This privacy notice tells you what to expect when Headway Oxfordshire collects personal information. It applies to information we collect about:
- visitors to our websites;
- complainants and other individuals in relation to a data protection or freedom of information complaint or enquiry;
- people who use our services, eg who access our Activity and Rehabilitation service, Community Support service or Personal assistant service.
- people who support us through grant giving, donation and fundraising activities and
- job applicants and our current and former employees.
Visitors to our websites
When someone visits www.headwayoxford.org.uk we use a third-party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site. This information is only processed in a way which does not identify anyone. We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website. If we do want to collect personally identifiable information through our website, we will be up front about this. We will make it clear when we collect personal information and will explain what we intend to do with it.
People who contact us via social media
We manage our own social media interactions.
If you send us a private or direct message via social media, it will not be shared with any other organisations.
People who call us
When you call Headway Oxfordshire, we will only record information necessary to provide you with the support you require, and should this information require the recording of personal or sensitive data, we will request your permission to do so. We will only use this information for the purposes of providing you with the support you require. Unless otherwise stated at the time (and your consent has been given) this information will not be shared with any other parties.
People who email us
We will monitor any emails sent to us, including file attachments, for viruses or malicious software. Please be aware that you have a responsibility to ensure that any email you send is within the bounds of the law.
When we receive a request for information or support, we will need to pass this information to the relevant staff member within our organisation. This information will not be shared with any external organisations without your prior consent.
Where a person is in receipt of our support and at the same time is in receipt of statutory support (Social Care or Healthcare) it may be necessary to share information and/or discuss your case on your behalf. We will not do this without your consent and will do so using a secure email system called Egress to ensure your data is securely shared and only visible to those nominated officers dealing with your case.
People who make a complaint to us
When we receive a complaint from a person we make up a file containing the details of the complaint. This normally contains the identity of the complainant and any other individuals involved in the complaint.
We will only use the personal information we collect to process the complaint and to check on the level of service we provide. To satisfy contracts and/or grant conditions, we may compile and report statistics showing information like the number of complaints we receive, but not in a form which identifies anyone.
We usually have to disclose the complainant’s identity to whoever the complaint is about. This is inevitable where, for example, the accuracy of a person’s record is in dispute. If a complainant doesn’t want information identifying him or her to be disclosed, we will try to respect that. However, it may not be possible to handle a complaint on an anonymous basis.
We will keep personal information contained in complaint files in line with our retention policy. This means that information relating to a complaint will be retained for two years from closure. It will be retained in a secure environment and access to it will be restricted according to the ‘need to know’ principle.
Similarly, where enquiries are submitted to us we will only use the information supplied to us to deal with the enquiry and any subsequent issues and to check on the level of service we provide.
People who use Headway Oxfordshire services
Headway Oxfordshire offers various services to the public.
We have to hold the details of the people who have requested the service in order to provide it. However, we only use these details to provide the service the person has requested and for other closely related purposes. For example, we might use information about people who have been in receipt of our services to carry out a survey to find out if they are happy with the level of service they received. When people do contract our services, they can cancel their contract at any time and are given an easy way of doing this.
Job applicants, current and former Headway Oxfordshire employees and Volunteers
Headway Oxfordshire is the data controller for the information you provide during the process unless otherwise stated. If you have any queries about the process or how we handle your information, please contact us at email@example.com
What will we do with the information you provide to us?
All of the information you provide during the process will only be used for the purpose of progressing your application, or to fulfil legal or regulatory requirements if necessary.
We will not share any of the information you provide during the recruitment process with any third parties for marketing purposes or store any of your information outside of the European Economic Area. The information you provide will be held securely by us and/or our data processors whether the information is in electronic or physical format.
We will use the contact details you provide to us to contact you to progress your application. We will use the other information you provide to assess your suitability for the role you have applied for.
What information do we ask for, and why?
We do not collect more information than we need to fulfil our stated purposes and will not retain it for longer than is necessary.
The information we ask for is used to assess your suitability for employment. You don’t have to provide what we ask for, but it might affect your application if you don’t.
We ask you for your personal details including name and contact details. We will also ask you about your previous experience, education, referees and for answers to questions relevant to the role you have applied for. Our recruitment team will have access to all of this information.
You will also be asked to provide equal opportunities information. This is not mandatory information – if you don’t provide it, it will not affect your application. This information will not be made available to any staff outside of our recruitment team, including hiring managers, in a way which can identify you. Any information you do provide, will be used only to produce and monitor equal opportunities statistics.
Our hiring managers shortlist applications for interview.
We might ask you to attend an interview at which we might take interview notes. This information is held by Headway Oxfordshire.
If you are unsuccessful following assessment for the position you have applied for, we may ask if you would like your details to be retained in our talent pool for a period of six months. If you say yes, we would proactively contact you should any further suitable vacancies arise.
If we make a conditional offer of employment/volunteering, we will ask you for information so that we can carry out pre-employment/volunteering checks. You must successfully complete pre-employment/volunteering checks to progress to a final offer. We are required to confirm the identity of our staff, their right to work in the United Kingdom and seek assurance as to their trustworthiness, integrity and reliability.
You will therefore be required to provide:
- Proof of your identity – you will be asked to attend our office with original documents, we will take copies.
- Proof of your qualifications – you will be asked to attend our office with original documents, we will take copies.
- You will be asked to complete a criminal records declaration to declare any unspent convictions.
- You will be asked to complete a Disclosure and Barring application. We use UCheck as our provider. The information that you give will be directly to UCheck and we will not directly hold this information ourselves, but we are able to access and view this information.
- We will contact your referees, using the details you provide in your application, directly to obtain references
- We will also ask you to complete a questionnaire about your health. This is to establish your fitness to work.
If we make a final offer of employment, we will also ask you for the following:
- Bank details – to process salary payments
- Emergency contact details – so we know who to contact in case you have an emergency at work
Pension Scheme (paid employee’s only)
Our 3rd party pension provider is NEST. If eligible, you will be auto-enrolled into the pension scheme and details provided to NEST will be your name, date of birth, National Insurance number and salary. Your bank details will not be passed to NEST at this time.
How long is the information retained for?
If you are successful, the information you provide during the application process will be retained by us as part of your employee file for the duration of your employment plus 6 years following the end of your employment. This includes your criminal records declaration, fitness to work, records of any security checks and references.
If you are unsuccessful at any stage of the process, the information you have provided until that point will be retained for 6 months from the closure of the campaign.
Information generated throughout the assessment process, for example interview notes, is retained by us for 6 months following the closure of the campaign.
Equal opportunities information is retained for 6 months following the closure of the campaign whether you are successful or not.
How we make decisions about recruitment of employees and volunteers?
Final recruitment decisions are made by hiring managers and members of our recruitment team. All the information gathered during the application process is considered.
You can ask about decisions made about your application by speaking to your contact within our recruitment team or by emailing firstname.lastname@example.org
Under the General Data Protection Regulations 2018, you have rights as an individual which you can exercise in relation to the information we hold about you.
You can read more about these rights here – https://ico.org.uk/for-the-public/is-my-information-being-handled-correctly/
Complaints or queries
Headway Oxfordshire tries to meet the highest standards when collecting and using personal information. For this reason, we take any complaints we receive about this very seriously. We encourage people to bring it to our attention if they think that our collection or use of information is unfair, misleading or inappropriate. We would also welcome any suggestions for improving our procedures.
This privacy notice was drafted with brevity and clarity in mind. It does not provide exhaustive detail of all aspects of Headway Oxfordshire’s collection and use of personal information. However, we are happy to provide any additional information or explanation needed. Any requests for this should be sent to the address below.
If you want to make a complaint about the way we have processed your personal information, you can contact us or raise your concerns with the statutory body which oversees data protection law – www.ico.org.uk/concerns.
Access to personal information
Headway Oxfordshire tries to be as open as it can be in terms of giving people access to their personal information. Individuals can find out if we hold any personal information by making a ‘subject access request’ under the General Data Protection Regulations 2018. If we do hold information about you, we will:
- give you a description of it;
- tell you why we are holding it;
- tell you who it could be disclosed to; and
- let you have a copy of the information in an intelligible form.
To make a request to Headway Oxfordshire for any personal information we may hold you need to put the request in writing to the address provided below. Note: In certain circumstances there may be a cost attached to the provision of hard copy data e.g. collation, printing and postage.
If you agree, we will try to deal with your request informally, for example by providing you with the specific information you need over the telephone.
If we do hold information about you, you can ask us to correct any mistakes by, once again, contacting the Operations Manager.
Disclosure of personal information
In many circumstances we will not disclose personal data without consent. However, when we identify a safeguarding issue, for example, we will need to share personal information with the relevant authority concerned and with other relevant bodies. Further information is available on request about the factors we shall consider when deciding whether information should be disclosed.
You can also get further information on:
- agreements we have with other organisations for sharing information;
- circumstances where we can pass on personal data without consent for example, to prevent and detect crime and to produce anonymised statistics;
- our instructions to staff on how to collect, use and delete personal data; and
- how we check that the information we hold is accurate and up to date.
Links to other websites
This privacy notice does not cover the links within this site linking to other websites. We encourage you to read the privacy statements on the other websites you visit.
Changes to this privacy notice
We keep our privacy notice under regular review. This privacy notice was last updated on 4 May 2018.