Here at Empowerment we take your privacy seriously and are committed to protecting your personal information. This statement, together with our terms and conditions and our cookies policy, sets out the basis which we collect and use the information about people who visit our website. If you have any queries about this statement please email: email@example.com. The terms of the Policy may change so please check it from time to time.
We are an independent charity which has been offering free advocacy support since 1999.
We work with people who have a variety of health or social care needs, communicating on their behalf their needs and wishes to the relevant service.
Our registered charity number is 1155897 in England and Wales.
You can contact us:
- By post to, Empowerment Base, 333 Bispham Road, Bispham, Blackpool, Lancashire, FY2 0HH
- Using our website contact form
- By telephone, on 0300 32 32 100 or 0300 32 30 251, Monday – Friday, 9am – 5pm
- By email, firstname.lastname@example.org
This document was created using a template from SEQ Legal (https://seqlegal.com).
Lawful basis for processing personal data
We have a legitimate interest in processing personal data for the uses as described within this policy, in order to provide the necessary services, during recruitment processes and for keeping records of the process.
Where we rely on legitimate interests as a reason for processing data, we have considered whether or not those interests are overridden by the rights and freedoms of service users, employees or workers and have concluded that they are not.
What information do we collect?
In order to provide you with information about our services, we may collect, store and use the following personal information:
- information about your computer and about your visits to and use of this website (including your IP address, geographical location, browser type and version, operating system, referral source, length of visit, page views and website navigation paths);
- information that you provide to us for the purpose of subscribing to our email notifications and/or newsletters (including your name and email address);
- information that you provide to us when using the services on our website, or that is generated in the course of the use of those services (including the timing, frequency and pattern of service use);
- any other personal information that you choose to send to us i.e. via a job application, emails, written communications and telephone conversations;
We may receive information about you from other people such as from a friend who wants to tell you about this website. We only use anonymous information and statistics which do not identify individual visitors. This information helps us improve the services and information we offer on our website. We may use service providers to help us collect this information.
We will only use personal information you send us for the purposes for which you provide it.
How do we use this information?
We will only use personal information you send us for the purposes for which you provide it to:
- administer our website and business and the personalisation of our website for you;
- enable your use of the services available on our website;
- send you email notifications that you have specifically requested;
- send you our newsletter, if you have requested it (you can withdraw your consent at any time);
- provide third parties with statistical information about our users (but those third parties will not be able to identify any individual user from that information);
- deal with enquiries and complaints made by or about you relating to our website;
- keep our website secure and prevent fraud; and
- verify compliance with the terms and conditions governing the use of our website.
We will never use your personal information for marketing or fund raising purposes or pass your information onto third parties unless you give us your explicit consent to do so.
Who do we disclose your data to?
We may disclose your personal information to any of our employees, advocates, trustees, partners, professional advisers or legal team insofar as reasonably necessary for the purposes set out in this policy.
We may disclose your personal information:
- if required to do so by law or in a response to a court order or request from a law enforcement agency;
- In exceptional circumstances, where we think someone is at serious risk of being harmed, we may contact the police or a local authority safeguarding team;
- in connection with any ongoing or prospective legal proceedings;
- in order to establish, exercise or defend our legal rights (including providing information to others for the purposes of fraud prevention and reducing credit risk); and
- to any person who we reasonably believe may apply to a court or other competent authority for disclosure of that personal information where, in our reasonable opinion, such court or authority would be reasonably likely to order disclosure of that personal information.
Except as provided in this policy, we will not provide your personal information to third parties.
How long do we keep your data?
We explicitly comply with our legal obligations in relation to the retention and deletion of personal information. Personal information that we process for any purpose or purposes shall not be kept for longer than is necessary by law for that purpose or those purposes. You can withdraw your personal data at any time.
We have appropriate technical and organisational security measures in place to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. Storage of all personal information you provide will be on our secure password and firewalled protected servers. In addition, we limit access to your personal information to those employees and other third parties who have a business need-to-know. They will only process your personal information on our instructions and they are subject to a duty of confidentiality. Details of these measures may be obtained from the Chief Executive.
We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.
You acknowledge that transmission of information over the Internet is never 100% secure so while we try to protect your personal information, we can’t guarantee the security of any information you submit to us via our website. We take appropriate measures to ensure that the information we receive is kept secure, accurate and up to date and kept only for as long as is necessary for the purposes for which it is used.
You may instruct us to provide you with any personal information we hold about you. You have the right to obtain:
- confirmation that your data is being processed;
- access to your personal data; and
- other supplementary information
We provide these details free of charge and within 30 days of your request. To request access to your data, please email email@example.com.
We may withhold personal information that you request to the extent permitted by law.
Please let us know if the personal information that we hold about you needs to be corrected or updated.
Do we use ‘cookies’?
‘Cookies’ are small pieces of information sent to a web server from a web browser, which enable the server to collect information from the browser. Essentially it takes the form of a small text file placed on your computer’s hard drive.
If you want to prevent our cookies being stored on your computer in the future, you can do so through your browser settings. Further information on deleting or controlling cookies is available from AboutCookies.org.
Our website may contain links to websites run by other organisations. Empowerment is not responsible for the privacy practices of other organisations’ websites so you should read their privacy policies carefully.
Applying for a Job with Empowerment
When applying for a job online you download and submit your data via an application form. Once you have submitted this application we will send you a Privacy Notice to review.
This notice will make you aware of how and why your personal data will be used, namely for the purposes of the recruitment exercise, and how long it will usually be retained for. It provides you with certain information that must be provided under the General Data Protection Regulation ((EU) 2016/679) and all applicable regulations. We will comply with data protection law and principles.
What information will we hold about you?
In connection with your application for work with us, we will collect, store, and use the following categories of personal information about you:
- The information you have provided to us in your curriculum vitae and covering letter
- The information you have provided on our application form, including name, title, address, telephone number, personal email address, date of birth, gender, employment history, qualifications, skills, experience, employment history
- Any information you have provided about your current level of remuneration or employment benefits
- Any information you have provided relevant to requesting that we make reasonable adjustments during the recruitment process, including whether or not you have a disability
- Any information about your entitlement to work in the UK
- Any information you provide to us during an interview
We may also collect, store and use the following “special categories” of more sensitive personal information:
- Information about your race or ethnicity, religious beliefs, sexual orientation and political opinions
- Information about your health, including any medical condition, health and sickness records.
- Information about criminal convictions and offences
How is your personal information collected?
We collect personal information about job applicants from a variety of sources. This information may be supplied by you in application forms or CVs, contained in your passport or identity documents, or collected through interviews and other forms of assessment [including online assessment].
We will also collect personal data about you from third parties:
- Disclosure and Barring Service in respect of criminal convictions
- Your named referees, from whom we collect the following categories of data: How long you were employed in your previous role, any current disciplinary procedures in place, number of sick days in last 12 months and would your current employer re-employ you.
Why will we process your personal data?
We need to process data to take steps at your request prior to entering into a contract with you. We also need to process your data to enter into a contract with you.
In some cases, we need to process data to ensure that we are complying with legal obligations. For example, it is required to check a successful applicant’s eligibility to work in the UK before employment starts.
We have a legitimate interest in processing personal data during the recruitment process and for keeping records of the process. Processing data from job applicants allows the organisation to manage the recruitment process, assess and confirm a candidate’s suitability for employment and decide to whom to offer a job. We may also need to process data from job applicants to respond to and defend against legal claims.
Where we rely on legitimate interests as a reason for processing data, we have considered whether or not those interests are overridden by the rights and freedoms of employees or workers and has concluded that they are not.
We process health information if we need to make reasonable adjustments to the recruitment process for candidates who have a disability. This is to carry out our obligations and exercise specific rights in relation to employment.
Where we process other special categories of data, such as information about ethnic origin, sexual orientation, health or religion or belief, this is for equal opportunities monitoring purposes.
For some roles, we are obliged to seek information about criminal convictions and offences. Where we seek this information, we do so because it is necessary to carry out our obligations and exercise specific rights in relation to employment.
We will not use your data for any purpose other than the recruitment exercise for which you have applied OR If your application is unsuccessful, the organisation will keep your personal data on file in case there are future employment opportunities for which you may be suited. The organisation will ask for your consent before it keeps your data for this purpose and you are free to withdraw your consent at any time.
Who has access to personal data?
Your information will be shared internally for the purposes of the recruitment exercise. This includes members of the HR and recruitment team, interviewers involved in the recruitment process, managers in the business area with a vacancy.
The organisation will not share your data with third parties, unless your application for employment is successful and it makes you an offer of employment. The organisation will then share your data with former employers to obtain references for you, employment background check providers to obtain necessary background checks and the Disclosure and Barring Service to obtain necessary criminal records checks.
We will not transfer your data outside the European Economic Area.
If you fail to provide personal information
If you fail to provide information when requested, which is necessary for us to consider your application (such as evidence of qualifications or work history), we will not be able to process your application successfully. For example, if we require a credit check or references for this role and you fail to provide us with relevant details, we will not be able to take your application further.
Information about criminal convictions
We do envisage that we will process information about criminal convictions.
We will collect information about your criminal convictions history if we would like to offer you the role (conditional on checks and any other conditions, such as references, being satisfactory). We are required to carry out a criminal records check in order to satisfy ourselves that there is nothing in your criminal convictions history which makes you unsuitable for the role. In particular:
- We are legally required by local authorities, to whom we are contracted to deliver services, to carry out criminal record checks for those carrying out the advertised role.
- We have in place an appropriate policy document and safeguards which we are required by law to maintain when processing such data
You will not be subject to decisions that will have a significant impact on you based solely on automated decision-making.
We have put in place appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal information to those employees, agents, contractors and other third parties who have a business need-to-know. They will only process your personal information on our instructions and they are subject to a duty of confidentiality. Details of these measures may be obtained from the Chief Executive.
We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.
How long will you use my information for?
If your application for employment is unsuccessful, we will hold your data on file for 3 months after the end of the relevant recruitment process. If you provide consent to allow the organisation to keep your personal data on file, we will hold your data on file for a further 3 months for consideration for future employment opportunities. At the end of that period or once you withdraw your consent, your data is deleted or destroyed.
If your application for employment is successful, personal data gathered during the recruitment process will be transferred to your personnel file (and retained during your employment). The periods for which your data will be held will be provided to you in a new privacy notice at the time of your appointment.
Rights of access, correction, erasure, and restriction
Under certain circumstances, by law you have the right to:
- Request access to your personal information (commonly known as a “data subject access request”). This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it.
- Request correction of the personal information that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.
- Request erasure of your personal information. This enables you to ask us to delete or remove personal information where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal information where you have exercised your right to object to processing (see below).
- Object to processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal information for direct marketing purposes.
- Request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of personal information about you, for example if you want us to establish its accuracy or the reason for processing it.
- Request the transfer of your personal information to another party.
If you want to exercise any of these rights please contact the Chief Executive in writing.
Am I able to withdraw my consent?
In the limited circumstances where you may have provided your consent to the collection, processing and transfer of your personal information for a specific purpose, you have the right to withdraw your consent for that specific processing at any time. To withdraw your consent, please contact us on firstname.lastname@example.org. Once we have received notification that you have withdrawn your consent, we will no longer process your information for the purpose or purposes you originally agreed to, unless we have another legitimate basis for doing so in law, and as notified to you in this privacy notice.
Queries or complaints about how we process your personal data
If you have any questions about this privacy notice or how we handle your personal information, please contact the Chief Executive in writing.
You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK regulatory authority for data protection issues.
If you are unsure about any way in which Empowerment collects, stores or uses your personal data please contact us on 0300 32 32 100, or via email on email@example.com.
We reserve the right to amend this privacy statement. The latest version will be available on our website so please check from time to time. By continuing to use this website you will be deemed to have accepted any changes.