Privacy Notices and Consent Forms

Privacy Notice for Demographic Data of Job Applicants and University Personnel


This privacy notice applies to individuals who provide demographic data to the University of Washington (UW) when they apply for a position or are University Personnel as described in Administrative Policy Statement 40.1 University Personnel. For purposes of this notice, demographic data includes data on sex, gender identity, race, ethnicity, status as an individual with a disability, and protected veteran status.

Collection of Demographic Data

The UW is required by federal and state laws and regulations to collect and report on certain demographic data regarding job applicants and University Personnel. The UW asks you to provide information about your sex, gender, race, ethnicity, disability status and protected veteran status in order for the UW to:

  • Comply with these laws and regulations; and
  • Make more effective decisions about how UW may increase representation of underutilized groups and make our workforce more inclusive.

The UW requires your disclosure of sex and military status, while your disclosure of race, ethnicity, disability status, and gender are voluntary.

Additionally, the UW will ask and provide an opportunity for you to provide your gender identity utilizing all three legally recognized genders in the State of Washington as female, male, or X. Gender Identity designates an individual’s concept of self as male, female, a blend of both or neither (gender X, non-binary, not exclusively male or female) and reflects how an individual perceives and calls themselves. An individual’s gender identity can be the same or different from their sex. 

Uses of Demographic Data

The UW utilizes the demographic data it collects to report to federal and state government regarding equal opportunity and affirmative action as required by law.

The UW also utilizes demographic data to support diversity, equity, and inclusion initiatives described in the UW Diversity Blueprint, led by Human Resources and Office of Academic Personnel; or as otherwise endorsed by the President and Provost. Such access is limited to individuals who are designated by Vice Presidents, Vice Provosts, Deans, or Chancellors, or other direct reports to the President and Provost, and human resources personnel. 

In addition, your sex as female or male is required by the State of Washington for you to receive health and other employer provided insurances administered by the Washington Health Care Authority. Failure to provide this information may result in denial of certain health services.

Demographic data are also used or disclosed as required by law. As a Washington State public institution, the University is subject to the state’s Public Records Act, RCW 42.56.  If requested, certain demographic data, including race or ethnicity, gender identity, and status as an individual with a disability, may be exempt from disclosure, as allowed by RCW 42.56.250(11).

Data on sex are not exempt from public records; thus these data will be disclosed if requested through a public records request.

Demographic data may be shared with third parties (such as vendors who provide goods, services, or information technology to the UW) only as necessary for the purposes described in this notice. The UW has privacy and security policies and practices to help safeguard data that is shared with third parties. Personal data may also be shared with third parties to comply with valid legal processes, governmental requests, or applicable laws, rules or regulations.


The demographic data described in this notice will be retained as needed to fulfill the purpose for collection and in accordance with applicable laws and UW retention schedules.

Your Rights

If applicable under the European Union General Data Protection Regulation (GDPR) or certain other laws and regulations, you may have a right to request access to, or to request the erasure, correction, or transfer of your personal data or to lodge a complaint with a supervisory authority. Review the More Information section of this notice for UW resources about your privacy and rights.

More Information

For detailed instructions on how to view or change your Personal Information in Workday, please refer to the Edit Personal Information User Guide on the Integrated Service Center website.

For general inquiries or information about the processing of your demographic data in connection to an appointment at the UW, please contact the UW Human Resources Data Domain Council at

For informational resources related to your privacy or to make a data subject request refer to the Request Information About Your Data page on the Privacy Office website.

If your personal data protection-related questions or concerns are not addressed after contacting the HR Data Domain Council, you may also contact UW’s Privacy Officer and Data Protection Officer at