresses, and the anonymized data is transmitted to and stored by the analytics provider on servers in the United States. The analytics provider may also transfer this information to third parties where required to do so by law, or where such third parties process the information on their behalf. Our use of analytics will not associate your IP address with any other data held by other properties. For more detailed information about how we use cookies, please contact the UC Privacy Official identified below.

In addition to log and cookie data, we also collect information about the device you are using to access the Services, including what type of device it is, what operating system you are using, device settings, unique device identifiers, and crash data. Whether we collect some or all of this information often depends on what type of device you are using and its settings. For example, different types of information are available depending on whether you are using a Mac or a PC, or an iPhone or Android phone. To learn more about what information your device makes available to us, please also check the policies of your device manufacturer or software provider

Information from Other Sources: We also obtain information about you from other sources and combine that information with information we collect from you directly. For example, we collect information about you from the references you provide, and we may collect information about you that is publicly available. We use this data to inform our hiring decisions.

3. How We Use Your Personal Data and the Lawful Basis for Such Processing

UC Recruit processes your Personal Data for the following purposes and under the following legal bases:

• Evaluating the materials in your application to determine your eligibility for employment with UC. This is generally required to process a transaction requested by you – your employment application;
• Cross referencing your application against external data sources such as debarment lists, restricted party lists, and other government exclusion lists. This is generally required to process a transaction requested by you – your employment application;
• Assessing/appraising our process for obtaining and evaluating applicants for employment with UC. It is in our legitimate interest as an institution of higher learning to research, understand and improve our processes including developing best practices for employment recruitments;
• We provide data to academic researchers studying employment in higher education. We only include data from those who wish to participate. This forwards our institutional mission of functioning as an active working repository of organized knowledge;
• Processing and dealing with any complaints or inquiries made by you or legally on your behalf. We do this because it is in our legitimate interest as part of the services UC offers to you;
• UC may also be required to disclose your Personal Data to state and federal authorities who can request this information by law that is binding on UC;
• UC may also be required to disclose your Personal Data, in an aggregated and pseudonymised form, due to Public Records Act requests and similar laws that are binding on UC;
• Utilizing sensitive personal data in connection with UC Recruit Services, with your consent or as otherwise expressly permitted by law;
• Your data will be checked for accuracy and corrected when necessary, as part of our legitimate interest in controlling the quality of our hiring process

4. Recipients of Your Personal Data

UC Recruit may share your Personal Data with the following recipients:

• Other UC locations or departments: Other UC locations or departments in order to provide you with a UC Recruit Service or where it is in UC’s legitimate interests.
• Service Providers: Vendors that need access to your Personal Data in order to provide UC services. These may include cloud infrastructure providers that store UC applicant data on behalf of UC Recruit, search firms that may assist UC Recruit in identifying applicants and collecting applications, consultants and legal advisors who assist UC in its compliance with U.S. federal and state laws regarding job applicants, and analytic service providers that assist UC in its legitimate interests to better understand and improve its application and placement practices.
• UC Institutional Researchers (e.g., Quality Assurance/Quality Improvement): UC Recruit may provide Personal Data to internal UC institutional researchers in order to support UC’s legitimate interests in understanding and improving its recruitment, application, and placement practices .
• UC Academic Researchers: UC Recruit may provide de-identified, coded, or aggregated data, or Personal Data with Institutional Review Board (IRB) approval, to UC academic researchers in order to support UC’s legitimate interests in gathering and disseminating knowledge.
• Non-UC Partners and Collaborators: When permitted by law, UC may provide de-identified, coded, or aggregated data, or Personal Data with Institutional Review Board (IRB) approval ,to other academic research institutions and funding agencies in order to support UC’s legitimate interests in gathering and disseminating knowledge.
• Public and Governmental Authorities: Entities that regulate or have jurisdiction over UC such as regulatory authorities, law enforcement, public bodies, and judicial bodies investigating and auditing fair hiring practices.
• Legal obligations and lawful disclosures: Your Personal Data may be lawfully shared, as required, pursuant to a search warrant, subpoena, court order, or other compulsory legal process; in response to a request under the California Public Records Act; to protect our rights and property and those of our agents, customers, and others, including to enforce our agreements and policies; and, under compelling circumstances, to protect the health and safety of our students, faculty, and staff or any third party.

Any disclosure listed above shall be made in accordance with the California Information Practices Act. If your Personal Data is shared with a third party, UC will require that the third party use appropriate measures to protect the confidentiality and security of your Personal Data.

5. Security

UC takes appropriate physical, administrative and technical measures to protect the security, integrity, and privacy of Personal Data. These practices are consistent with applicable privacy and data security laws and regulations, and include:

• Storing information on computer systems located in controlled facilities with limited access;
• Protecting the transmission of your information over the Internet, through the use of encryption, such as the Secure Socket Layer (SSL) protocol;
• Encrypting data at rest, and ensuring that replicas and backups are similarly encrypted;
• Using a variety of security technologies and procedures to help protect your personal information from unauthorized access, use, or disclosures;
• Monitoring systems for suspicious activity, and investigating when such activities are detected;
• Continually updating our technical dependencies to fix known vulnerabilities;
• Regularly reviewing our practices and policies;
• Performing routine audits of user permissions to limit access;

For more information about how UC protects data, refer to Systemwide Information Security Policies and Standards.

6. Retaining and Deleting Your Personal Data

UC will only retain your Personal Data for the duration necessary for the data collection purposes identified above, unless there is a legal requirement to maintain it for a longer period.

For applicants that are not hired, all Personal Data collected as part of an application are deleted eight years after the academic year in which the recruitment concluded. For applicants that are hired, the application is retained until five years after the applicant is no longer affiliated with the university.

Legal action may extend these retention periods, but data is deleted as soon as possible following such a delay.

7. International Transfer of Your Personal Data

In order to fulfill the intended processing purposes described above, your Personal Data will be transferred to parties in the United States, which does not protect Personal Data in the same way that it is protected in the European Economic Area and United Kingdom. UC will undertake appropriate measures to ensure adequate protection of Personal Data, including utilizing appropriate physical, administrative, and technical safeguards to protect Personal Data, as well as executing standard contractual clauses approved by the European Commission, the UK, or a supervisory authority under GDPR, or obtaining your consent, where appropriate.

8. Your Rights

You have a right to:

• Access your Personal Data, as well as information relating to the recipients of your Personal Data, the purposes of processing your Personal Data, the duration for which the Personal Data will be stored, and the source of Personal Data that has not been provided by you;
• Rectify or correct inaccurate or incomplete Personal Data concerning you, taking into account the purposes of the processing, and the right to have incomplete Personal Data completed;
• Move your Personal Data to another controller or processor. UC will facilitate the lawful transfer of your data to the extent possible;
• Have your Personal Data erased in certain circumstances;
• Restrict the processing of your Personal Data in certain circumstances, including opting out of future academic research, which UC facilitates in order to better understand hiring processes in higher education;
• Object to the processing of Personal Data in certain circumstances;
• Withdraw your consent to the processing of your Personal Data, should UC ask for your consent for the processing of your Personal Data. The withdrawal does not affect the lawfulness of processing based on your consent before its withdrawal.
• Know whether your Personal Data is being used for automated decision-making, including profiling. In those cases, UC will give you meaningful information about the logic involved, the significance and the envisaged consequences of such processing for your data, and the right to request human intervention; and
• Lodge a complaint with a supervisory authority.

UC may be obligated to retain your Personal Data as required by U.S. federal or state law.

If you wish to exercise your rights, you can contact the UC Privacy Official identified below.

You may choose not to visit or use UC Sites or participate in UC Recruit Services. If you choose not to share your Personal Data with UC or UC-approved third parties for UC Recruit Services you cannot be considered for a UC academic position. You are not required to participate in surveys and may continue to participate in our programs and use our services without doing so. You may choose to set your web browser to refuse cookies, or to alert you when cookies are being sent. If you choose to reject cookies, some parts of the Sites may not function properly. The parts of the Sites that cannot function properly are applying to a recruitment online.

9. Questions and Complaints; UC Privacy Official

If you have questions or complaints about our treatment of your Personal Data, or about our privacy practices more generally, please feel free to contact the UCOP Privacy Compliance Manager at ecas@ucop.edu, (510) 987-0479.

Effective Date: This statement is effective as of June 2, 2022.