Baby People – Website Privacy Notice
Updated 21st May 2018
Baby People – Website Privacy Notice
Updated 21st May 2018
This privacy notice tells you what to expect when Baby People collects personal information. It applies to information we collect about:
Website and social media traffic
Job Applicants, current and former employees
Visitors to our websites and social media channels
When someone visits Baby People 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.
We use the analytics provided by the different social media channels we use to monitor visits and activity on these channels. This information is only processed in a way that it does not identify anyone. We do not attempt to find out the identities of people visiting our channels, beyond the information that they share in virtue of the nature of the activity (for instance by liking one of our facebook posts). Data protection concerns about each channel should be referred to the data protection policy of the social media channel in question.
Job applicants, current and former Baby People employees
Baby People 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 firstname.lastname@example.org
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 with on servers that do not adhere to GDPR. 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 may 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. They will not be provided with your name or contact details or with your equal opportunities information if you have provided it.
We might ask you to participate in assessment days; complete tests or occupational personality profile questionnaires; and/or to attend an interview – or a combination of these. Information will be generated by you and by us. For example, you might complete a written test or we might take interview notes. This information is held by Baby People
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 we will ask you for information so that we can carry out pre-employment checks. You must successfully complete pre-employment 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.
We will contact your referees, using the details you provide in your application, directly to obtain references
If we make a final offer, 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
How long is recruitment 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.
Under the Data Protection Act 1998, 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
Baby People try 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 Baby People’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 at email@example.com
Access to personal information
Baby People 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 Data Protection Act 1998. 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 Baby People for any personal information we may hold you need to put the request in writing addressing it Baby People, or writing to the address provided below.
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 Information Governance department.
Disclosure of personal information
In many circumstances we will not disclose personal data without consent. However when we investigate a complaint, for example, we will need to share personal information with other individuals or organisations concerned and with other relevant bodies.
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.
Processing student data
Baby People is a data controller for some our students activities as well as processing the information provided to us by students’ referral centres. We follow the data processing rules that are detailed to us by each individual referral centre.
The categories of pupil information that we process include:
• personal identifiers, contacts and characteristics (such as name, unique pupil
number, contact details and address)
• characteristics (such as ethnicity, language, and free school meal eligibility)
• safeguarding information (such as court orders and professional involvement)
• special educational needs (including the needs and ranking)
• medical and administration (such as doctors information, child health, dental
health, allergies, medication and dietary requirements)
• attendance (such as sessions attended, number of absences, absence reasons
and any previous schools attended)
• assessment and attainment (such as qualifications progress and results)
• behavioural information (such as exclusions and any relevant alternative provision
put in place)
Wherever possible, we avoid duplicating the information provided by the referral centre on our own systems.
Why we collect and use pupil information
The personal data collected is essential, in order for us to fulfil our official functions and meet legal requirements. We collect and use pupil information, for the following purposes:
a) to support pupil learning
b) to monitor and report on pupil attainment progress
c) to provide appropriate pastoral care
d) to assess the quality of our services
e) to keep children safe (food allergies, or emergency contact details)
f) to meet the statutory duties placed upon us
Under the General Data Protection Regulation (GDPR), the lawful bases we rely on for processing pupil information are:
for the purposes of (a), (b), (c) & (d) in accordance with the legal basis of Public task: collecting the data is necessary to perform tasks that Alternative Provision are required to perform as part of their statutory function
for the purposes of (e) in accordance with the legal basis of Vital interests: to keep children safe (food allergies, or medical conditions)
Collecting pupil information
We obtain pupil information from referring centres at the start of each student placements. Pupil data is essential for our operational use. Whilst the majority of pupil information you provide to us is mandatory, some of it is provided to us on a voluntary basis. In order to comply with GDPR we will inform you at the point of collection, whether you are required to provide certain pupil information to us or if you have a choice in this.
Storing pupil data
We hold pupil data securely for the set amount of time shown in our data retention schedule. In accordance with GDPR we do not store information indefinitely and data is only ever retained for the period dictated by the purpose for which it was originally collected.
Pupil personal information (name, DOB, address, parent/carer details, characteristics, safeguarding, Free school meals, progress tracking and achievements, safeguarding, special educational needs, attendance, behavioural information) removed immediately after placement ends
Qualification information retained on our system, as per individual examination board requirements (5 years for all RSL Rock School students).
Who we share pupil information with
We routinely share pupil information with:
The student’s referral centres
(Where appropriate) Students’ parents/carers
(Where appropriate) Social services
Why we routinely share pupil information
We do not share information about our pupils with anyone without consent unless the law
and our policies allow us to do so.
What are your rights?
Parents/carers and pupils have the following rights in relation to the processing of their personal data.You have the right to:
Be informed about how Baby People uses your personal data.
Request access to the personal data that Baby People holds.
Request that your personal data is amended if it is inaccurate or incomplete.
Request that your personal data is erased where there is no compelling reason for its continued processing.
Request that the processing of your data is restricted.
Object to your personal data being processed.
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 21st May 2018.
How to contact us
or write to:
3 Forman St