Privacy statement for work experience and volunteers
Purpose of our privacy statement
1.1 Under the Data Protection Act 2018 and the General Data Protection Regulation, we are required to explain to you why we are asking for this information about you, how we intend to use the information you provide, and whether we will share this with anyone else.
Who are we?
2.1 This Privacy Policy governs the collection, storage and use of personal information collected by IST Resourcing Ltd, a company incorporated in England and Wales with registered company number 14771434 with its registered offices located at Suite 104, 44-60 Richardshaw Lane, LS28 7UR (IST Resourcing, we or us).
Our Data Protection Officer
3.1 Our Data Protection Officer is responsible for overseeing what we do with your information and monitoring our compliance with data protection laws.
3.2 If you have any concerns or questions about our use of your personal data, you can contact our Data Protection Officer by writing to The Data Protection Officer, IST Resourcing Ltd, 44-60 Richardshaw Lane, LS28 7UR or emailing dataprotection@istresourcing.com
Why are we collecting your information?
4.1 The information that you provide to us, in any correspondence you submit during the course of your application to join us as a volunteer or on a work placement, is required by IST in order for us to process your application appropriately and in line with current legislation. Without this information, we will not be able to consider your application.
What information are we collecting?
5.1 The only information we are collecting about you is the information you provide to us during the course of your application to join IST. This information may also be provided to IST via a third party (e.g., charities and other organisations that help people into work).
5.2 Some of the information we collect will be special categories of personal data (also called sensitive personal data), which includes information about your health and racial or ethnic origin.
What we are going to do with your information
6.1 The information you provide to us will be used for the following purposes
6.1.1 It will be stored and used by us in accordance with this privacy statement and also in accordance with your rights under the Data Protection Act 1998 and the General Data Protection Regulation;
6.1.2 It will be collected and used by us fairly and openly for the purpose of processing your application;
6.1.3 It will allow us to communicate with you in the most appropriate way. For example, we can provide documents in large print if needed.
6.2 An understanding of your personal situation and individual needs will allow us to provide a tailored service that meets any physical or cultural needs you may have.
6.3 Some of the information we collect will be special categories of personal data (also called sensitive personal data), such as information about your ethnic background or any disability you may have. You need to be aware that we will use this information to ensure we deliver services in an appropriate manner. By providing us with this information, you consent to our use of this information for this purpose.
What is the legal basis for using your information?
7.1 Sharing your information
Regulators and other legal obligations
7.1.3 We may also be required to share your information with our regulators who are permitted access to this information by law and with other organisations where we have a legal obligation to share the information with them.
Other organisations
7.1.4 We may from time to time share your information with other organisations, such as:
- Organisations that help people find and retain work with support.
Data processors and transfers
7.1.5 To facilitate the delivery of services to you, information is shared with the following categories of data processors who process information on IST’s behalf:
- HR platform system support
- Digital right to work check system
7.1.6 We use a third-party processor, for technical IT support with our HR platform system who may transfer your data outside of the UK to the United States of America.
7.1.7 This transfer is made in accordance with Article 46 of the UK GDPR as we have ensured a similar degree of protection is afforded to it through our processor implementing an International Data Transfer Agreement.
7.1.8 For further information on the safeguards implemented, or to access a copy, please email dataprotection@istresourcing.com
Security of your information
8.1 The information you provide will be stored securely on our systems, and the paper-based documents you complete will be shredded. Our security measures and procedures reflect the seriousness with which we approach security and the value we attach to your information. 8.2 Only relevant members of staff will access the information you provide to us, and all staff are subject to duties of confidentiality.
Can we use your information for any other purpose?
9.1 In limited circumstances, we may use your information for a purpose other than those set out in this policy. If we intend to do so, we will provide you with information relating to that other purpose before using it for the new purpose.
Storing your information and deleting it
10.1 We will store the personal data you provide to us for as long as you remain a candidate. Once you are no longer a candidate of ours, we will review the information we hold concerning you and determine whether there are any reasons why we need to continue holding that information. Once the identified purpose comes to an end, unless there is another identifiable purpose for which it is necessary to hold on to your information, we will delete your information.
Your rights
11.1 In relation to the information which we hold about you, you are entitled to:
11.1.1 Ask us for access to the information;
11.1.2 Ask us to rectify the information where it is inaccurate or is incomplete;
11.1.3 Ask us to erase the information and take steps to ask others who we have shared your information with to also erase it;
11.1.4 Ask us to limit what we do with your information;
11.1.5 Object to our use of your information and ask us to stop that use;
11.1.6 Instruct us to provide you with the information we hold about you in a structured and commonly used format or transmit that information directly to another organisation (for example, if you want the information to be sent to another housing provider).
11.2 Our obligations to comply with the above rights are subject to certain exemptions.
11.3 Where we are using your information because you have provided your consent to that use, you are entitled to withdraw your consent at any time. The lawfulness of our use of your information before consent was withdrawn is not affected.
11.4 To exercise any of the rights referred to above, you should contact our Data Protection Officer by writing to The Data Protection Officer, IST Resourcing Ltd, 44-60 Richardshaw Lane, LS28 7UR or emailing dataprotection@istresourcing.com.
11.5 You also have the right to complain to the Information Commissioner’s Office (the “ICO”) if you are not satisfied with the way we use your information. You can contact the ICO by writing to Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.
