Applicant Privacy

Last Updated: October 2017

The following information relates to the processing of your personal and sensitive personal information as part of the application and recruitment process, including the use of the applicant portal (Appellia) accessed via

Omni RMS is the dedicated recruitment partner of Universities Superannuation Scheme Limited and its wholly owned subsidiary USS Investment Management Limited, together herein referred to as USS. Omni RMS will be managing the recruitment process on behalf of USS, including the applicant portal.

USS is one of the largest principal private pension schemes for universities and other higher education institutions in the UK.

USS are the Data Controller of the personal data ("personal information"), as defined under the Data Protection Act 1998. Omni RMS collect and process personal information on behalf of USS.

The information you submit through the applicant portal will be accessed by USS and Omni RMS for the purposes of processing your application for employment with USS.

Please take the time to read this section carefully so that you are clear on exactly how your personal information will be processed and shared.

What personal information will be collected?

Both USS and Omni RMS take great care to ensure that the information it holds about you is held securely. This includes having appropriate procedures and practices in place to ensure your personal information is protected.

We will collect personal information that you provide as part of the application and recruitment process. This may include your:

  • Name
  • Address
  • Contact information
  • Employment details including salary
  • Curriculum Vitae (CV)
  • Eligibility to work in the UK

As part of your application, you will be asked to complete an Equal Opportunities questionnaire. USS is committed to being an Equal Opportunities Employer and to treating all applicants fairly. This information will help us measure how effective we are at attracting and recruiting diverse talent. The questionnaire is entirely optional and we will not discriminate against individuals who decide not to complete it. If you choose to complete the questionnaire, the following personal and sensitive personal information will be collected.

  • Ethnic Origin
  • Gender
  • Disability
  • Age
  • Religion/Belief
  • Sexual Orientation

Prior to questionnaire completion, further information will be provided on how we collect, anonymise and use this information.

What if I decide I do not wish for my personal information to be used?

If at any point you change your mind, you can ask for your application to be withdrawn or for your details to be deleted by contacting [email protected].

Who will be involved in processing my information should I be offered a contract of employment?

If you are successful and an offer of employment is made by USS, Omni RMS (on the instructions of USS) will share your name, email address, job title and details relating to your new position and benefits package with CAThree Limited. CAThree provide a separate portal that new starters can access before they join USS. The portal will provide you access to your contract, information about your new team, office location; and start date.

Verifile Limited (Verifile) are USS' background checking partner appointed to run pre-employment checks if an employment offer is made by USS. Omni RMS and USS will share only your name, date of birth and email address with Verifile. Verifile will then make contact with you directly to obtain consent for further background checks.

How long will you keep hold of my information?

If your application is successful, the applicant portal (Appellia) will store your information for a period of twelve months. Your application will then be deleted. As a USS employee, USS will continue to process your information for the duration of your employment and retain your information in line with our record retention policy.

If your application is unsuccessful and no further application or contact is made for twelve months, your application will be deleted.


USS and Omni RMS will not transfer your personal information outside the European Economic Area (EEA). Should this change, USS and Omni RMS will ensure appropriate safeguards and levels of protection are in place and your permission sought where necessary.

Accessing your personal information

Under the Data Protection Act 1998 you are entitled to know what personal information Omni RMS and USS holds about you, the purpose for which we hold it and to whom it has been disclosed. You are also entitled to receive a copy of your personal information. Should you wish to exercise these rights you should contact [email protected] in the first instance.


Once you have submitted your application, Omni RMS and USS would love to keep in contact with you about future vacancies with USS that may be suitable for you. This could be by email, SMS or phone. We will always treat your personal contact details with the utmost care, and will never sell them on to anyone else for marketing purposes.

You will be given the choice to opt in to receive this information during the application process.

Contacting USS

If you have any queries in relation to the above you can email [email protected] or contact USS's data protection officer on 0151 227 4711.