- How we keep your data safe and secure
- The personal data we collect
- How we collect your data
- How we use your data
- Communication preferences
- Links to other websites and third parties
- Your rights
- Changes to this notice
- How to contact us
Our commitment to you
We take the protection of your personal data seriously and will always process your personal data fairly, lawfully and transparently. This privacy notice describes the personal data we are collecting about you and how it is used. In summary, we will only collect and use your personal data in order to:
- fulfil your requests
- keep you up-to-date with news and updates from Young Westminster Foundation
- help us improve our website
- help us to make our communications more relevant to you
- improve our services
- meet our legal responsibilities.
In addition, for job applicants, we will use your information to assess your suitability for work and your right to work in the UK; and for employees, ex-employees, volunteers and trustees, we will use your information to provide HR and financial administration.
How we keep your data safe and secure
We have appropriate organisational safeguards and security measures in place to protect your data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. We also limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know it. They will only be permitted to process your personal data on our instructions and will always be subject to a duty of confidentiality.
We keep your data confidential and store it on a secure server which is password protected and hidden behind a firewall. We require any third party who is contracted to process your personal data on our behalf to have security measures in place to protect your data and to treat such data in accordance with the law. In the event of a personal data breach, we will notify you and any applicable regulator when we are legally required to do so.
The personal data we collect
While our website is designed for a general audience, we will not knowingly collect any data from children under the age of 13. The following types of personal data are collected from our users:
- Identity data such as: first name, last name, title, date of birth, personal description, photo, gender and hyperlinks to data posted on social media platforms.
- Contact data such as: e-mail address, postal address, telephone number, and social media ID.
- Profile data such as: your interest in specific events and opportunities, feedback, and survey responses.
- Communications data such as: your preferences in receiving communications from us and our third parties, your communication preferences and the technologies used.
In addition, the following types of data may also be collected from our staff (job applicants, employees, ex-employees, volunteers and trustees):
- Identity data: such as proof of your identity, for example a passport, valid driving licence or birth certificate, occupation.
- Contact data: emergency and next of kin data.
- Employment data: such as your previous work history, experience and details of your referees from previous employers; and information about your employment with us such as start date, performance records, leaving date.
- Education data: this includes information such as your education history, qualifications, training and skills development.
- Criminal record data: this includes information such as any previous criminal convictions declared by you during the job application process and DBS checks and security screening when you commence employment.
- Financial data: includes information such as your national insurance number, expense records, payroll data, benefits, bank details and tax related information.
- Health data: includes information such as information collected via health questionnaires, such as relevant medical history and disability information, workplace risk assessments, occupational health and accident records.
- Attendance data: includes information such as authorised and unauthorised absences, holidays, maternity, paternity and sickness records.
- Grievance and disciplinary data: includes records of disciplinary and grievance processes and outcomes.
How we use your data
We will only collect and process your personal data where we have a legal basis to do so. This could occur when we need your personal data to perform a contract with you, or the processing is in our legitimate interests, or we have a legal obligation to comply with, or we have your consent to do so.
We may send you information about our activities and forthcoming events:
• by email if you have signed up for email newsletters,
• in accordance with your communication preferences if you have provided us with your details when you entered a competition and you have consented to receiving such communications.
We will ask you for your preferences in relation to receiving communications by e-mail, post, SMS and other communication channels.
You will always have full control of your communication preferences. If you do not wish to continue receiving information from us (or any third party, if applicable) at any time you can ‘opt-out’ by using the “Unsubscribe” link included in the footer of an email sent by us or by contacting us directly at firstname.lastname@example.org
We will process all opt-out requests as soon as possible, but please note that due to the nature of our IT systems it may take a few days for any opt-out request to be implemented.
Links to other websites and third parties
Our website may include links to and from the websites of our partners, sponsors, or support organisations or to social media platforms. If you follow a link to any of these websites, please note that these websites will have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to their websites.
We will not sell, distribute or lease your personal information to third parties unless we have your permission or are required by law to do so. We may use your personal information to send you promotional information about third parties which we think you may find interesting if you tell us that you wish this to happen.
You may request details of personal information which we hold about you. If you would like a copy of the information held on you free of charge please write to Young Westminster Foundation, 21 Wardour Street, W1D 6PN.
If you believe that any information we are holding on you is incorrect or incomplete, please write to or email us at email@example.com as soon as possible, at the above address. We will promptly correct any information found to be incorrect.