Data Protection Policy
Place Education T/A PLACED (“PLACED”, “we”, “us” or “our”) is committed to protecting your information and acting in accordance with your rights under data protection laws. This Data Protection Policy sets out how we will use your information.
This Data Protection Policy shall apply to any individual, including programme applicants, volunteers, employees, and independent contractors, who provide us with personal information for the purposes of registering for or attending courses, applying for employment, or supporting PLACED’s work as a funder, partner or volunteer. This Data Protection Policy is supplementary to other contracts that we might have with any individual or organisation listed above
Collection of your information
PLACED may collect the following information about you:
How we will protect your personal and sensitive data
We protect your personal data by storing it securely, and ensuring only certain personnel with password protected authentication can access personal data for the purposes set out below (please see the section on ‘How we will use your information’). Personal data related to employees will only be accessed by authorised personnel.
Data is captured to enable PLACED to monitor equal opportunities and to ensure our programmes are as accessible as possible to those from diverse backgrounds. You are not required to provide this and you can choose not to provide this information. We will never share your sensitive personal data.
How we will use your information
We will use your information for the purposes of administering your application or contract, contacting you about your application or contract, monitoring of equal opportunities and ensuring you are informed of appropriate opportunities to engage with us.
This includes making reasonable adjustments in line with the Equalities Act 2010, or other additional support that maybe required by staff, students, volunteers or any other individual supporting PLACED’s work.
By submitting an application, or agreeing to volunteer to support our programmes, you are providing your consent to us processing your information for the purposes of the applicant selection process (either as an employee or a participant), for the monitoring of equal opportunities, or to carry out our legitimate business interests and activities.
We will continue to process your information as necessary for the performance of our contract with you, or for your participation in the programme or course.
We may use your information to communicate with you about future programmes, courses, services and opportunities we believe may be of interest to you based on your previous engagement and communicated preferences. This might include sending you our newsletter on courses / programmes, wider sector news, funding opportunities, or offering you other opportunities such as PR, business introductions, invitations to events or introductions to potential clients.
We may also use information you provide such as quotes, questionnaire and interview feedback, photographic images and video footage, case studies and social impact information for marketing or fundraising purposes. This includes social media, website and on printed material. Course participants are asked to provide consent for photographs prior to commencement. Consent can be withdrawn at any time.
We will use employee information to maintain records about your employment and basic personnel files. We will use contractor and volunteer information to maintain records about your engagement with PLACED and to keep records accordingly.
Disclosure of your information
We may share your information with:
We make the disclosures of your information described above in order to process your application, to determine whether you are a suitable candidate, or enable your engagement as a participant, staff member, contractor, volunteer etc. including offering you other opportunities such as business introductions, invitations to events or introductions to potential clients.
We may also provide your information to funders for the purpose of reporting against funding they provide to us (including 3rdparty data processors for evaluation purposes) and may need to disclose your information if compelled to do so by law, a regulator or in the course of legal proceedings.
Transfer of data outside EEA
All countries in the European Economic Area (EEA), which includes the UK, have similar standards of legal protection for your information. We may store your information on third party data centres located outside the EEA, where there is not a similar standard of data protection laws. If so, we will take steps to ensure that adequate levels of protection are applied to your information. We shall make available a current list of third-party third service providers outside the EEA receiving your information.
Retention of your information
We will hold your information on our systems for as long as is necessary for the relevant activity unless a longer retention period is required by law, in which case we will hold your information for the period required by law.
Under data protection laws, you have a right to:
Providing us with your information is necessary for us to consider your application and enter into a contract with you. Failure to provide your information may mean we cannot consider your application.
Online Activity and Newsletter sign up
We only collect personal data that is submitted with a user’s consent through one of our online forms.
We do not collect sensitive data such as information on health, race, sexual orientation, religion or political beliefs. The information we collect will be limited to that required for the function that we collect the data for and that helps us to serve you as a user.
We also collect anonymised data on your navigation and interactions on out site for the purposes of tracking usage and performance information about our website. This data is used by use to improve our website, and it does not identify you as an individual.
Our website makes use of Google Analytics to track and monitor how visitors use our site. As a user navigates between web pages, Google Analytics records information about the page a user has seen, for example the URL of the page.
We have enabled IP anonymisation and have disabled User ID tracking, to ensure no personally identifiable data is included in these cookies.
Most internet browsers will give you the option of disabling all cookies but this can have a negative impact on your browsing experience. It will also limit our ability to track user behaviour and make future improvements to our site.
Please refer to support pages for your particular browser for more details. To opt out of Google Analytics, you may use this tool provided by Google.
Our newsletter sign up form collects your email address, and is stored locally on our website database before being added to our Create and Send mailing list. We gather statistics around email opening and click rates to help us monitor and improve our newsletter.
For newsletter subscriptions, your email address will be added to our Create and Send mailing list and will be used for this purpose only.
Status of Data Protection Notice
If you wish to exercise any of these rights outlined in this policy, or if you have any questions about our use of your information, please email us at firstname.lastname@example.org
Right to data portability and access
You may request a copy of any personal data we store so that you may confirm its accuracy or reuse the data for your own purposes, as well as to enquire how your data is being processed. Please contact us at email@example.com to make your request.
Right to opt-out or restrict processing
All direct marketing communications will be done through email, and will only be sent to those users who have given their consent for us to do so. All email newsletters will contain an unsubscribe link, which you may use to opt-out of any further marketing communications.
You may also request that we restrict processing of your data. This means we are able to continue to store your data, but can no longer make use of it. You may make this request verbally or by emailing us at firstname.lastname@example.org.
Right to erasure
You have the right to request we delete all personal data from our systems at any time. In some circumstances, outlined by the GDPR we can refuse this request. In all other cases we will ensure your data is removed within one month. You may make this request verbally or by emailing us at email@example.com.
Right to be informed
If there is ever a security breach of our data storage systems, we will inform all users of the level of risk that their personal data has been obtained.
You also have a right to complain to the Information Commissioner’s Office or other appropriate regulatory authority in relation to your information held by us, and how we use it (contact details can be found here https://ico.org.uk/).
This Data Protection Notice is non-contractual. We reserve the right to amend it from time to time. Amendments will be posted to the website and, where appropriate, through e-mail notification. Unless otherwise specified all such changes will take effect immediately upon posting to the website.