You must read this notice and any other privacy notice provided on specific occasions when we are collecting or processing personal information about you so that you are aware of how and why we are using such information.
The Forces Employment Charity gathers and processes your personal information through this privacy notice in compliance with the relevant data protection regulations and laws. This notice provides the necessary information regarding your rights and our obligations and explains how, why, and when we process your data.
The Forces Employment Charity’s registered office is on the First Floor, Mountbarrow House, 12 Elizabeth Street, London SW1W 9RB. We are a ‘Registered Charity’ in England and Wales (1061212) and Scotland (SC039262). We are a company registered in England and Wales under company number (03270369). We are registered on the Information Commissioner’s Office Register; registration number (Z7498943) and act as the data controller and processor when processing your data. Our dedicated Data Protection Controller can be contacted at Forces Employment Charity Head Office, First Floor, Mountbarrow House, 12 Elizabeth Street, London SW1W 9RB; email [email protected]
We will comply with the data protection principles under the data protection legislation. This says that the personal information we hold about you must be:
The Forces Employment Charity processes your personal information to meet our legal, statutory and contractual obligations and to provide you with our services. We will never collect any unnecessary personal data from you and will not process your information in any way other than as specified in this notice.
The Forces Employment Charity wants to meet the aims set out in our Equity, Diversity, and Inclusion commitment. This includes not discriminating under the Equality Act 2010. Forces Employment Charity has introduced an equity and diversity questionnaire to help us maintain best practices and identify barriers.
The information on the questionnaire will be used for evaluation purposes only to ensure we meet our Equity and Diversity Policy. We will play no part in the registration or service delivery.
This information will include Special Category Data and is optional. The information we will collect will be:
The analysis intends to establish if there are different success rates between genders, people of other sexual orientations, ages, different ethnic backgrounds or faiths, and people with disabilities. If there are differences in these areas, it will enable action to be taken to ensure that no group is mistreated.
All questions are optional. You are not obliged to answer any of these questions, but the more information you supply, our evaluation will be more effective. All information provided will be treated in the strictest confidence.
With the help of feedback from our community groups, beneficiaries, and staff, we will continue to develop arrangements to review and evaluate the effectiveness of our employment and service delivery policies. If our evaluation reveals any policy gaps, we will take necessary action.
The Forces Employment Charity takes your privacy very seriously. She will never disclose or share your data outside our Partners listed in this notice without your consent unless required by law. We only retain your data for as long as necessary and for the purposes specified in this notice. Where you have consented to us providing you with marketing, you can withdraw this consent anytime.
The purposes and reasons for processing your data are detailed below:
The law requires us to tell you about your rights and our obligations to you regarding the processing and controlling your data. We do this now by requesting you read the information provided at ICO
You have the right to access any personal information that the Forces Employment Charity processes about you and to request information about:
Suppose you believe that we hold any incomplete or inaccurate data about you. In that case, you have the right to ask us to correct and complete the information, and we will strive to do so as quickly as possible unless there is a valid reason for not doing so, at which point you will be notified.
You also have the right to request the erasure of your personal data or to restrict processing (where applicable) in accordance with the data protection laws and to object to any direct marketing from us. Where applicable, you have the right to data portability of your information and be informed about any automated decision-making we may use (currently, Forces Employment Charity does not use any automated decision-making processes).
If we receive a request from you to exercise any of the above rights, we will ask you to verify your identity before acting on the request to ensure that your data is protected and kept secure.
We do not share or disclose your personal information without your consent other than for the purposes specified in this notice or where there is a legal requirement. The Forces Employment Charity uses third parties (partners) to provide and enhance our services and business functions; however, all processors acting on our behalf only process your data by instructions from us and comply fully with this privacy notice, the data protection laws and any other appropriate confidentiality and security measures.
We only share your data with recognised partners appropriate to your specific support programme. Our partners may include those listed below, but there is a broader support network that we may work with to support individual cases. We will keep you informed of partners linked within your specific programme:
An employer registered on Rightjob – to support your job searching activities, we will only share information you have consented to share with vetted employers.
Training providers – to support your job searching activities, we will only share information you have consented to share.
The Forces Employment Charity takes your privacy seriously and takes every reasonable measure and precaution to protect and secure your data. We work hard to protect you and your information from unauthorised access, alteration, disclosure, or destruction and have several layers of security measures in place, including:
Your data will be stored in a secure Information Technology system. We have implemented appropriate security measures to prevent your personal information from being accidentally lost, used or accessed unauthorised, altered or disclosed.
The Forces Employment Charity contracts a small number of suppliers to assist in ensuring your data is stored securely. All contractors meet the UK GDPR and the Data Protection Act 2018.
You are not obligated to provide your personal information to The Forces Employment Charity; however, as this information is required to provide you with our services and legitimate interests, we cannot offer some/all our services without it.
As noted in this notice’s ‘How We Use Your Personal Data’ section, we occasionally process your personal information under the legitimate interest’s legal basis. Where this is the case, we have carried out a thorough Legitimate Interests Assessment (LIA) to ensure that we have weighed your interests and any risk posed to you against our interests, ensuring that they are proportionate and appropriate.
The Forces Employment Charity only retains personal information for as long as necessary, and we have strict review and retention policies to meet these obligations. Under UK tax law, we must keep your primary personal data (name, address, and contact details) for at least six years plus the current year.
Where you have consented to us using your details for direct marketing, we will keep such data until you notify us otherwise and withdraw your consent.
We will only use your personal information for the purposes we collected it unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If we need to use your personal information for an unrelated or new purpose, we will notify you and explain the legal basis that allows us to do so.
Owing to the provision requirements of some of our more specialised services, the Forces Employment Charity sometimes needs to process sensitive personal information (known as particular category data) about you, such as information about your health. Where we collect such information, we will only request and process the minimum necessary for the specified purpose and identify a compliant legal basis.
We do not need your consent if we use special categories of your personal information for the reasons outlined above:
In limited circumstances, we will request your written consent to process specific susceptible data if needed. If we do so, we will provide you with full details of the information we would like and why we need it so that you can carefully consider whether you wish to consent. You should be aware that it is not a condition of your contract with us that you agree to any request for consent from us.
We will only use information relating to criminal convictions or alleged criminal behaviour where the law requires us to do so. This can arise when we must comply with the law or for another reason where there is a substantial public interest in us doing so.
Less commonly, we will, if necessary, use information relating to criminal convictions or alleged criminal behaviour where it is needed about legal claims, where it is required to protect your interests or someone else’s interests, and you are not capable of giving your consent, or where you have already made the information public.
We will only collect information about criminal convictions or allegations of criminal behaviour where appropriate, given the nature of the role and where we can legally do so. Where applicable, we will collect information about criminal convictions/allegations as part of the specific programme or if you are notified of such information directly while on one of our programmes.
We will collect your details, including but not limited to your name and contact details (together with your e-mail address) and other relevant information from your Curriculum Vitae (“CV”). On occasion, this will also include sensitive personal information such as details of criminal convictions and ethnic origin. When we receive your details and CV electronically, this may be through a direct application on our website or an application you have made through a third-party job board.
We will likely obtain further personal information about you during our relationship with you. This information will be accepted from you directly.
Our standard terms of business state that we retain applicant data such as CVs, interview notes and particular category data (information on criminal convictions, biometric data, etc.) for the specific role you apply for and that, as controllers of your data, you will inform you if we plan to retain your CV on file to notify you about potential future roles.
We will hold or store your personal information for six months once the position has been successfully filled.
The personal information we hold about you must be accurate and current. Please let us know if your information changes during your time with us.
The Forces Employment Charity only processes your personal information in compliance with this privacy notice and relevant data protection laws. If, however, you wish to raise a complaint regarding processing your personal data or are unsatisfied with how we have handled your information, you have the right to lodge a complaint with the supervisory authority.
The Forces Employment Charity
Data Protection Controller
First Floor, Mountbarrow House
12 Elizabeth Street
London SW1W 9RB
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Tel: 0303 123 1113 (local rate) or 01625 545 745 (National Rate)
Fax: 01625 524 510
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We may update this privacy notice from time to time as necessary. The terms that apply to you are those posted here on our website on the day you use our website. We advise you to print a copy for your records.
If you have any questions regarding our privacy policy, please get in touch with us by email: [email protected]
March 2024
