Adviza Partnership (Adviza) takes your privacy very seriously. We ask that you read this Privacy Notice carefully as it contains important information about what to expect when we collect personal information about you and how we will use your personal data.

This privacy notice tells you what to expect when Adviza collects personal information. It applies to information we collect about:

 ● visitors to our websites (Appendix A);

 ● people who use our services (Appendix B);

 ● people who have agreed that we can send them information relevant to them including marketing information about our services and developments related to them (Appendix C);

 ● complainants and other individuals who contact us in relation to our services (Appendix D); and

 ● job applicants and our current and former employees (Appendix E).

1. Your personal data – what is it?

Personal data relates to a living individual who can be identified from that data. Identification can be by the information alone or in conjunction with any other information in the data controller’s possession or likely to come into such possession.  The processing of personal data is governed by the General Data Protection Regulation (the “GDPR”) and other data protection laws (referred to in this document as “Data Protection Legislation”).

2. Who are we?

Adviza is the data controller. This means it decides how your personal data is processed and for what purposes.  Adviza is a company limited by guarantee incorporated and registered in England and Wales with company number 06534168 and our registered office is 11th Floor Ocean House, The Ring, Bracknell, RG12 1AX.  We are a registered charity with the Charity Commission in England and Wales with registration number 1132201.  Where particular contracts require, Adviza acts as data processor and complies with the same regulations in such cases.

Our Data Protection Officer can be contacted by email at dataprotection@adviza.org.uk or by post to 11th Floor Ocean House, The Ring, Bracknell, RG12 1AX.

3. How do we process your personal data?

Adviza complies with its obligations under Data Protection Legislation by keeping personal data up to date; by only processing data for the purpose for which it was collected; by storing and destroying it securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data.  All personal data is kept on central IT systems and is not stored or transported on portable electronic devices.

We use your personal data for the following purposes:

 ● To enable us to provide goods and services for the benefit of the public as specified in our governing document

 ● To send you notifications which you have specifically requested

 ● Where you have specifically given us your consent to do so, to inform you of news, events, activities and services, and to survey your views on matters relevant to our services including sending to you newsletters and other marketing communications relating to our business or the businesses of carefully-selected third parties

 ● To deal with enquiries and complaints made by you about our goods or services

 ● To administer our online services and improve your browsing experience by personalising online services

 ● To keep our services secure and prevent fraud

 ● To fundraise and promote the interests of the charity

 ● To manage our employees and volunteers

 ● To manage our recruitment processes

 ● To maintain our own accounts and records

 ● To fulfil specific requirements of service delivery contracts with government agencies, local government and other charities and funders.

Further details of how we process personal data are provided in the Appendices to this notice for different categories of data subject.

4. What is the legal basis for processing your personal data?

Details of the legal basis for process personal data are provided in the Appendices to this notice for different categories of data subject.

5. What information do we collect?

Details of the kinds of personal data we collect are provided in the Appendices to this notice for different categories of data subject.

6. Security of your personal information

We will take reasonable technical and organisational precautions to prevent the loss, misuse or alteration of your personal information.

We will store all the personal information you provide on our secure (password- and firewall- protected) servers, all of which are provided by accredited third party providers, who are our data processors and with whom we have legal agreements about data processing (see below).  All electronic payments you make to, or receive from, us will be encrypted through PayPal. We do not store any credit or debit card details and hold a current Payment Card Industry Data Security Standard (PCI DSS) Certificate of Compliance.  You can find out more information about PCI DSS at https://www.pcisecuritystandards.org/pci_security/

You are responsible for keeping your password and user details confidential. We will never ask you to disclose your password.  Although we use appropriate security measures, data transmission over the internet is never completely secure, and we cannot guarantee the security of data sent over the internet..

7. Sharing your personal data

Where we have obtained your personal data from a third party (other than in our capacity as data processor) we will tell you who we have obtained it from and what personal data has been shared with us.

We may disclose information about you to any of our employees, officers, agents, suppliers or subcontractors insofar as is reasonably necessary for the purposes as set out in this Privacy Notice.

In addition, we may disclose your personal information to third parties:

 ● to the extent that we are required to do so by law;

 ● in connection with any legal proceedings 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);

 ● to the purchaser (or prospective purchaser) of any business or asset that we are (or are contemplating) selling; 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 Privacy Notice, we will not provide your information to third parties.  The information you provide will not be transferred to countries outside the European Economic Area (EEA).

8. Use of data processors

Data processors are third parties who provide elements of our services for us. We have contracts in place with our data processors. This means that they cannot do anything with your personal information unless we have instructed them to do it. They will not share your personal information with any organisation apart from us.  They will hold it securely and retain it for the period we instruct. The Appendices to this privacy notice specify the main data processors we engage for different categories of data subject.  In addition, our main IT servers are hosted by Connect Systems Ltd, who are a data processor on our behalf.

9. How long do we keep your personal data?

We keep data in accordance with the Data Protection Legislation and only for as long as is necessary including to comply with the law, regulatory and contractual requirements and record keeping requirements of HMRC and other regulators.  Specific details are available in our Document Retention Policy (available on request) and the Appendices to this privacy notice include the main retention period we follow for different categories of personal data and data subject.

10. Your rights

Under Data Protection Legislation, you have rights as an individual which you can exercise in relation to the information we hold about you.  Unless otherwise specified in law, you have the following rights with respect to your personal data:

 ● The right to request a copy of the personal data Adviza holds about you, provided you supply appropriate evidence of your identity (for this purpose, we will usually accept a photocopy of your passport certified by a solicitor or bank plus an original copy of a utility bill showing your current address).We may withhold such personal information to the extent permitted by law

 ● The right to request that we correct any personal data if it is found to be inaccurate or out of date

 ● The right to request your personal data is erased where it is no longer necessary or required for Adviza to retain such data.This right does not apply where we have a legal obligation to retain your data

 ● The right to withdraw your consent to the processing of your data at any time (if we are processing on the basis of your consent)

 ● The right to request that we provide you with your personal data and where possible, to transmit that data directly to another data controller, (known as the right to data portability).This right only applies where we are processing your personal data based on consent or for the performance of a contract with you and in either case we are processing the data by automated means

 ● The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing.

 ● The right to object to the processing of personal data.This right only applies where we are processing your personal data based on legitimate interests.

 ● The right to lodge a complaint with the Information Commissioners Office.

You can read more about these rights here https://ico.org.uk/concerns/

11. Further processing

If we wish to use your personal data for a new purpose, not covered by this Privacy Notice, then we will publish a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions. Where and whenever necessary, we will seek your prior consent to the new processing.

12. Links to other websites

This privacy notice does not cover the links within our website linking to other websites. We encourage you to read the privacy statements on the other websites you visit.

13. Complaints or queries

Adviza tries to meet the highest standards when collecting and using personal information. For this reason, we take any complaints we receive about this very seriously. We encourage people to bring it to our attention if they think that our collection or use of information is unfair, misleading or inappropriate. We would also welcome any suggestions for improving our procedures.

This privacy notice was drafted with brevity and clarity in mind. It does not provide exhaustive detail of all aspects of Adviza’s collection and use of personal information. However, we are happy to provide any additional information or explanation needed. Any requests for this should be sent to the address below.

14. Contact details

If you want to request information about our Privacy Notice or exercise all relevant rights, queries or complaints please in the first instance contact our Data Protection Officer, either by email at dataprotection@adviza.org.uk or by post to Data Protection Officer, Adviza Partnership, 11th Floor Ocean House, The Ring, Bracknell, RG12, UK.

You can contact the Information Commissioners Office on 0303 123 1113 or via email https://ico.org.uk/global/contact-us/email/ or at the Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.

15. Changes to this privacy notice

We keep our privacy notice under regular review. This privacy notice was last updated in May 2018.
 

Appendix A: Visitors to our websites and users of online services

What information do we collect?

We may collect, store and use the following kinds of personal information:

● information about your computer and about your visits to and use of our online services (including your IP address, geographical location, browser type and version, operating system, referral source, length of visit, page views and online services navigation);
● information relating to any transactions carried out between you and us on or in relation to these online services, including information relating to any purchases you make of our goods or services;
● information that you provide to us for the purpose of registering with us (including your name, email address and telephone number);
● information that you provide to us for the purpose of contacting us through the contact form (including your name, email address and telephone number); and
● information that you provide to us for the purpose of subscribing to our online services, email notifications and/or newsletters (including your email address).

Analytics

When someone visits our website, we use a third party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site. This information is only processed in a way which does not identify anyone. We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website. If we do want to collect personally identifiable information through our website, we will be up front about this. We will make it clear when we collect personal information and will explain what we intend to do with it. Google's Privacy Notice is available at: https://policies.google.com/privacy?hl=en-GB

Use of cookies by Adviza

You can read more about how we use cookies in our Cookie Policy.

Most browsers allow you to reject all cookies, whilst some browsers allow you to reject just third party cookies.  Blocking all cookies will, however, have a negative impact upon the usability of many online services, including this one.

What is the legal basis for processing your personal data?

Where personal data is collected in the course of fulfilling our contractual and legal obligations to you or when you have asked us to provide services to you it is processed to fulfil our contractual obligations to you, to comply with other legal obligations or in our and your legitimate interests (e.g. to provide you with information and services requested by, or promised to, you, to ensure continuity of services and manage repeat business effectively and/or to defend any legal claims).  The other considerations set out elsewhere in this policy also apply.

Your explicit consent is required so that we can send you newsletters and other marketing communications relating to our business or the businesses of carefully-selected third parties (see Appendix C below).  You can withdraw your consent at any time by clicking the unsubscribe link in the footer of any email you receive from us, or by sending us a text message to opt out following the instructions we provide in our texts, or by contacting us at marketing@adviza.org.uk.

We will not use your personal information for marketing purposes if you have indicated that you do not wish to be contacted by us for such purposes. However, we will retain your details on a suppression list to help ensure that we do not continue to contact you.

Use of data processors

The main data processors engaged in processing personal data on our behalf for this category of data subject are:

PayPal

All our online financial transactions are handled through our payment services provider, PayPal. We will share information with PayPal only to the extent necessary for the purposes of processing payments you make via our online services, refunding such payments and dealing with complaints and queries relating to such payments and refunds. PayPal may also send you cookies. You can review the PayPal Privacy Notice at www.paypal.com

We do not store any credit or debit card details and hold a current Payment Card Industry Data Security Standard (PCI DSS) Certificate of Compliance. You can find out more information about PCI DSS at https://www.pcisecuritystandards.org/pci_security/

Website developers

We work with third party website developers who build, host and maintain our websites.  As such, they process personal data on our behalf and only in accordance with this Privacy Notice.

Security and performance

Adviza uses third-party services to help maintain the security and performance of our websites.  To deliver this service they process the IP addresses of visitors to Adviza websites.
 

Appendix B: People who use Adviza services

What information do we collect?

Adviza offers a wide range of services to specific client groups and the public.  We have to hold the details of the people who have requested a service in order to provide it.  However, we only use these details to provide the service the person has requested and for other closely related purposes (for example, we might use information to find out if a client is happy with the level of service they received).  These details can include (depending on the specific service in question):

● Identity data: first name, last name, date of birth, age, gender
● Contact details: email address, telephone number, address
● Usage data: information about how you use our services and website
● Special category data: ethnicity, health (we only collect and process special category data where we have a lawful basis for doing so).

Adviza has a legitimate purpose in requesting that you provide equal opportunities information. It will greatly assist us in monitoring equality of opportunity if you can provide this information. Our aim is to ensure that no one experiences disadvantage because of individual characteristics or circumstances. If you object to providing a response to a particular equal opportunities question for any reason, you can state 'I do not wish to declare'. This will not affect your access to the service.

This information will only be made available to staff and third parties (such as funders) who need it to monitor our equal opportunities compliance.  Any information you provide that is not required to deliver the service will be used only to produce and monitor equal opportunities statistics.  Equal opportunities information may include:

1. Age
2. Sex
3. Race
4. Disability
5. Pregnancy
6. Marital status
7. Sexual orientation.
8. Gender reassignment
9. Religious background

Your personal information will generally be retained only for as long as we have a lawful basis for processing.  This will vary depending on the service we provide to you and will range from months to years in accordance with our Document Retention Policy (available on request) and where we are required to do so by funders’ requirements or the law.

What is the legal basis for processing your personal data?

A significant number of our services are provided under contracts or funding agreements from statutory authorities, such as local authorities and government departments and agencies.  In these cases, the main legal basis for processing personal data is that it is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in Adviza.  In some cases, Adviza will be processing personal data as a data processor and in others as a data controller (and sometimes as both).

In most other cases, we will be processing your personal data to fulfil our contractual, or other obligations to you (the latter being in your and our legitimate interest) or to fulfil our legal obligations.  Where safeguarding considerations apply, we may also be processing your personal data in your vital interests.

Where none of these lawful bases for processing apply and for most processing of Special Category data (i.e. sensitive data such as information about race, ethnic origin, politics, religion, trade union membership, health, sex life or sexual orientation) we will only process your personal data with your explicit, specific, informed and freely given consent (or for clients aged under 13 with the consent of a parent/guardian).  Consent can be withdrawn at any time and we will ensure you are given an easy way of doing this or you can email our Data Protection Officer at dataprotection@adviza.org.uk to withdraw your consent.

In some cases, we will process Special Category data:

● for the purposes of employment, social security and social protection law;
● to protect your vital interests where you are physically or legally incapable of giving consent;
● for the establishment, exercise or defence of legal claims; or
● for the purposes of preventive or occupational health, the assessment of the working capacity of an employee, medical diagnosis or the provision of health or social care or treatment.

Any processing of personal data relating to criminal convictions and offences will only be carried out under the control of official authority or when the processing is authorised by law.

People who use our Webchat services

We use a third-party provider, LivePerson, to supply and support our Webchat services, which we use to handle customer enquiries in real time. LivePerson’s privacy policy is available at: https://www.liveperson.com/policies/privacy

If you use Webchat we will collect your name, email address (optional) and the contents of your Webchat session. This information will generally be retained for 2 years but may be retained for longer in accordance with our Document Retention Policy (available on request) where we are required to do so by funders’ requirements or the law.  It will not be shared with any other organisations other than as specified in this Privacy Notice.

You can request a transcript of your Webchat session if you provide your email address at the start of your session or when prompted at the end.

Sharing with Public Authorities

We share personal data with public authorities or those exercising authority on their behalf, when required to do so by law or contractual obligations to them, usually in their capacity as Data Controller or to enable them to exercise their statutory duties.  Such authorities include the Education and Skills Funding Agency, the Department for Work and Pensions, Schools or a Local Authority.  You will be notified of any public authorities with whom we may share your personal data when you first engage with any of our services to which this applies.

All such authorities with whom we share personal data process that data in accordance with their own Privacy Notices, which they will issue to you when required to do so.

Use of data processors

The main data processors engaged in processing personal data on our behalf for this category of data subject are:

Cognisoft (YETI)

Cognisoft provide secure database services for us.  The database they provide is called YETI and is used to record, store and analyse the personal data we process in connection with the delivery of the National Careers Service.  Cognisoft’s Privacy Notice is available at https://www.cognisoft.co.uk/about_cognisoft/privacy/

Cvision (IYSS)

Cvision provide secure database services for us.  The database they provide is called IYSS and is used to record, store and analyse the personal data we process in connection with the delivery of information, advice and guidance services to young people.  Cvision’s Privacy Notice is available at http://cvision.ltd/privacy-policy/

Salesforce

Saleforce provide secure database services for us.  The database they provide is used to record, store and analyse the personal data we process in connection with the delivery of counselling services.  Salesforce’s Privacy notice is available at https://www.salesforce.com/uk/company/privacy/

Morrisby Careers Guidance Platform

After either completing a serious of questions online or a paper version, the information gathered is analysed against hundreds of possible career options. A report is generated and this information is analysed and forms part of a discussion with you around next steps and options. Your answers to the questions are recorded and stored by Morrisby (whose Privacy Notice is available at https://www.morrisby.com/privacy) and supplied to us.

Subcontractors

As part of our commitment to providing the best service to our clients, we work closely with many partners and sub-contractors who provide a wide range of services and support to those clients in accordance with the requirements of our funders.  You will be notified of any subcontractors or partners with whom we may share your personal data when you first engage with any of our services to which this applies.

We carry out robust due diligence to ensure that your data is kept safe and secure and is only processed in accordance with the requirements of the data controller which may be Adviza or another organisation such as: the Education and Skills Funding Agency, the Department for Work and Pensions or a Local Authority.

All subcontractors and partners with whom we share personal data process that data in accordance with this Privacy Notice (as Data Processors) or will issue you with their own Privacy Notice when we share your personal data with them.

Survey Monkey

From time to time we use Survey Monkey to conduct surveys and gather feedback from clients.  They will, therefore, process any personal data provided by us to enable surveys to be sent out or by you in response to a survey.  Survey Monkey’s Privacy Notice is available at https://www.surveymonkey.com/mp/legal/privacy-policy/?ut_source=footer

Personal information gathered in this way will generally be retained by us for 2 years after you withdraw your consent but may be retained for longer in accordance with our Document Retention Policy (available on request) where we are required to do so by funders’ requirements or the law.
 

Appendix C: Marketing

What information do we collect?

We may collect, store and use the following kinds of personal information:

● information about your computer and about your visits to and use of our online services (including your IP address, geographical location, browser type and version, operating system, referral source, length of visit, page views and online services navigation);
● information that you provide to us for the purpose of registering with us (including your name, email address and telephone number);
● information that you provide to us for the purpose of contacting us, e.g. through a contact form (including your name, email address and telephone number); and
● information that you provide to us for the purpose of subscribing to our information services and/or newsletters (including your email address).

What is the legal basis for processing your personal data?

We provide people with information about special features of our website, our services and any other information we think may be of interest to them.  We process personal data for these purposes only with your explicit, specific, informed and freely given consent (or for clients aged under 13 with the consent of a parent/guardian).

If you agree to us providing you with marketing information, you can always withdraw your consent at any time by clicking the unsubscribe link in the footer of any email you receive from us or by contacting us at marketing@adviza.org.uk.

We will not use your personal information for marketing purposes if you have indicated that you do not wish to be contacted by us for such purposes. However, we will retain your details on a suppression list to help ensure that we do not continue to contact you.

Use of data processors

Campaign Monitor

We use a third-party provider Campaign Monitor to deliver some of our newsletters and marketing communications. We gather statistics around email opening and clicks using industry standard technologies including clear gifs to help us monitor and improve our e-newsletter. For more information, please see Campaign Monitor’s https://www.campaignmonitor.com/policies/

Personal information used for marketing purposes will generally be retained by us for 2 years after you withdraw your consent but may be retained for longer in accordance with our Document Retention Policy (available on request) where we are required to do so by funders’ requirements or the law.

People who contact us via social media

We use a third-party provider, Hootsuite to manage our social media interactions via our Facebook, Twitter and LinkedIn channels.

If you send us a private or direct message via social media the message will be stored on Hootsuite and the social media channel used for 12 months. It will not be shared with any other organisations.

People who call us

When you call Adviza we collect Calling Line Identification (CLI) information.

We also offer a translation service for customers when English is not their first language, this is provided by a third-party company. The company that provides this service does not retain any information from the calls or record them.

People who email us

We can encrypt and protect email traffic. If not encrypted you should be aware that any emails we send or receive may not be protected in transit.

We will also monitor any emails sent to us, including file attachments, for viruses or malicious software. Please be aware that you have a responsibility to ensure that any email you send is within the bounds of the law.

People who use our Webchat service

We use a third-party provider, LivePerson, to supply and support our Webchat services, which we use to handle customer enquiries in real time.

If you use Webchat we will collect your name, email address (optional) and the contents of your Webchat session. This information will generally be retained for 2 years but may be retained for longer in accordance with our Document Retention Policy (available on request) where we are required to do so by funders’ requirements or the law.  It will not be shared with any other organisations other than as specified in this Privacy Notice.

You can request a transcript of your Webchat session if you provide your email address at the start of your session or when prompted at the end.

Survey Monkey

From time to time, we use Survey Monkey to conduct surveys and gather feedback from data subjects.  They will, therefore, process any personal data provided by us to enable surveys to be sent out or by the data subject in response to a survey.  Survey Monkey’s Privacy Notice is available at https://www.surveymonkey.com/mp/legal/privacy-policy/?ut_source=footer

Personal information gathered in this way will generally be retained by us for 2 years after you withdraw your consent but may be retained for longer in accordance with our Document Retention Policy (available on request) where we are required to do so by funders’ requirements or the law.
 

Appendix D: People who make a complaint or enquiry to us


What information do we collect?

When we receive a complaint from a person we make up a file containing the details of the complaint. This normally contains the identity of the complainant and any other individuals involved in the complaint.

We will only use the personal information we collect to process the complaint and to check on the level of service we provide. We do compile statistics showing information like the number of complaints we receive, but not in a form which identifies anyone.

We usually have to disclose the complainant’s identity to whoever the complaint is about. This is inevitable where, for example, the accuracy of a person’s record is in dispute. If a complainant does not want information identifying him or her to be disclosed, we will try to respect that. However, it may not be possible to handle a complaint on an anonymous basis.

We will keep personal information contained in complaint files in line with our retention policy. This means that information relating to a complaint will be retained for 7 years from closure. It will be retained in a secure environment and access to it will be restricted according to the ‘need to know’ principle.

Similarly, where enquiries are submitted to us we will only use the information supplied to us to deal with the enquiry and any subsequent issues and to check on the level of service we provide.

What is the legal basis for processing your personal data?

We process personal data when dealing with complaints and enquiries to meet our and your legitimate interest in our being able to comply with your request and meet our obligations to you.
 

Appendix E: Job applicants, current and former Adviza employees


Adviza is the data controller for the information you provide during the process unless otherwise stated. If you have any queries about the process or how we handle your information please contact us at hr@adviza.org.uk

What will we do with the information you provide to us?

All of the information you provide during the process will only be used for the purpose of progressing your application, or to fulfil legal or regulatory requirements if necessary.

We will not share any of the information you provide during the recruitment process with any third parties for marketing purposes or store any of your information outside of the European Economic Area. The information you provide will be held securely by us and/or our data processors whether the information is in electronic or physical format.

We will use the contact details you provide to us to contact you to progress your application. We will use the other information you provide to assess your suitability for the role you have applied for.

What information do we ask for, and why?

We do not collect more information than we need to fulfil our stated purposes and will not retain it for longer than is necessary.

The information we ask for is used to assess your suitability for employment. You do not have to provide what we ask for but it might affect your application if you don’t.

Application stage

We will ask you for your personal details including name and contact details. We will also ask you about your previous experience, education, referees and for answers to questions relevant to the role you have applied for. Our recruitment team will have access to all of this information.

You will also be asked to provide equal opportunities information. This is not mandatory information – if you do not provide it, it will not affect your application. This information will not be made available to any staff outside of our recruitment team, including hiring managers, in a way which can identify you. Any information you provide, will be used only to produce and monitor equal opportunities statistics.

Shortlisting

Our hiring managers shortlist applications for interview and contact prospective candidates and are therefore provided with name and contact details. They will not be provided with your equal opportunities information if you have provided it.

Assessments

We might ask you to participate in assessment days; complete tests or occupational personality profile questionnaires; and/or to attend an interview – or a combination of these. Information will be generated by you and by us. For example, you might complete a written test or we might take interview notes. This information is held by Adviza.

If you are unsuccessful following assessment for the position you have applied for, we may ask if you would like your details to be retained in our talent pool for a period of 6 months. If you say yes, we may proactively contact you should any further suitable vacancies arise.

Conditional offer

If we make a conditional offer of employment, we will ask you for information so that we can carry out pre-employment checks. You must successfully complete pre-employment checks to progress to a final offer. We are required to confirm the identity of our staff, their right to work in the United Kingdom and seek assurance as to their trustworthiness, integrity and reliability.

You will therefore be required to provide:

● Proof of your identity – you will be asked to attend our office with original documents, we will take copies
● Proof of your qualifications – you will be asked to attend our office with original documents, we will take copies
● You may be asked to complete a criminal records declaration to declare any unspent convictions.We will provide your name and email address to GBG Disclosures who will contact you to complete an application for an appropriate Criminal Record check via the Disclosure and Barring Service, which will verify your declaration of unspent convictions
● We will contact your referees, using the details you provide in your application, directly to obtain references
● We will also ask you to complete a questionnaire about your health. This is to establish your fitness to work. This is done through a data processor (please see below).

If we make a final offer, we will also ask you for the following:

● Bank details – to process salary payments
● Emergency contact details – so we know who to contact in case you have an emergency at work
● Pension information - so we can enrol you in the appropriate pension scheme.

How long is the information retained for?

If you are successful, the information you provide during the application process will be retained by us as part of your employee file for the duration of your employment plus 6 years following the end of your employment. This includes your criminal records declaration, fitness to work, records of any security checks and references.

If you are unsuccessful at any stage of the process, the information you have provided until that point will be retained for 6 months from the closure of the campaign.

Information generated throughout the assessment process, for example interview notes, is retained by us for 6 months following the closure of the campaign.

Equal opportunities information is retained for 6 months following the closure of the campaign whether you are successful or not.

How do we make decisions about recruitment?

Final recruitment decisions are made by hiring managers and members of our recruitment team. All of the information gathered during the application process is taken into account.

Online testing is marked and a result is generated automatically. However, if you wish to challenge the mark you have received, the result can be checked manually.

You are able to ask about decisions made about your application by speaking to your contact within our recruitment team or by emailing hr@adviza.org.uk

Secondments

We also offer opportunities for people to come and work with us on a secondment basis. We accept applications from individuals or from organisations who think they could benefit from their staff working with us.

Applications are sent directly to the ICO. Once we have considered your application, if we are interested in speaking to you further, we will contact you using the details you provided.

We might ask you to provide more information about your skills and experience or invite you to an interview.

If we do not have any suitable work at the time, we will let you know but we might ask you if you would like us to retain your application so that we can proactively contact you about possible opportunities in the future. If you say yes, we will keep your application for 6 months.

What is the legal basis for processing your personal data?

We process personal data (including Special Category data) for this category of data subject for the purposes of:

carrying out obligations under employment, health and safety, social security or social protection law, or a collective agreement. Such protection and justification for processing also applies to personal data relating to our volunteers;
fulfilling our contractual obligations to the data subject as employer/volunteer manager; and
fulfilling our legal obligations.

Use of data processors/data sharing

The main data processors engaged in processing personal data on our behalf and third parties with whom we share data for this category of data subject are:

Cascade and Proactis

If you accept a final job offer from us, some of your personnel records will be held on our Cascade and Proactis databases which are external HR and finance records systems. Here is a link to their Privacy Notices: Cascade: https://www.cascadehr.co.uk/privacy-policy/ Proactis: http://www.proactis.com/Footer-Links/Privacy

RSM Payroll Services and pension administrators

If you are employed by Adviza, relevant details about you will be provided to RSM Payroll Services who provide payroll services to Adviza. This will include your name, bank details, address, date of birth, National Insurance Number and salary.

Likewise, your details will be provided to the administrators of the pension scheme into which you will be enrolled.  You will be auto-enrolled into the pension scheme and details provided to the relevant administrators will include your name, date of birth, National Insurance number and salary. Here is their privacy statement: https://www.rsmuk.com/privacy-and-cookies

GBG Disclosures

If you are required to have a Disclosure and Barring Service check (DBS) for your role with Adviza, your name and email address with be passed to GBG Disclosures, an umbrella body for the Disclosure and Barring Service. Here is a link to their privacy statement: https://www.onlinedisclosures.co.uk/legal/privacy-policy/

Sodexo

We use Sodexo to provide childcare vouchers for qualifying staff. Here is a link to their privacy statement: https://uk.sodexo.com/home/legal-privacy.html

Occupational Health

Occupational health assessments for current employees are carried out by Staywell Occupational Health.  Here is a link to their privacy statement: https://www.staywelloh.co.uk/privacy-policy

Public authorities

We provide data to Her Majesty’s Revenue and Customs and other public authorities as required by law.

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