Policy key definitions:
Key principles of GDPR:
Processing of your personal data
Under the GDPR (General Data Protection Regulation) we control and / or process any personal information about you electronically using the following lawful bases.
Data retention period: We will continue to process your information under this basis until you withdraw consent, or it is determined your consent no longer exists. Normally this would be only for so long as is necessary for us to complete the checks.
In the case of criminal records checks we retain your data for up to nine months after your disclosure application has been submitted to the relevant authority as this includes the period in which you may challenge the information included on your Disclosure Certificate
Sharing your information: We do share your personal information with third parties, and they include the agencies referred to above for the processing of Criminal Records checks and the employers to whom you have given your consent for us to conduct the checks on their behalf.
In the case of checks completed by the Disclosure & Barring Service the individual who is the subject of the Disclosure Application is the only person to receive a copy of the Disclosure Certificate – we do not see the Disclosure information.
In the case of Disclosure applications submitted to Disclosure Scotland, including applications for membership of the Protection of Vulnerable Groups [PVG] Scheme, we do receive a copy of the Disclosure Certificate, which we forward under confidential cover to the employer who initiated the Disclosure Application.
Data retention period: We do not retain this information and will continue to process your information under this basis until you withdraw consent, or it is determined your consent no longer exists.
Sharing your information: We do share your personal information with third parties and they include your employer, as detailed above.
If, as determined by us, the lawful basis upon which we process your personal information changes, we will notify you about the change and any new lawful basis to be used if required. We shall stop processing your personal information if the lawful basis used is no longer relevant.
Your individual rights
Under the GDPR your rights are as follows. You can read more about your rights in details here;
You also have the right to complain to the ICO [www.ico.org.uk] if you feel there is a problem with the way we are handling your data.
We handle subject access requests in accordance with the GDPR.
Some cookies are required to enjoy and use the full functionality of this website.
Cookies that we use are;
Data security and protection
We ensure the security of any personal information we hold by using secure data storage technologies and precise procedures in how we store, access and manage that information. Our methods meet the GDPR compliance requirement.
Fair & Transparent Privacy Explained
We have provided some further explanations about user privacy and the way we use this website to help promote a transparent and honest user privacy methodology.
Email marketing messages & subscription
Under the GDPR we use the consent lawful basis for anyone subscribing to our newsletter or marketing mailing list. We only collect certain data about you, as detailed in the “Processing of your personal data” above. Any email marketing messages we send are done so through an EMS, email marketing service provider. An EMS is a third party service provider of software / applications that allows marketers to send out email marketing campaigns to a list of users.
Email marketing messages that we send may contain tracking beacons / tracked clickable links or similar server technologies in order to track subscriber activity within email marketing messages. Where used, such marketing messages may record a range of data such as; times, dates, I.P addresses, opens, clicks, forwards, geographic and demographic data. Such data, within its limitations will show the activity each subscriber made for that email campaign.
Any email marketing messages we send are in accordance with the GDPR and the PECR. We provide you with an easy method to withdraw your consent (unsubscribe) or manage your preferences / the information we hold about you at any time. See any marketing messages for instructions on how to unsubscribe or manage your preferences, you can also unsubscribe from all MailChimp lists, by following this link, otherwise contact the EMS provider.
Our EMS provider is; Mailchimp. We hold the following information about you within our EMS system;