It is important that you read this notice, together with any other privacy notice that is 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 gather and process your personal information in accordance with this privacy notice and in compliance with the relevant data protection Regulation and laws. This notice provides you with the necessary information regarding your rights and our obligations and explains how, why, and when we process your personal data.
The Forces Employment Charity’s registered office is 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 data processor when processing your data. We have a dedicated Data Protection Controller who 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 do not process your information in any way, other than as specified in this notice.
The personal data that we collect is:
We collect information in the following ways:
Equity, Diversity, and Inclusion Questionnaire
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 that is intended to help us maintain best practice and identify barriers.
The information on the questionnaire will be used for evaluation purposes only to ensure we are meeting our Equity and Diversity Policy and 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 intention of analysis is to establish if there are different success rates between genders, people of different 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 treated unfairly.
All questions are optional. You are not obliged to answer any of these questions but the more information you supply, the more effective our evaluation will be. All information supplied 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 gaps in our policies, we will take necessary action.
The Forces Employment Charity takes your privacy very seriously and will never disclose or share your data outside our Partners listed in this notice without your consent unless required to do so 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 are free to withdraw this consent at any time. The purposes and reasons for processing your personal data are detailed below:
The law requires us to tell you about your rights and our obligations to you regarding the processing and control of your personal data. We do this now by requesting you read the information provided at www.knowyourprivacyrights.org.
You have the right to access any personal information that the Forces Employment Charity processes about you and to request information about:
If you believe that we hold any incomplete or inaccurate data about you, you have the right to ask us to correct and/or 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; as well as to object to any direct marketing from us. Where applicable, you have the right to data portability of your information and the right to 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; this is to ensure that your data is protected and kept secure.
We do not share or disclose any of 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 in accordance with 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 that are appropriate to your specific support programme. Our partners may include those listed below, but there is a wider support network that we may work with to support individual cases. We will keep you informed of partners linked within your specific programme:
Contract Partners
Other Partners and Organisations we work with:
Employers and Training Provided
The Forces Employment Charity takes your privacy seriously and takes every reasonable measure and precaution to protect and secure your personal 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 personal data will be stored in a secure Information Technology system. 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.
Contracted Supplier
The Forces Employment Charity contracts a small number of suppliers to assist in ensuring your personal data is stored securely. All contractors meet GDPR, Data Protection Act 2018 and IS0 27001 requirements.
You are not obligated to provide your personal information to The Forces Employment Charity, however, as this information is required for us to provide you with our services and legitimate interests, we will not be able to offer some/all of our services without it.
As noted in the ‘How We Use Your Personal Data’ section of this notice, we occasionally process your personal information under the legitimate interests 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 own interests; ensuring that they are proportionate and appropriate.
The Forces Employment Charity only ever retains personal information for as long as is necessary and we have strict review and retention policies in place to meet these obligations. We are required under UK tax law to keep your basic personal data (name, address, contact details) for a minimum of 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/or withdraw your consent.
We will only use your personal information for the purposes for which 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 we will explain the legal basis which 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 special category data) about you; for example, 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 for doing so.
We do not need your consent if we use special categories of your personal information in accordance with our reasons outlined above:
In limited circumstances, if the need arises, we will approach you for your written consent to allow us to process certain particularly sensitive data. If we do so, we will provide you with full details of the information that we would like and the reason 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 it is necessary for us to 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 necessary in relation to legal claims, where it is necessary 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 it is appropriate given the nature of the role and where we are legally able to do so. Where appropriate, we will collect information about criminal convictions/allegations as part of the specific programme or if we are notified of such information directly by you while you are on one of our programmes.
We will collect your personal 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 that 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 obtained from you directly.
Our standard terms of business state that we retain applicant data such as CVs, interview notes and special category data (information on criminal convictions, biometric data etc.) for the purposes of the specific role you apply for and that, as controllers of your data, you will be inform you if we plan to retain your CV on file to notify you about potential future roles.
The length of time we will hold or store your personal information is for six months once the position has been successfully filled.
It is important that the personal information we hold about you is accurate and current. Please keep us informed if your personal information changes during your time with us.
The Forces Employment Charity only processes your personal information in compliance with this privacy notice and in accordance with the relevant data protection laws. If, however, you wish to raise a complaint regarding the processing of 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 contact us by email: [email protected]
September 2023
