Privacy Statement

Last updated: June 2023

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We are committed to keeping your Personal Information safe and confidential both online and offline. Please take time to read through this Privacy Statement to ensure you are aware of how we obtain and use your information and how we keep it safe.

Key points to note

* This Privacy Statement will apply to your use of our Websites, our Company mobile apps and services which are operated by Change Agents UK of Oakham Station, Station Approach, Oakham, Rutland, LE15 6QT (“Company”). It will also apply when we provide services to you over the phone or in person (e.g. when you contact us to discuss a role or one of our recruitment services) or otherwise engage with us.

* When you use our Website, our apps, request services from us (such as applying for a role) or otherwise engage with us we may collect Personal Information from you. This Privacy Statement explains what Personal Information we collect and how we will only process this information (i) to provide our services to you, (ii) to comply with our legal obligations, (iii) for the purposes of our legitimate business interests (namely to analyse the use of our Website and/or our apps and services to continually improve our business and your customer experience) or (iv) where we otherwise have your consent.

* You can ask us to stop using some of your Personal Information at any time and have the right to ask us to delete some of the Personal Information that we hold about you. Just contact us at contact@changeagents.org.uk. [You can also use this email address if you have any questions about this Privacy Statement.]

 

1. COMPANY STATEMENT

We will only use information from which you can be identified, such as your name, contact details, employment history and ID data ("Personal Information") which is provided to us, or otherwise obtained by us, as set out in this Privacy Statement. We will ensure that your Personal Information is handled in accordance with the "Data Protection Legislation" (meaning any law applicable from time to time relating to the processing of Personal Information and/or privacy, as in force at the date of this Agreement or as re-enacted, applied, amended, superseded, repealed or consolidated, including without limitation, the UK Data Protection Act 1998, the Data Protection act 2018, and the Privacy and Electronic Communications (EC Directive) Regulations 2003, in each case including any legally binding regulations, direction and orders issued from time to time under or in connection with any such law).

By visiting and/or contacting us (or otherwise engaging with us), you acknowledge that we may collect, use and transfer your Personal Information as set out in this Privacy Statement. Change Agents UK reserves the right to change this Privacy Statement from time to time and you should therefore check this page frequently to ensure that you are happy with any changes.

In this Privacy Statement, "Company", "we", "us" and "our", refer to Change Agents UK Group, comprising Change Agents UK Charity (company registration number 5128833) and Change Agents UK Trading Ltd (6482166), both registered in the United Kingdom with registered address Oakham Station, Station Approach, Oakham, Rutland, LE15 6QT.

For the purposes of the Data Protection Legislation, we are deemed to be the "data controller" in respect of any Personal Information that you provide to us in connection with the operation of our business or which we otherwise obtain about you. Where you provide us with Personal Information to be shared with a third party who will provide services directly to you (for example an activity provider), they shall also be a data controller of that information and you should review their own privacy statement for details as to how they will handle your Personal Information.

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2. PERSONAL INFORMATION THAT WE COLLECT FROM YOU

When you engage with us (e.g. registering with us, sending us emails, contacting us via telephone or visiting, making an enquiry through the Website and/or our apps or on one of our sites, through social media or our live chat system), you may provide Personal Information about yourself including your name and contact details (e.g. your address, email address and telephone number) and your job title and CV where you apply for a role with us or want to discuss a role or opportunity.

From time to time, you may also provide us with information regarding your personal or professional interests, demographics, experiences with our services, products or other services and contact preferences in order to provide you with further correspondence about our services, or other services. We may collect this information in a number of ways such as: online data capture forms, when you register or manage your online account and update your account preferences, when you submit an application or register a job vacancy.

If you consider requesting any other form of service from us, you may also provide us with your name, contact details (telephone, mail and e-mail addresses), ID data, employment and education history and various other necessary Personal Information.

Where you apply for a job with us, we may collect from you and third parties (where relevant) additional Personal Information such as your CV, any references and covering letter information. Unless you ask us not to, we will keep such information on file for future opportunities or because we need to retain such information for compliance with our legal obligations. If you ask us not to keep your Personal Information, we will only retain this Personal Information for as long as is reasonably necessary to process your application.

 

3. PERSONAL INFORMATION THAT WE RECEIVE FROM OTHER SOURCES

We may receive information from third parties who collect Personal Information from you and pass it on to us. For example, our staff may give us emergency contacts' information as part of our emergency scenario planning and details of their dependents and of other people in relation to their employee benefits arrangements. Where this is the case the third party is responsible for ensuring that you are aware of this policy and that you are happy with the way in which your Personal Information will be used.

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4. WHOSE DATA ARE WE HOLDING AND HOW DO WE USE PERSONAL INFORMATION?

We will hold Personal Information relating to: (i) our own staff, (ii) people connected with our staff (e.g. the people whose contact information our staff give us for emergency purposes), (iii) job applicants and others who are interested in receiving our recruitment and other services and (iv) our general business contacts and the employees of our business contacts (for example our suppliers and the businesses who engage us to provide recruitment services, and (v) visitors to our website and subscribers to our email newsletters.

We will only use your Personal Information in order to (a) deliver the services and information that you request from us and correspond with you in relation to their provision, (b) provide support to you in respect of these services, (c) improve our Website and/or our apps and services, (d) comply with our own legal obligations, (e) perform internal business processes and (f) where relevant, process your application for employment.

4.1 Improve our services

We may use your Personal Information to analyse your purchasing preferences and to ensure that the content, services and advertising that we offer are tailored to your needs and interests or to ensure that content from our Website is presented in the most effective manner for you and for your computer, including monitoring customer traffic patterns and website usage to help us improve the design and layout of our website and provide content that is of interest to you, and to improve the services which we offer to customers.

4.2 Market Research

From time to time we (or a third party on our behalf) may contact you to ask you about your experience with Company. We use this information to improve our services so we can provide you and other with the best standard of service. You may opt-out of receiving these communications at any time.

4.3 Marketing Communications and Newsletters

If you ask us to find a role for you and/or otherwise liaise with us in relation to our recruitment service, we may also use your Personal Information to send you our newsletters and generally keep in touch with you about how your role is progressing and/or whether there are new opportunities that you might be interested in. Please use the unsubscribe link on our emails or email us at contact@changeagents.org.uk if you want to stop hearing from us.

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5. SENSITIVE PERSONAL INFORMATION

If you wish, you may provide us with some special categories of Personal Information "Sensitive Personal Information" in order for us to provide you with a better standard of service. For example, if you have restricted mobility and you will need adjustments to be made at an interview – this may reveal details about your mental or physical health or condition. The provision of this information is entirely voluntary and where you provide such information to us, by ticking the relevant tick-box online or via email or telephone, you consent to our processing of this Sensitive Personal Information so that we can better provide the services you have requested. We shall endeavour to only process this information to the extent strictly necessary and we will only use this information for the purposes for which you provided it to us.

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6. YOUR RIGHTS

If you change your mind at any time and decide you do not wish to receive communications from Change Agents UK (including our job alerts, marketing or market research communications), you can unsubscribe by clicking on the 'unsubscribe' link at the bottom of any emails you receive from us, or by emailing us at contact@changeagents.org.uk.

You are entitled to know what Personal Information we hold about you and how that information is processed. If you would like a copy of the Personal Information we hold about you, please contact us at contact@changeagents.org.uk.

You have the right to request that we correct any Personal Information that we are holding about you that is incorrect or incomplete. You also have the right to ask us to erase or stop processing any Personal Information we have about you where there is no longer a legal ground for us to hold it and, in some circumstances, you have the right to request that we transfer any information we hold about you to a third party. If you wish to exercise any of these rights, please email us at contact@changeagents.org.uk. We will promptly correct any information found to be incorrect.

You may also have similar rights with our third party partners and you should consult their privacy statements or policies and/or contact them for further information.

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7. SECURITY AND HOW LONG WE RETAIN YOUR PERSONAL INFORMATION

We employ security measures to protect your Personal Information from access by unauthorised persons and against unlawful processing, accidental loss, destruction and damage. Unless otherwise instructed by you, we will retain your Personal Information for only as long as we require for the purposes for which it was collected. Once the relevant purpose has been satisfied, we will securely delete or anonymise your Personal Information unless we are required to retain a copy of such information under applicable law.

Please note, that the transmission of information via the internet is not completely secure and, although we will take steps to protect your Personal Information, we cannot guarantee the security of your Personal Information transmitted via the Website and/or our apps – any transmission is therefore at your own risk.

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8. THIRD PARTIES

We may share your Personal Information with third parties where you have given us your explicit consent or it is necessary (i) for the performance of the services you have requested – for example we will need to share your Personal Information with potential employers in order to arrange interviews, (ii) for us to comply with our legal obligations or (iii) for our legitimate business interests.

We may carry out criminal record checks on you or receive information about such checks as part of your placement or application for a role and we may need to share this with your potential employers. These measures are taken for the purpose of the legitimate interests of your future employer(s) and/or for the purpose of compliance with law.

If we (or any part of us) enter into a joint venture or are sold, transferred to or merged with another business entity or if our business structure changes, your Personal Information may be disclosed to the new business partners or owners, so that they and we can continue to provide the services you have requested. Your Personal Information will still only be used in accordance with this Privacy Statement as in force from time to time.

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9. COOKIES

We use cookies on our website to enhance user experience and monitor site traffic. Cookies are used by nearly all websites and do not harm your system. Cookies are permanent, persistent or session. If you want to check or change what types of cookies you accept, this can usually be altered in your browser settings.

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10. LINKS TO THIRD PARTIES

Links from our site to external websites do not mean we endorse these websites. We advise you to read the privacy statement applicable to each third party site you visit and we will not accept any responsibility for or liability in respect of either the contents or your use of these third party sites.

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11. TRANSFERS OF YOUR PERSONAL INFORMATION OUTSIDE THE EEA

The Personal Information you provide to us will be transferred to and stored on our servers in [the UK] and we take steps to protect your Personal Information from unauthorised access and against unlawful processing, accidental loss, destruction and damage.

In processing your Personal Information, it may be necessary for us to transfer your Personal Information outside the European Economic Area ("EEA"). It may also be accessed by staff operating outside the EEA who work for one of our suppliers. This includes staff engaged in, among other things, the provision of support services. We will take all steps reasonably necessary to ensure that your Personal Information is treated securely and in accordance with this Privacy Statement and the Data Protection Legislation when it is processed in, or otherwise accessed from, a location outside the EEA. This means that we will only transfer your Personal Information to third parties outside the

EEA if that third party (a) is situated in a country that has been confirmed by the European Commission to provide adequate protection to Personal Information, (b) has agreed (by way of written contract incorporating the "model clauses" as approved by the European Commission or by some other form of data transfer mechanism approved by the European Commission) to provide all protections to your Personal Information as required by the Data Protection Legislation or (c) we have your explicit consent to do so. Where any transfer takes place under a written contract, you have the right to request a copy of that contract and may do so by contacting us at contact@changeagents.org.uk. For the avoidance of doubt, in the event that the UK is no longer a part of the EEA, references in this Privacy Statement to the EEA shall mean the EEA and the UK.

By submitting your Personal Information to us, you acknowledge this transfer, storing or processing of your Personal Information.

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12. COMPLAINTS

Should you have any queries or complaints in relation to how we use your Personal Information, please contact us at contact@changeagents.org.uk. Should you wish to take any complaints or queries further, you have the right to contact the Information Commissioner's Office regarding such issues.

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13. CHANGES TO THIS PRIVACY STATEMENT

We may change this Privacy Statement from time to time and any changes will be posted to this page on our Website [and, where appropriate, notified to you when you next access our Website or our apps, or otherwise request services from us] therefore you should continue to check this page to ensure you are happy with any changes. It is your responsibility to ensure you are happy with any revised terms and by continuing to use our Website and/or our apps, request services from us or otherwise engage with us, you will be deemed to have accepted any revised terms. If you choose to provide us with any Personal Information, then you can be assured that it will only be used in accordance with this Privacy Statement.

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14. CONTACT US

If you have any questions, please feel free to contact us by email at contact@changeagents.org.uk. Alternatively, you may call our team on 01572 723419, Monday to Friday: 9am to 5:30pm.