This policy explains what personal data UniJobs collects, why, who we share it with, how long we keep it and what your rights are. It applies to everyone who uses www.unijobs.ac.
1. Who we are
UniJobs is a trading name of Solutioned Limited, a company registered in England and Wales (company number 11947499), whose registered office is 71-75 Shelton Street, Covent Garden, London, WC2H 9JQ, United Kingdom.
Solutioned Limited is the controller of your personal data. We follow the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
For anything about your data, email hello@unijobs.ac (please put "Data protection" in the subject) or use our contact page.
2. The data we collect
When you browse the Site
- Technical information that your browser sends, such as your IP address, browser type and the pages you visit. Our hosting provider records this in server logs, which we use to keep the Site secure and working.
- A session cookie that keeps you signed in and protects forms (see section 9).
When you create an account
- Your name, email address and password. We only store your password in a scrambled (hashed) form that we cannot read.
- If you sign in with Google, Microsoft or LinkedIn: your name, email address, profile photo (Google and LinkedIn) and your account ID with that provider. We never see your password for those accounts.
- Whether you are a candidate, a recruiter or both, and the dates you signed up and last signed in.
Profile and CV (optional)
- Your job title, subject area and profile photo, if you add them.
- Your CV, if you upload one. It is encrypted before it is saved, stored outside the public website, and can only be downloaded by you while signed in. We do not share it with recruiters or anyone else. You can replace or permanently delete it at any time from your profile.
Let recruiters find me (optional, off unless you switch it on)
- If you switch it on, recruiters at verified institutions can see your job title, subject, where you'd like to work, the roles you're open to and the short summary you write. You're shown as "UniJobs User" unless you choose to show your first name, surname initial and photo. They never see your email address, full surname or CV.
- They can send you a message through UniJobs, which we also email to you. If you reply by email, your email address is shared with that recruiter. You can decline, stop an institution contacting you, or report a message.
- Switch it off at any time on your profile and you're hidden straight away.
Payments (recruiters)
- Card payments are handled by Stripe. We never see or store your card details.
- For each order we keep the name, organisation, invoice address, email and purchase order number you give us, with the invoice or receipt, for our accounting records as the law requires.
Job alerts and saved jobs
- The searches you save as job alerts, how often you want emails, and the jobs you save. We use these to send you alert emails and "closing soon" reminders.
Recruiters
- The information in your institution claim: the institution, your role, your work email domain, any notes you add, your letter of authority and a photo ID document.
- The job listings you publish, and a record of changes and moderation decisions about them.
When you contact us
- Your name, email address, the type of enquiry, your message, and your IP address and browser type (to help us block spam and abuse).
We do not ask for special category data (such as health or ethnicity) and we ask you not to include it in your CV, profile or messages.
3. Why we use your data and our lawful basis
| What we do | Lawful basis |
|---|---|
| Create and run your account, let you sign in, save jobs, store your CV and send the job alerts and reminders you set up | Contract: to provide the service you asked for |
| Verify recruiters and their authority to post for an institution, including checking claim documents | Legitimate interests: keeping fake recruiters and fraudulent jobs off the Site, to protect candidates and institutions |
| Check job listings for scams, spam and misleading content before and after they go live | Legitimate interests: protecting candidates and the integrity of the Site |
| Reply to your messages and reports | Legitimate interests: dealing with your enquiry |
| Keep the Site secure, prevent abuse and fix problems | Legitimate interests: running a safe, reliable service |
| Send service emails, such as email verification, password resets and decisions about claims or listings | Contract |
| Keep anonymous statistics after you delete your account | Legitimate interests: understanding how the Site is used. These statistics cannot identify you |
| Keep records we need for tax, accounting or legal reasons, or to respond to lawful requests | Legal obligation |
We do not sell your personal data, and we do not send you marketing emails unless you have asked for them.
4. Automated checks and artificial intelligence
We use an artificial intelligence service, Anthropic's Claude, for these things:
-
Recruiter claims. The claim details, letter of authority and photo ID are analysed to flag anything that suggests a claim may not be genuine.
-
Job listings. The content of a listing is given a risk score for signs of fraud or spam.
-
Setting up from your CV (only if you ask). If you click "Suggest profile & alerts", your CV is read by Claude to suggest a job title, subject and job alerts. Nothing is saved until you confirm, and your CV is not shared with recruiters or used to train AI.
These checks only help our team. A person always makes the decision to approve or refuse a claim. A listing may be held for review because of a check, but it is only published or declined by a person on our team. Your CV is only sent to an AI service if you choose to: see below.
If you think a check has treated you unfairly, contact us and a member of our team will look at it again.
5. Who we share your data with
We use a small number of trusted providers (processors) who handle data for us under contract and only on our instructions:
| Provider | What they do | Where |
|---|---|---|
| HostGator (Newfold Digital) | Hosts the website, database and files | United States |
| Brevo (Sendinblue SAS) | Sends our emails (verification, alerts, reminders, notifications) | European Union |
| Anthropic | AI checks on recruiter claims and job listings, and reading your CV if you ask it to suggest your profile (section 4) | United States |
| "Sign in with Google" (if you choose it), maps on our contact page and location pages, and web fonts | United States and worldwide | |
| Microsoft | "Sign in with Microsoft" (if you choose it) | United States and worldwide |
| "Sign in with LinkedIn" (if you choose it) | United States and Ireland | |
| Cloudflare | Spam protection on our contact form, if switched on | Worldwide |
We also share data:
- with institutions, only as far as you choose: for example, when you click through to apply for a job you go to the institution's own website, and you share your details with them directly;
- with a buyer, if our business or its assets are sold, so that the service can carry on; and
- with the police, regulators, courts or our professional advisers, where the law requires it or where it is needed to protect our rights or other people's safety.
International transfers. Where a provider handles data outside the UK, we rely on the safeguards UK data protection law allows, such as a UK adequacy decision (including the UK Extension to the EU-US Data Privacy Framework) or the ICO's International Data Transfer Agreement or Addendum.
6. How long we keep your data
| Data | How long |
|---|---|
| Account details and profile | Until you delete your account |
| CV | Until you delete it or your account. When deleted, the encrypted file is destroyed |
| Job alerts and saved jobs | Until you delete them or your account. Alerts stop when your account is deleted |
| Recruiter claim documents | While we review the claim, and until the account is deleted |
| Job listings | While they are on the Site, then as part of the institution's listing history |
| Contact messages | As long as we need them to deal with your enquiry and any follow-up |
| Server logs | A short period set by our hosting provider, for security |
When you delete your account (from your profile, or by asking us), we erase your name, email address, password, photo, job title, CV, Google, Microsoft and LinkedIn sign-in links, claim documents and the content of your contact messages. We keep an anonymous record (for example, that an account existed, its role and sign-up date) so our statistics stay accurate. That record cannot be linked back to you. Job listings posted for an institution stay with the institution.
7. How we protect your data
We use HTTPS across the whole Site, hash passwords, encrypt CVs, keep uploaded documents outside the public website, and restrict our admin area to authorised staff. No system is completely secure, but we work to protect your data and will tell you and the ICO about a serious breach where the law requires it.
8. Your rights
You have the right to:
- access the personal data we hold about you;
- have inaccurate data corrected (you can change most details yourself in your profile);
- have your data erased (you can delete your account yourself at any time);
- restrict or object to how we use your data, including where we rely on legitimate interests;
- data portability: receive data you gave us in a common format; and
- ask for a person to review any decision made about you with the help of automated checks.
To use any of these rights, email hello@unijobs.ac. We will reply within one month. We may need to confirm your identity first.
You can also complain to the Information Commissioner's Office (ICO) at ico.org.uk or on 0303 123 1113. We would appreciate the chance to put things right first, so please contact us before going to the ICO.
9. Cookies
We only use cookies that the Site needs to work:
| Cookie | Why |
|---|---|
| Session cookie (PHPSESSID) | Keeps you signed in and protects forms against misuse. Deleted when you close your browser |
| Google, Microsoft and LinkedIn sign-in | Set by those providers on their own sites when you choose to sign in with them |
| Cloudflare Turnstile | Set by Cloudflare if spam protection is on for our contact form |
| Google Maps | Google may set cookies when a map loads (our contact page, and location pages with few jobs) |
We do not use advertising or tracking cookies. If we add any cookies that are not essential, we will ask for your consent first and update this policy.
10. Age
UniJobs is for people aged 16 and over. We do not knowingly collect data from anyone younger.
11. Links to other websites
Job listings link to institutions' own websites and recruitment systems. Those sites have their own privacy policies, and we are not responsible for how they use your data.
12. Changes to this policy
We may update this policy when our services or the law change. The date at the top shows when it was last updated. If we make a significant change, we will tell account holders by email.