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GDPR STATEMENT

GDPR Statement

Minding the Gap – Privacy Information Notice for Partners & Participants

What is the purpose of this document?

Minding the Gap is committed to protecting the privacy and security of your personal information.

This privacy notice describes how we collect and use personal information about you during and after your working relationship/project involvement with us, in accordance with the General Data Protection Regulation (GDPR).

It applies to all partners, their employees whose data we will hold, and participants of Minding the Gap.

As part of the national Building Better Opportunities programme and therefore led by the Managing Authority – Department for Work and Pensions, Participant personal data collected for ESF and BBO programmes is covered within the DWP Privacy notice. This can be found at www.gov.uk/dwp/personal-information-charter

Community Action Suffolk (Lead partner), Realise Futures, Lapwing Suffolk, and Access Community Trust (Area Coordination Partners) are "data controllers". This means that we are responsible for deciding how we hold and use personal information about you. We are required under data protection legislation to notify you of the information contained in this privacy notice.

This notice applies to current and former employees of partner organisations and project participants. This notice does not form part of any contract of employment or other contract to provide services. Community Action Suffolk may update this notice at any time.

It is important that you read this notice, together with any other privacy notice we may provide 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.

Delivery partners of the Minding the Gap project are “Data Processors” on our behalf and will comply with this notice in their processing of employee and participant data.

Data protection principles

We will comply with data protection law. This says that the personal information we hold about you must be:

  • 1. Used lawfully, fairly and in a transparent way.

  • 2. Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes.

  • 3. Relevant to the purposes we have told you about and limited only to those purposes.

  • 4. Accurate and kept up to date.

  • 5. Kept only as long as necessary for the purposes we have told you about.

  • 6. Kept securely.

The kind of information we hold about you

Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).

There are "special categories" of more sensitive personal data which require a higher level of protection.

We may collect, store, and use the following categories of personal information about you:

  • • Personal contact details such as name, title, addresses, telephone numbers, and personal email addresses

  • • Date of birth

  • • Gender

  • • Marital status and dependants

  • • Next of kin and emergency contact information

  • • National Insurance number

  • • Bank account details, payroll records and tax status information

  • • Salary, annual leave, pension and benefits information

  • • Start date

  • • Location of employment or workplace

  • • Copy of identity documents – birth certificate, passport or driving licence

  • • Recruitment information (including copies of right to work documentation, references and other information included in a CV or cover letter or as part of the application process)

  • • Employment records (including job titles, work history, working hours, training records and professional memberships)

  • • Performance information

  • • Disciplinary and grievance information

  • • Information about your use of our information and communications systems

  • • Photographs

We may also collect, store and use the following "special categories" of more sensitive personal information:

  • • Information about your race or ethnicity, religious beliefs, sexual orientation and political opinions

  • • Information about your health, including any medical condition, health and sickness records

  • • Information about criminal convictions and offences

How is your personal information collected?

We typically collect personal information about employees, and participants through the application and recruitment process, either directly from participants, or from MTG partner organisations during the claim process. We may sometimes collect additional information from third parties including referral agencies.

We will collect additional personal information in the course of job-related or project activities throughout the period of you working with us.

How we will use information about you

We will only use your personal information when the law allows us to. Most commonly, we will use your personal information in the following circumstances:

  • 1. Where we need to perform the contract we have entered into with you.

  • 2. Where we need to comply with a legal obligation.

  • 3. Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.

We may also use your personal information in the following situations, which are likely to be rare:

  • 1. Where we need to protect your interests (or someone else's interests).

  • 2. Where it is needed in the public interest [or for official purposes].

Situations in which we will use your personal information

We need all the categories of information in the list above (see The kind of information we hold about you) primarily to allow us to perform our contract with you[*] and to enable us to comply with legal obligations[**]. In some cases we may use your personal information to pursue legitimate interests of our own or those of third parties[***], provided your interests and fundamental rights do not override those interests. The situations in which we will process your personal information are listed below. [We have indicated by [asterisks] the purpose or purposes for which we are processing or will process your personal information, as well as indicating which categories of data are involved.]

  • • Making a decision about your recruitment and appointment. *

  • • Making a decision about your eligibility for the project in accordance with the EU eligibility regulations. *,**

  • • Determining the terms on which you work for and with us. *,**

  • • Checking you are legally entitled to work in the UK. **

  • • Paying you salary and/or expenses and, if you are an employee, deducting tax and National Insurance contributions. *,**

  • • Administering the contract we have entered into with you. *,**

  • • Project management and planning, including accounting and auditing. **,***

  • • Conducting performance reviews, managing performance and determining performance requirements.*,**

  • • Gathering evidence for possible grievance or disciplinary hearings.*,**

  • • Making decisions about your continued engagement with the project.*,**

  • • Making arrangements for the termination of our working relationship.*,**,***

  • • Education, training and development requirements.*,**

  • • Dealing with legal disputes involving you, or other employees, workers and contractors, including incidents/accidents in project time.*,**,***

  • • Ascertaining your fitness to work/take part in activities.*,**

  • • Complying with health and safety obligations.*,**,***

  • • To prevent fraud.*,**,***

  • • To monitor your use of our information and communication systems to ensure compliance with our project policies.*,**

  • • To ensure network and information security, including preventing unauthorised access to our networks and electronic communications systems and preventing malicious software distribution.*,**,***

  • • To conduct data analytics studies to review and better understand participant retention, activity and results rates.*,**,***

  • • Equal opportunities monitoring.*,**,***

  • • To report back as required to the funding bodies with which we contract – Big Lottery Fund and DWP.*,**,***

Some of the above grounds for processing will overlap and there may be several grounds which justify our use of your personal information.

If you fail to provide personal information

If you fail to provide certain information when requested, we may not be able to perform the contract we have entered into with you (such as making your grant payment or providing activity), or we may be prevented from complying with our legal obligations (such as to ensure the health and safety of our project staff).

Change of purpose

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 purpose, we will notify you and we will explain the legal basis which allows us to do so.

Please note that we may process your personal information without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

How we use particularly sensitive personal information

"Special categories" of particularly sensitive personal information require higher levels of protection. We need to have further justification for collecting, storing and using this type of personal information. We may process special categories of personal information in the following circumstances:

  • 1. In limited circumstances, with your explicit written consent.

  • 2. Where we need to carry out our legal and contractual obligations and in line with our Data Protection Policy.

  • 3. Where it is needed in the public interest, such as for equal opportunities monitoring, and in line with our data protection policy.

  • 4. Where it is needed to assess your capacity on health grounds, subject to appropriate confidentiality safeguards.

Less commonly, we may process this type of information where it is needed in relation to legal claims or where it is needed 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 may also process such information about members or former members in the course of legitimate business activities with the appropriate safeguards.]

Our obligations as Minding the Gap partner organisations

We will use your particularly sensitive personal information in the following ways:

  • • We will use information about your physical or mental health, or disability status, to ensure your health and safety while taking part in the project and to assess your fitness to take part, to provide appropriate activity adjustments, and to monitor project absence that could lead to concern. We will also use this information to ensure meaningful equal opportunity monitoring and reporting.

  • • We will use information about your race or national or ethnic origin, religious, philosophical or moral beliefs, or your sexual life or sexual orientation, to ensure meaningful equal opportunity monitoring and reporting.

Do we need your consent?

We do not need your consent if we use special categories of your personal information in accordance with our written policy to carry out our legal obligations or exercise specific rights in the field of employment law. In limited circumstances, we may 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.

Information about criminal convictions

We may only use information relating to criminal convictions where the law allows us to do so. This will usually be where such processing is necessary to carry out our obligations and provided we do so in line with our data protection policy.

Less commonly, we may use information relating to criminal convictions 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 do not envisage that we will hold information about criminal convictions.

We will only collect information about criminal convictions if it is appropriate given the nature of the project and where we are legally able to do so. Where appropriate, we will collect information about criminal convictions as part of the ‘sign up’ process or we may be notified of such information directly by you in the course of you working with us. We will use information about criminal convictions and offences in the following ways:

  • • To determine the most appropriate course of activity for you while on the project and where necessary to safeguard other participants/MTG employees.

  • • As part of the recruitment process for those working with vulnerable children and young people (DBS checks will be carried out by the appropriate partner where applicable).

We are allowed to use your personal information in this way to carry out our safeguarding children and young people obligations.

Automated decision-making

Automated decision-making takes place when an electronic system uses personal information to make a decision without human intervention. We are allowed to use automated decision-making in the following circumstances:

  • 1. Where we have notified you of the decision and given you 21 days to request a reconsideration.

  • 2. Where it is necessary to perform the contract with you and appropriate measures are in place to safeguard your rights.

  • 3. In limited circumstances, with your explicit written consent and where appropriate measures are in place to safeguard your rights.

If we make an automated decision on the basis of any particularly sensitive personal information, we must have either your explicit written consent or it must be justified in the public interest, and we must also put in place appropriate measures to safeguard your rights.

You will not be subject to decisions that will have a significant impact on you based solely on automated decision-making, unless we have a lawful basis for doing so and we have notified you.

We do not envisage that any decisions will be taken about you using automated means, however we will notify you in writing if this position changes.

Data sharing

We may have to share your data with third parties, including third-party service providers and other entities in the group.

We require third parties to respect the security of your data and to treat it in accordance with the law.

We may transfer your personal information outside the EU.

If we do, you can expect a similar degree of protection in respect of your personal information.

Why might you share my personal information with third parties?

We may share your personal information with third parties where required by law, where it is necessary to administer the working relationship with you or where we have another legitimate interest in doing so.

Which third-party service providers process my personal information?

"Third parties" includes third-party service providers (including contractors and designated agents) and other entities within our group. The following activities are carried out by third-party service providers:

  • - Participant referrals

  • - Delivery of activities in which participants can take part should they wish

  • - Monitoring, data tracking and audit/compliance checking (Big Lottery Fund, DWP, European Commission)

  • - Monitoring and evaluation (RSM/Ecorys, Big Lottery Fund, Social Enterprise East of England)

How secure is my information with third-party service providers and other entities in our group?

All our third-party service providers and other entities in the group are required to take appropriate security measures to protect your personal information in line with our policies. We do not allow our third-party service providers to use your personal data for their own purposes. We only permit them to process your personal data for specified purposes and in accordance with our instructions.

When might you share my personal information with other entities in the group?

We will share your personal information with other entities in our group [as part of our regular reporting activities on project performance, in the context of project planning or a partner restructuring exercise, for system maintenance support and hosting of data, or for project evaluation/promotional activity with consent.

What about other third parties?

We may share your personal information with other third parties, for example in the context of project recruitment of new partner organisations. We may also need to share your personal information with a regulator or to otherwise comply with the law.

Data security

We have put in place measures to protect the security of your information. Details of these measures are available upon request.

Third parties will only process your personal information on our instructions and where they have agreed to treat the information confidentially and to keep it secure.

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. In addition, we limit access to your personal information to those employees, contractors and other third parties who have a business need to know. They will only process your personal information on our instructions and they are subject to a duty of confidentiality. Details of these measures may be obtained from the Director of Business Development at Community Action Suffolk.

We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.

Data retention

How long will you use my information for?

We will retain your information and all project information until January 2030 as required to do so by contractual arrangement with Big Lottery Fund.

Rights of access, correction, erasure, and restriction

Your duty to inform us of changes

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 working relationship with us.

Your rights in connection with personal information

Under certain circumstances, by law you have the right to:

  • Request access to your personal information (commonly known as a "data subject access request"). This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it.

  • Request correction of the personal information that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.

  • Request erasure of your personal information. This enables you to ask us to delete or remove personal information where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal information where you have exercised your right to object to processing (see below).

  • Object to processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal information for direct marketing purposes.

  • Request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of personal information about you, for example if you want us to establish its accuracy or the reason for processing it.

  • Request the transfer of your personal information to another party.

If you want to review, verify, correct or request erasure of your personal information, object to the processing of your personal data, or request that we transfer a copy of your personal information to another party, please contact the Director Business Development at Community Action Suffolk in writing.

No fee usually required

You will not have to pay a fee to access your personal information (or to exercise any of the other rights). However, we may charge a reasonable fee if your request for access is clearly unfounded or excessive. Alternatively, we may refuse to comply with the request in such circumstances.

What we may need from you

We may need to request specific information from you to help us confirm your identity and ensure your right to access the information (or to exercise any of your other rights). This is another appropriate security measure to ensure that personal information is not disclosed to any person who has no right to receive it.

Right to withdraw consent

In the limited circumstances where you may have provided your consent to the collection, processing and transfer of your personal information for a specific purpose, you have the right to withdraw your consent for that specific processing at any time. To withdraw your consent, please contact Director of Business Development at Community Action Suffolk. Once we have received notification that you have withdrawn your consent, we will no longer process your information for the purpose or purposes you originally agreed to, unless we have another legitimate basis for doing so in law.

Changes to this privacy notice

We reserve the right to update this privacy notice at any time, and we will provide you with a new privacy notice when we make any substantial updates. We may also notify you in other ways from time to time about the processing of your personal information.

If you have any questions about this privacy notice, please contact Director Business Development at Community Action Suffolk, Hannah Reid. hannah.reid@communityactionsuffolk.org.uk

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