Students Staff

Privacy Notice

The terms ‘We’, ‘Us’ ‘Our’ or ‘the University’ refer to the Employability and Careers offices of the University of Essex (collectively known as the Employability and Careers Centre or Employability and Careers Team), and to the University of Essex as a whole. The term ‘You’ refers to students, alumni, friends, partners and supporters of the University. The term ‘Marketing’ refers to any communication regarding the objectives or activities of the Employability and Careers team and/or the University of Essex as a whole.

What data do we collect and why?

We collect information including, but not limited to, name; postal address; phone number(s); email address(es); date of birth; title and post-nominal letters; degree information (where you are a former student of this University); employer’s name and job title; and information related to your hobbies and interests, including student clubs and societies joined and University events attended.

We collect this information directly from the University’s student record system; via registration forms for Employability and Careers services such as The Big Essex Award, Essex Interns and Generation Essex; and via event registrations and ticket purchases; as well as via other areas of the University with whom you may engage, including but not limited to, Alumni Relations, Research and Enterprise Office, the Arts Office (including the Lakeside Theatre), and University Departments. We also occasionally collect additional information from within the public domain such as LinkedIn or business websites

What do we do with the information?

We use the personal information collected to:

  • Communicate with students, alumni, friends, partners and supporters of the University, to inform them of news and developments at the University related to Employability and Careers which we believe will be of interest to them;
  • Offer Employability and Careers services such as Generation Essex graduate careers support, Big Essex Award accreditation of extracurricular activities, careers advice, careers information services, networking opportunities, employability and skills events and workshops, and exclusive experiences (like employer insight days);
  • Request volunteers for speaking engagements, student career mentoring, focus groups, recruitment fairs, and for case studies for publications and promotional literature like our Generation Essex project and University prospectuses;
  • Survey students and alumni to process experiences and feedback as well as contribute towards wider University and Government surveys and reports in order to improve the services offered by Employability and Careers;
  • Invite you to events and process event registrations and ticket purchases where applicable;
  • On occasion we carry out research on students and alumni in key industries or roles to gain a greater understanding of them and their interests to request for support to the University in the form of case studies, visits and talks to current students or departments. This enables us to make our communications to them more relevant, and to offer a more tailored package of engagement or support. This research only ever uses information freely available in the public domain and is carried out internally by University employees. In rare and exceptional circumstances we may employ another company to undertake this research for us (see below, Sharing your Information). If, on the basis of this research, we believe there to be genuine and legitimate mutual interest in discussing a particular development or area of work at the University, then we may attempt to contact you regarding it, whether or not you have consented to receiving communications from us. You will always have the opportunity to decline further contact. If you would prefer that you were not included in this kind of research, please email careers@essex.ac.uk or call +44(0)1206 87 2494 to inform us of this.

How we communicate with you

  • We communicate with you via email, telephone, CareerHub notifications and post. The majority of our regular communications are sent via email, and those not subscribed to receive email will miss most of our event invitations, updates and careers and volunteering opportunities.
  • We do not currently, but may offer in the future, the opportunity to communicate via SMS.
  • We communicate via telephone to current students to inform them of appointment or event changes and to alumni in our annual careers support campaign to recent graduates that have consented to telephone communication.
  • We may also seek to contact individual students or alumni by phone to discuss opportunities specific to them, including but not limited to, special events, meetings, careers support or engagement opportunities. Those calls will be conducted by members of the Employability and Careers Team, or University of Essex students employed by us. We do not use automated calling systems.
  • We store the information collected on our own secure database, which is hosted on the University’s own secure internal servers. Any information stored for the purposes of career support is held securely.
  • We only send marketing information by post to alumni on the basis that it is within our mutual legitimate interest for them to receive it. We only send marketing information via email to alumni who have consented to receiving it.

Lawful basis for processing

We only process your data when we have lawful reason for doing so. The lawful reason we use to process your data may differ for each activity.

The personal information that we collect so we can provide you with information about the services of the Employability & Careers Centre, is processed under Legitimate Interest. This means that it is in the interests of both the data subject (yourself) and the E&CC to process the data.

Where you are engaged in specific programmes or schemes operated by the E&CC, for example Frontrunners, UROP, Essex Interns, Placement Year, your data will be processed under Contract. 

For recent graduates registered to the Generation Essex support package we will use Consent as the legal basis to process your data.

We will be required to contact you, regardless of consent, for the sole purpose of collecting up-to-date and accurate contact details for the statutory Graduate Outcomes survey which takes place 15 months after you have completed a course at Essex. The Graduate Outcomes survey is overseen by HESA and carried out by a third-party survey contractor who works in collaboration with HESA and the University.  

If you wish to receive marketing information from the Employability and Careers Team by email but have not yet opted-in, please contact careers@essex.ac.uk, or call +44 (0)1206 87 2494 (9am-5pm, Monday-Friday). All our email communications contain links to opt out of future communications, should you change your mind – but please also use the contact details above to let us know if you wish to change how, or if, you hear from us. You may also update your preferences at any time via your profile on CareerHub until your account becomes dormant, three years after the date that you graduated from Essex, at which point your information will be securely archived on the University of Essex servers.

Sharing your information

We only share personal information if:  

  • Legally required to do so;
  • We believe it necessary to protect or defend our rights, property or personal safety of our staff, volunteers or visitors to our campuses or websites;
  • We are working with a very carefully-selected partner undertaking contracted work on our behalf. These partners include mailing houses contracted by our in-house printing service Print Essex; or specialist research companies. We do not routinely screen our data using external companies, but for international contacts that make in-house research difficult to undertake we do occasionally contract Gnosis (gnosis.com.sg) to undertake research based on public domain information available in-country. We only share information with these partners once they have signed a contract that requires them to abide by UK data protection legislation, treat your information as securely as we do, only use the information for the purposes for which it was supplied, and that allows us to check these conditions are being carried out.

We never sell or share your information with anyone to use for their own purposes.

Your rights

Under the GDPR , you have a number of rights over your personal data and the way(s) in which we use it. These include:  

  • The right to have inaccurate personal data rectified or erased;
  • The right to prevent your data being used for direct marketing;
  • The right to access a copy of the information we hold about you (known as a Subject Access Request).

If you wish to exercise any of these rights please use our Subject Access Request Form, or contact the Data Protection Officer by emailing dpo@essex.ac.uk.

For more information regarding your rights under the GDPR, please visit the website of the Information Commissioner’s Office ico.org.uk