This Policy sets out how Mission EmployAble processes private personal data (that is, information by which an individual can be identified, or which can be related to an identifiable individual) collected by us in the course of our lawful activities, and explains our obligations and your rights under the Data Protection laws. The Policy has been put in place to protect your legal rights and it is important that you understand what we will do with your data and are happy with this. A simplified summary of this Policy is contained in our Accessible Privacy Notice, but its contents do not supersede the provisions of this Policy.

‘Processing’ includes collecting, storing, sharing or otherwise using data. Mission EmployAble will be the Data Controller within the meaning of the Data Protection laws, except where otherwise stated or implied, in which case we will be a Data Processor.

This Policy explains:

• What information Mission EmployAble may collect about you;
• How we will use that information;
• When and why we may disclose your details to anyone else;
• Your rights and choices regarding the information you provide to us; and
• How we may use cookies to provide a service to you or to improve your use of our websites.

This Privacy Policy only applies to the processing of your personal information by us and those that we authorise. It does not cover any third-party websites to which we may provide links. Third-party websites will have their own privacy policies and/or terms and conditions of use which you are responsible for checking.

Should you have any questions about this Policy or the use of your personal data, please contact our Data Protection Officer via info@missionemployable.co.uk or The Café on the Common (Mission EmployAble), The Common, Rickmansworth Road, Chorleywood, Rickmansworth WD3 5SG. In certain instances we may require that your request for information is submitted in writing, and we will always need to verify your identity first. This policy was reviewed in May 2023.

Organisations are permitted to process personal data if they have a legal basis for doing so. Mission EmployAble processes data on the basis that:

• Express and informed consent has been given by the person whose data is being processed or, in the case of someone who does not have the capacity to provide such consent, by their parent/guardian; and/or
• Mission EmployAble has a legitimate interest in processing the data; and/or
• It is necessary in relation to a contract, agreement or ongoing arrangement for the provision of services which someone has entered into with Mission EmployAble or because someone has asked for something to be done so they can enter into a contract, agreement or arrangement with us; and/or
• Mission EmployAble has a legal obligation to process data.

We may sometimes process data that has been shared with us by another Data Controller and in such cases Mission EmployAble may be a Data Processor within the meaning of the Data Protection laws, but we will still process data in such a way as to protect its privacy and security and in accordance with any conditions regarding its use made by the Data Controller. Where this is the case, Mission EmployAble relies on the party sharing data with us to have obtained or complied with all requisite permissions, consents or other legal requirements for sharing the data.

If and to the extent that Mission EmployAble is relying on solely consent as the basis for processing data, we are required to obtain your explicit consent and you can modify or withdraw this consent at any time by notifying us in writing, although this may affect the extent to which we are able to provide services to or interact with you in future.

Mission EmployAble may collect information in the following ways:

• When you give us information directly, including when you contact us about our work, apply for an internship or a paid or voluntary role, make a donation or engage with us through our website or otherwise.
• When we receive your information indirectly, including when you use other fundraising sites and provide your consent to be contacted by Mission EmployAble. These organisations will have their own Privacy Policy and/or privacy statements, so please ensure you understand them when providing your data.
• When you have given other organisations permission to share your information, such as those we work in partnership with. You should therefore check that you are happy with any such permissions that allow information to be shared in this way.

Depending on your settings or the privacy policies for social media and messaging services like Facebook, WhatsApp, Twitter and Instagram, you may give permission that allows us to access information from those accounts or services.

Like most websites, we may use ‘cookies’ to help us make our site, and the way you use it, better. Cookies mean that a website will remember you. They are small text files that sites transfer to your computer (or phone or tablet). They make interacting with a website faster and easier – for example by automatically filling your name and address in text boxes on forms.

You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.

We may also collect and store information about your browsing device, including, where available, your IP address, operating system and browser type, together with certain anonymous statistical data about your browsing activities and patterns which does not contain any personal data.

We may occasionally collect personal details about you from the public domain, such as from social networks, company websites etc.

Data protection laws recognise that certain categories of personal information are more sensitive. This is known as sensitive personal data and includes health information, race, religious beliefs, sexual orientation and political opinions.

There may be occasions when you may provide us with information about yourself that is classed as sensitive personal data. It might be necessary for us to record this information for a number of reasons – for example if you are participating in an activity and provide us with details of your health needs, accessibility or dietary requirements. We will always treat this information carefully and sensitively.

We will only process the information necessary for the purposes for which it was collected. Depending on those purposes, this might include:

• Your name and contact details;
• Information necessary for us to employ you as a member of staff or work with you as a volunteer, contractor or as someone associated with a partner organisation. This may include Disclosure and Barring Service and vetting information;
• Information necessary to process payments from or to you, for example donations made to us or payments made to you as a member of staff;
• Donor and legacy related records;
• Information about you if you apply for an Internship to Mission EmployAble, or as the parent or guardian of an applicant;
• Such other personal information as may be necessary for us to pursue our legitimate charitable activities, raise funds, run events and market and promote the work of Mission EmployAble.

Whilst we do not actively collect information from children under the age of 16, we appreciate that some of them may take a keen interest in updates from Mission EmployAble. We will not communicate directly with children under 16, but only with parents who will pass on the information they consider appropriate to their children.

We will process your information in accordance with the purposes and legal basis for which it was collected and retained. Depending on those purposes, this might include:

• Administering the employment of staff or to engage with volunteers, contractors or those associated with partner organisations;
• Processing donations, legacies and Gift Aid;
• Communicating with you about any matters you raise with us or that we need to discuss with you;
• Displaying your profile or content on our website (if you have given us permission to do so);
• Helping us to improve our services, campaigns or information provision and communicating about these with you, subject to your preferences;
• Analysing the way our website is used and improving the way it operates;
• Contacting you where you have been identified as a contact person for an organisation, such as a school, charity or business.

We will only share data with trusted third parties for the above stated purposes where it is necessary to provide services to our beneficiaries and administer our activities, including to safely store and manage contact information, to process payments to or from individuals, to securely back-up data, to run events or to communicate with you using appropriate electronic media platforms or conventional postal communications. We may also be legally obliged to share data with certain agencies for regulatory reasons, such as with His Majesty’s Revenue & Customs, or with the police or Local Authority for safeguarding reasons.

Information will only be shared in such circumstances once we are satisfied that it accords with this Policy and that shared data will be kept safely and securely and only for as long as necessary for the express purpose for which it was shared. If we share your data with trusted partners outside of the UK, we will only do so if we are confident that doing so adheres to the Data Protection laws and that recipients of data adhere to same high standards that we do when processing it and protecting its privacy and security. We never sell or disclose personal details to third parties for the purposes of their own marketing.

We will not use your personal information for marketing purposes if you have indicated that you do not wish to be contacted by us for such purposes. However, we will retain sufficient details on a suppression list to help ensure that we do not contact you in the future.

If you actively provide your consent to us along with your email address and/or mobile phone numbers, we may contact you for administrative or marketing purposes by email or text message. You can opt out at any time.

If you have provided us with your postal address or telephone number, we may send you direct mail or telephone you about our work or activities you are engaged in unless you have told us that you would prefer not to receive such information.

Data security and protection of your personal information is important to us. We select and implement appropriate security measures and controls to keep your data protected and safe. We do not sell, rent or share your information with external organisations. In the course of our work, we may engage with partners and service providers to work on our behalf. Any partners or service providers working on behalf of Mission EmployAble will only have access to the information they need.

Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our site; any transmission is at your own risk. Once we have received your information, we will use procedures and security features to prevent unauthorised access as far as possible.

We endeavour to keep the information we collect up-to-date and accurate but ask that you let us know if any of it changes. To do so, please contact info@missionemployable.co.uk

We will hold your personal information on our systems for as long as it is necessary for the purposes for which it was collected. For example, we will keep employment records or details of any donations you have made for at least six years, because HMRC may ask us to produce this information for tax purposes. Information relating to safeguarding matters will normally be retained for longer periods.

Under the Data Protection laws you have a right to request a copy of the personal information we hold about you and to have any inaccuracies corrected. You also have a right to request us to erase your personal information, request us to restrict our processing of your personal information or to object to our processing of your personal information, subject to any overriding legal obligations that we may have.

If you wish to exercise these rights, please address your request to our Data Protection Officer via info@missionemployable.co.uk or The Café on the Common (Mission EmployAble), The Common, Rickmansworth Road, Chorleywood, Rickmansworth WD3 5SG. We will verify your identity before disclosing personal information to you. If you are acting on behalf of someone else, you will need to prove that you are legally entitled to receive the requested information. We will respond within 30 days of receipt of your written request and confirmed identification.

For more information on your rights, please read the relevant guidance issued by the Information Commissioner’s Office (ICO) here https://ico.org.uk/for-the-public/

Any changes we make to our privacy policy in the future will be posted on this page, please check back to see any updates or changes.