Recruitment privacy notice

Why are we collecting this data?

The National Foundation for Educational Research collects personal information about you when you apply for a job. Most applications are made through our application tracking system (ATS) but from time to time, we use the services of an external provider to assist in the recruitment to certain vacant positions.

NFER uses this information to assess your suitability for the role you have applied for, contact you about the application and to fulfil legal or regulatory requirements as necessary.

We will not share any of the information you provide with any third parties for marketing purposes.

Both NFER, (and when used) the recruitment agency or consultants are data controllers.

How is this data used?

Your application is only accessibly by those responsible for recruitment to the particular post.

Any Equality and Diversity monitoring information is recorded anonymously and is not stored with any information which could be used to identify you.

If you subscribe to job alert emails, you will be required to provide your e-mail address, which will be used for the purpose of keeping you informed, by e-mail, of the latest jobs in your nominated field and location. Should you decide that you no longer wish to receive this information, unsubscribe links are provided in every job alert email that you receive.

Any work place or personal reference, you provide is only used by the HR team.

What is the legal basis for processing activities?

The legal basis for processing personal information as part of the recruitment process is Article 6 (1) (b) of the GDPR, which relates to processing necessary to perform a contract or to take steps at your request, before entering a contract.

Monitoring the equality of opportunity offered to applicants is a duty placed on NFER under employment law, which is the lawful condition we rely on for its processing (GDPR Article 9 (2) (b)).

How will personal data be obtained?

If you apply for a post using the applicant tracking system, we collect personal data directly from you.

For some posts, we may receive your CV and additional notes from third party recruitment agencies or consultants.

If you are interviewed via a video call then, with your permission, we will take a screen shot of you to assist with validating your right to work and job offer.

How long will personal data be retained?

If your application is successful, the information you have supplied forms the basis of your personnel record.

Unless you direct us otherwise, your personal details will be deleted from the Applicant Tracking System (ATS) or if provided by a recruitment agency or consultant will be securely destroyed after 6 months. Any notes made during the recruitment process will also be securely deleted at this time.

Any reference provided will be retained on the your record for the duration of your employment.  If you do not take up employment with NFER, it will be destroyed.

Are any decisions taken about me based on the automated processing of my data?

Automatic decision making is not used as part of the selection process. Some positions may require candidates to undertake a test as part of this process, however decisions are not made on the resulting information alone. If this situation changes, details will be made available to candidates in the information published about the post.

Do we use any data processors?

We use Webrecruit to operate our online application tracking system, their privacy notice is available here.

If part of your interview is online, it may be necessary to share your contact details with a third party providing video conferencing facilities, such as Microsoft Teams; their privacy notice is available here.  

Can I stop my personal data being used?

 Under data protection legislation, you have the right:

  • to request access to information that we hold about you (subject access request)
  • to have your personal data rectified, if it is inaccurate or incomplete
  • to request the deletion or removal of personal data where there is no compelling reason for its continued processing
  • to restrict our processing of pupil’s personal data (for example, permitting its storage but no further processing)
  • to object to our processing
  • not to be subject to decisions based purely on automated processing where it produces a legal or similarly significant effect on the pupil.

If you wish us to withdraw your data correct errors in it, please contact [email protected].  To exercise other rights, please contact our Compliance Officer ([email protected])

If you have a concern about the way NFER processes your personal data, we request that you raise your concern with NFER (see the details above) in the first instance. If you remain dissatisfied, you can contact the Information Commissioner’s Office, the body responsible for enforcing data protection legislation in the UK, at


We keep this privacy notice under review to make sure it is up to date and accurate. Any changes will be noted. This privacy notice was last updated on 1 March 2023.