UCD Careers Network Data Privacy Notice

This privacy statement describes the processing of student personal data that is carried out by UCD Careers Network in order to ensure we can provide you with the experience, support and service you expect as a student, and that we meet our legal and organisational obligations. This statement explains how UCD Careers Network collects and uses (processes) personal data relating to students, what rights you have in relation to that data and who to contact should you have a query or complaint.

We ask that you read this statement carefully. This statement contains important information on how and why we collect, store, use and share data. We will review and amend, as appropriate, this privacy notice annually, so please re-read it at each registration.

Who we are (data controllers)

University College Dublin (“UCD”) is committed to protecting the privacy and security of personal data.

UCD collects and uses certain personal data. This is known as “processing”. When we do so we are regulated under data protection legislation and we are responsible as the “data controller” of that personal data for the purposes of those laws.

Personal data, or personal information, means any information about an individual from which that person can be directly or indirectly identified. It does not include data where the identity has been irrevocably removed (anonymous data).

This privacy notice is for University College Dublin, Belfield, Dublin 4, in particular for UCD Careers Network. You can contact us at careers@ucd.ie.

The University fully respects your right to privacy and actively seeks to preserve the privacy rights of those who share information with the University. Any personal information which you volunteer to the University will be treated in accordance with European and Irish Data Protection legislation.

Why and how we collect and process the information

We collect your personal data for the purposes of providing effective support to students to develop their career and employability attributes while at university so they are in a position to successfully progress into employment and further study upon graduation and contribute to the economy and society more generally. 

The legal basis for the collection of this data is that the processing is carried out by a public body in the public interests.  This is outlined in the Universities Act 1997, specifically in sections 12 (f,g & k) and 13.

UCD Careers Network does not collect career registration data directly from individuals. Data is collected via the admissions processes and shared with UCD Careers Network who process the data.

Please refer to the UCD Privacy Notice for Students in relation to the collection of student data at point of admission.

Currently data is required for the following purposes:

Please note - the data used to generate university reports are de-identified with no individual student or graduate identifiable in any reports or results generated for these purposes.

  • Used by UCD Careers Network to help students explore their options and make decisions about their future career across the curriculum, including issuing targeted emails.
  • Inform programme development, programme and module review.
  • Inform the development of career development and employability related activities to deliver a high quality career service to students based on their needs.
  • To provide a more impactful and meaningful career coaching and guidance service for
  • To compile intelligence and data on career readiness to inform strategic and operational planning and forecasting.
  • To ensure we are connecting with employers from industries that students want to work for.
  • To identify trends for annual and longitudinal reports on career readiness, graduate outcomes and career service engagement of students.
  • To forecast future career readiness and graduate outcome results.
  • To track students for career readiness analysis

We will not use your personal information to carry out any wholly automated decision-making that affects you.

What data we collect and process

UCD Careers Network processes the following personal data:

The student record system (SRS) – As part of the admissions process, you will provide data to complete your student record. This data forms the basis of the SRS dataset.

List of data items UCD Careers Network collect:

Student records:

  • Student number
  • Student Type (Undergraduate (UG), Graduate Researcher (GR), Graduate Taught (GT), Occasional (OC))
  • College
  • School
  • Programme name
  • Programme code
  • Major name
  • Major code
  • Academic year
  • Stage
  • Gender
  • Fee status
  • Domiciliary of origin

Career Registration (CR) survey

In respect of this survey, you will be asked to complete this as part of your registration. It is conducted on a voluntary basis.

The following Career Registration data collected:

  • Career Readiness statement
  • Work experience options chosen
  • Sectors of interest options chosen

Other datasets processed by UCD Careers Network include MyCareer and the Graduate Outcomes Survey.

MyCareer is a career management tool offered to all students and graduates to enhance their career development and employability attributes. It is the system where students can use digital resources e.g. CV360,  make appointments to meet with Career & Skills consultants and register to attend employer events. The privacy policy related to this system is linked here for reference and is consented to by each user upon accessing the system for the first time - Data Privacy policy for MyCareer. MyCareer is managed and administered by UCD Careers Network

The Graduate Outcome Survey is a national survey run centrally by the Higher Education Authority (HEA). Each higher education institution is responsible for surveying their own cohort of recent graduates and submitting the data to the HEA. UCD will contact you about this survey approximately 9 months after you graduate. It asks what you are doing (9 months after graduation) e.g. in  employment, in further study, seeking work or pursuing other activities. It is conducted and completed on a voluntary basis. This is the HEA Data Collection Notice for this survey.

UCD SRS data, Career Registration survey data, MyCareer data and Graduate Outcomes Survey data can be linked by UCD Careers Network for analysis purposes. Longitudinal analysis of these linked datasets allows UCD Careers Network and the UCD Management and Education Teams to formulate more effective education policy, and to measure career readiness and impact of the education system on graduate outcomes. The information provided through these surveys and systems are de-identified for reporting purposes to make further analysis of results possible, for example, by gender, programme or school.

How long we keep your data

The time periods for which UCD Careers Network retain your information depends on the type of information and the purposes for which it is used. UCD Careers Network will keep your information for no longer than 5 years after you have graduated.

Who has access to the information and who we share it with

Internal access: The information provided through your survey responses is transferred into MyCareer to enable Careers Network to tailor their communications to you in relation to your survey response and for your career consultations to be as informative and valuable as possible.

For reporting purposes the data is de-identified to make further analysis of results possible, for example, by gender or full-time/ part-time. This de-identified information is shared with UCD staff. Your responses will be treated confidentially, and no individual student will be identifiable in any reports or results generated as a result of this survey.

External access: Any data shared with  third parties will be done so according to EU GDPR Legislation and supported by signed data processing agreements.

Data transfers outside the EEA

The service providers of MyCareer include Abintegro (Access Group) and Target Connect, two organisations based in the United Kingdom. Currently an adequacy decision is in place between the UK and the EU which means the EU has deemed the UK as a country that has adequate levels of data protection.  This adequacy decision is in place until June 2025.

UCD has data processing agreements in place with both service providers.

What are your rights

  • Right of access the personal data UCD Careers Network holds about you.
  • Right to require UCD Careers Network to rectify any inaccurate personal data about you without undue delay.
  • Right to restrict processing in the context of Article 21 GDPR

If you have concerns about your rights as a student, you can contact the UCD Data Protection Officer by email gdpr@ucd.ie.

If you are not satisfied with UCD’s response or believe we are not processing your personal data in accordance with the law, you can complain to the Irish Data Protection Commission. For more details see https://www.dataprotection.ie/