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Privacy Policy

Understand what personal information we collect and how it will be handled.

This privacy notice explains how we use the personal information you provide on this website.

What legal basis do we rely on to process your data?

The law requires us to tell you the basis on which we process your data.

Consent

Most of the information you give us on this website will be processed based on your consent to do so. Where this is the case you can withdraw your consent to processing at any time. However, in some cases this may mean that you are no longer able to access our services.

You can access, update or remove your personal data by logging in to your HAYN Careers Academy account. You also have the option to delete your account entirely, which will remove all personal data held by our website.

Legitimate interests

In other cases, the law allows us to process your data if it is in our legitimate interests to do so, but only so long as it does not disproportionately affect your privacy rights, cause you any harm or is overly intrusive. The law also says we must let you know what we consider our legitimate interests to be. Our legitimate interests are:

  • Delivering our community programmes effectively and safely
  • Ensuring that our services/properties meet the needs of our customers
  • Communicating with customers to meet our business objectives, encourage social inclusion and help build communities
  • Ensuring that we make the most efficient use of our resources and we understand how we are performing
  • Ensuring we understand our customers’ experiences and views

If you think that anything we do with your data affects you adversely, you can ask us to stop processing your data.

Registering as a Candidate (Young Talent)

Your online candidate registration is in two stages, with different data collection and processing methods used at each.

At initial registration, we request your full name, London borough, email address and phone number. You will also be asked to confirm that you are aged 18-24, live in London and have the legal right to work in the UK. When you submit the form your public IP address and a timestamp will also be recorded to help us fulfill our obligation to keep appropriate records of personal data submissions. The information you provide will be sent to our team by email for review and only used in relation to processing your candidate registration. If you do, we will retain the data for such time as you remain a member of the Careers Academy.

At the second stage of registration you will go on to set up your HAYN Careers Academy account and candidate profile. In addition to your full name and email address, you can optionally provide a phone number, profile photo, postcode and employment/education history, all of which will be stored in our website. You can access, update or remove this personal data at any time by logging in to your HAYN Careers Academy account. You also have the option to delete your account entirely, which will remove all personal data held by our website. Please be aware that it may take up to 3 months for your personal information to be removed from both our primary and backup systems.

Registering as an Employer

Your online employer registration is in two stages, with different data collection and processing methods used at each.

At the initial registration stage we require your full name, email address and phone number. When you submit the form your public IP address and a timestamp will also be recorded to help us fulfill our obligation to keep appropriate records of personal data submissions. The information you provide will be sent to our team by email for review and only used in relation to processing your employer registration. If you do, we will retain the data for such time as you remain a member of the Careers Academy.

At the second stage you will go on to set up your HAYN Careers Academy account and employer profile. No additional personal information is collected at this stage, only information about your company, all of which will be stored in our website. You can access, update or remove this personal data at any time by logging in to your HAYN Careers Academy account. You also have the option to delete your account entirely, which will remove all personal data held by our website. Please be aware that it may take up to 3 months for your personal information to be removed from both our primary and backup systems.

Accessing your Account

When you access your candidate or employer account this activity will be logged by our website as part of our efforts to keep your personal information safe. We employ a range of security measures to guard against brute-force attacks and other unauthorised access attempts, which necessitate our website capturing and temporarily storing your IP address, hostname, browser/operating system versions. This data may be retained for up to 30 days, during which time it is only accessible by our website administrators and will only ever be used in relation to maintaining the security of our website.

Messaging other Members

As a registered candidate, you can send messages to employers through our website. When you do this your name, a link to your candidate profile and the contents of your message are sent to an employer via email, but your email address is masked. Before delivery your message will pass through an automated filtering process designed to block spam, viruses and other forms of abuse of the messaging system.

An employer will reply to your message using the contact form found on your candidate profile. Only registered employers can use this facility.

Our terms of service require that the messaging system only be used for applying for jobs or contacting candidates to invite them to interview for a role. The messaging system must not be used for promotional purposes or communications that may be considered abusive or spam. Any candidate or employer found to be in breach of these terms will have their account immediately suspended.

Applying for a Role

When you apply for an advertised job role through the website the details of your application will be stored and made available to the employer in question. These details will include your name, HAYN Careers Academy profile, along with any covering message and any file(s) you choose to attach.

Our terms & conditions require that registered employers use this information only in relation to responding to your application and that they have appropriate technical and organisational measures to protect your data from loss and preserve its security and confidentiality.

Submitting an Event

When you use our online form to submit an event for consideration in our events calendar the information you provide is sent to our team by email. Your email address and name are collected as a required field and we will also record your IP address and a timestamp for the purposes of fulfilling our obligation under data protection regulations to appropriately log submissions of personal data.

Because our form includes open text fields we can’t practically limit what data you share with us. We therefore request that you only share information directly relating to your submission and that you have the appropriate consent to disclose the information you choose to include.

Any personal information you submit will only be used in relation to your event submission and will be retained for up to 6 years before being erased from our primary and backup systems.

Contacting us by Email

When you send us an email, either to one of the addresses displayed on our website or an individual member of staff, we will collect your email address and any other information you provide within your email.

Microsoft are our email service provider so any emails you send us will be stored on their servers. Therefore your email and any associated personal data may be transferred outside of the European Economic Area to servers located in the USA. Microsoft's certification under the EU-US Privacy Shield Framework commits it to maintaining appropriate safeguards for international data transfers. You can learn more here: https://privacy.microsoft.com/en-GB/privacystatement

Third Party Data Processors

Like most businesses we rely on a number of third-party providers to support our day-to-day operations, for example in areas such as online file storage and email delivery. We may also hire third parties to operate, maintain or improve our website and other digital services. Some of these service providers will by necessity have access to or be directly involved in processing or storing a subset of the personal information you share with us.

All our third-party data processors have been carefully chosen as service suppliers who also practice responsible data handling. We believe that each has in place appropriate protections to ensure the security of the data we store or process with them and have clear policies for how they treat that data. But if in doubt you should review their individual Privacy Policies. Our third-party providers are as follows:

Amazon Web Services (File storage): https://aws.amazon.com/compliance/data-privacy-faq/

Google (Website analytics): https://support.google.com/analytics/answer/6004245?hl=en

Heart Internet (Hosting & email delivery): https://www.heartinternet.uk/terms/heart-internet-privacy-statement

Microsoft (Email services): https://privacy.microsoft.com/en-GB/privacystatement

The Pixel Parlour (Digital services development & support): https://www.pixelparlour.co.uk/about/privacy-and-cookies/

General Browsing

Our website is hosted in the UK in a data centre managed by Heart Internet. When you visit our website or access one of the files stored on our web server information about this request will be automatically stored in our log files to provide usage statistics, enable security features and aid technical troubleshooting. This is on the legal basis of legitimate commercial interests. In these cases your IP address at the time acts as a unique identifier and is stored along with information about your operating system, browser version and the pages/files you access. These logs are retained on the server for up to 30 days, after which they are automatically deleted. Heart Internet will also record a similar set of data for the purposes of data management and security. This data is retained by them for up to 3 months.

Like most businesses we use Google Analytics to help understand how our website is being discovered and interacted with and we use this information to help improve the experience for our visitors and make decisions about future development. Google Analytics presents us with aggregate information about the geographic location, device types and operating systems used by our website visitors, but not in a way that personally identifies you. Additionally Google will record your computer’s IP address and set a number of temporary cookies in your browser to help distinguish you as an individual visitor as you move around our site. In the interests of limiting the amount of data Google collects via our site we are using Google’s standard Analytics implementation and have not enabled any additional advertising features, such as remarketing tags which would tie your usage of our site in with your broader browsing habits. Any user-level data that is associated with Analytics' cookies are retained for up to 26 months from your last activity on our site, after which it is automatically deleted from Analytics' servers.

Our website and emails contain a number of links to third party sites. It is important to be aware that these external sites are governed by their own privacy policies and we do not accept any responsibility or liability for these policies. The inclusion of a link to an external source should not be understood to be an endorsement of that website, its owners or their products/services. Always check the individual privacy policies of these external sites before you submit any personal data through them.

Children Under 16

Our website and services are not for use by children under 16 years and we will not knowingly collect or use the personal data of children. If you are under the age of 16 please do not provide any personal data even if prompted to do so.

Your Privacy Rights

You have several rights which allow you to choose and control how we use your data. These rights are explained below. If you would like to exercise them your requests can be made via haynca@peabody.org.uk or in writing to

HAYN Careers Academy
c/o Peabody
45 Westminster Bridge Road
London
SE1 7JB

Transparency: You have the right to be informed about how we are using your data. If you think we are doing something with your information that we have not told you about in this Privacy Notice, you can object to this.

Access: You have the right to ask us what personal information we hold about you, and to request a copy, free of charge. Please note if we consider that the request is manifestly unfounded, excessive, or repetitive, we can charge a reasonable fee. This fee will be based on the administrative cost of providing the information.

Objection: You can object to the processing of your personal data. You should note that this right does not apply in all circumstances, for example, where we are processing information because it is necessary in the performance of contract we will not be able to stop processing this information.

Withdrawal of consent: if we are processing your data based on your consent, you can withdraw this consent at any time. Where this is the case we may no longer be able to provide the relevant service to you.

Rectification: If you think that the personal data we hold about you is inaccurate or incomplete, you have a right to request that it be rectified.

Erasure: You can ask us to delete your personal data where it is no longer necessary for us to use it, where you have withdrawn consent (if we process based on consent), or where we have no lawful basis for keeping it.

Restriction: You can ask us to restrict the personal data we use about you where you have asked for it to be erased or where you have objected to our use of it.

Data portability: You can ask us to provide you, or a third party (if possible), with some of the personal data we hold about you in a structured, commonly used, electronic form, so that it can be easily transferred.

Appeal: If you are not satisfied with the way that we have dealt with your personal data, please let us know and we will try and resolve your concerns.

If you are still not happy with our response, you have the right to appeal directly to the regulator - the Information Commissioners' Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF. Visit: https://ico.org.uk or telephone: 0303 123 1113.

Policy Changes

Any updates we may make to our Privacy Policy in the future will be published on this page and significant changes noted below.

If you have any concerns about how we use your personal information, you can contact the Group Data Protection Officer at DPO@peabody.org.uk.

24 April 2018 - Expanded Privacy Policy published in preparation for the new General Data Protection Regulation

Cookies

Cookies are temporary files stored in your web browser by a website to help track usage and enable services that rely on a persistent identity. You can control which cookies you accept and remove them at any time by adjusting your browser settings, but it is important to be aware that some cookies are essential and our website may not function as expected without them.

Essential cookies

These cookies are strictly necessary to provide you with services available through our websites and to use some of its features. But you can still block or delete them by changing your browser preferences.

  • analytics, third-party (HAYN Careers Academy) – first party, functional cookie used by our website to remember your cookie preferences. Expires after 6 months.
  • wpjb_transient_id (HAYN Careers Academy) - set when you use our candidate or employer registration forms to give you a temporarily identity as you move between steps in signing-up. Expires after 24 hours.
  • wordpress_sec_[hash] (HAYN Careers Academy) - used to temporarily store your authentication details when you log in to the website. Expires at the end of your session.
  • wordpress_logged_in_[hash] (HAYN Careers Academy) - set to identify you to the website and tell it that you are logged in. Expires at the end of your session.
  • wfwaf-authcookie-[hash] (HAYN Careers Academy) - used to temporarily store your authentication details when you log in to the website. Expires at the end of your session.
Non-essential cookies

These cookies are used to enhance the performance and functionality of our websites. They are non-essential but without them certain functionality may become unavailable.

  • YSC (YouTube) - used to support playback of embedded YouTube videos. Expires at the end of your session.
  • VISITOR_INFO1_LIVE (YouTube) - used to support playback of embedded YouTube videos. Expires after 8 months.
  • PREF (YouTube) - used to support playback of embedded YouTube videos. Expires after 8 months.
  • player (Vimeo) - set on one of our web pages to support video functionality and track views. Expires after 6 months.
  • continuous_play_v3 (Vimeo) - set on one of our web pages to support video functionality and track views. Expires after 6 months.
  • vuid (Vimeo)- set on one of our web pages to support video functionality and track views. Expires after 24 hours.
Analytics and customisation cookies

These cookies collect information to help us understand how our website is being used or customise it in order to enhance your experience.

  • _ga (Google Analytics) - used to distinguish between users. Expires after 2 years.
  • _gat (Google Analytics) - used to distinguish between users. Expires after 24 hours.
  • _gid (Google Analytics) - used to throttle the request rate. Expires after 1 minute.
Advertising cookies

These cookies are used to make advertising messages more relevant to you and your interests.

  • None currently set
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