Who we are
1. The Data Controller is The Marketing Academy Foundation based at 15e Charlotte Place, London.
Who does this Privacy Policy apply to?
2. This Privacy Policy applies to the personal data of our Website Users, Apprentice Candidates, BetheOne Candidates, Host Companies, Suppliers and other people whom we may contact in order to find out about our Candidates.
3. It is important to point out that we may amend this Privacy Policy from time to time. Please visit this page if you want to stay up to date, as we will post changes here.
4. if you are dissatisfied with any aspect of our Privacy Policy, you may have legal rights and, where relevant, we have described these as well
What does this Policy cover?
4.We at The Marketing Academy Foundation take your personal data seriously. This policy
a.Sets out the types of personal data that we collect about you.
b. Explains how and why we collect and use your personal data.
c. Explains how long we keep your personal data for.
d. Explains when, why and with whom we will share your personal data.
e. Sets out the legal basis we have for using your personal data.
f. Explains the effect of refusing to provide the personal data requested.
g. Explains the different rights and choice you have when it comes to your personal data.
h. Explains how we may contact you and how you can contact us.
What personal data do we collect about you?
5. Bethe One and Apprentice Candidates: We collect and use only the information necessary to be able to find the best opportunities and any further information needed to assess your eligibility through the different stages of the recruitment process. This information includes CV’s, identification documents, educational records, work history, employment and financial information
6. We also collect personal information that pertains to proof of your eligibility status namely; free school meals, postcode of where you grew up and information around your parents employment status.
7. We may also collect sensitive personal data about you related to your health, diversity and information or details of any criminal convictions. We only collect such personal data from you and further process this data, where you have given explicit consent.
8. Host Companies: We collect and use only the information necessary to provide you, or people in your organisation with services such as finding the best available candidates for your opportunities.
9. Other data subjects: We collect and use only the information necessary to be able to contact you and pay for your services you provide.
10. Website Users: We collect and only use the information necessary to improve your experience when using our website. This may include how, when and how often you use us.
Where do we collect personal data about you from?
11. The following are the different sources we may collect personal data about you from
a. Directly from you: This is the information you provide during the recruitment stages or during our work with you to ensure that our relationship runs efficiently
b. Through publicly available sources for example LinkedIn and Indeed
c. By reference or word of mouth via a recommendation
How do we use your personal data?
12. Apprenticeship Candidates: We use your personal data to match your skills and experience with a potential Host Company. We will initially contact basic information on you such as contact details, job role and experience in the form of a CV. If you are chosen to go through to the next stage, we will ask for proof of status to assess eligibility for our programme including information around free school meals, the postcode where you grew up, your parent’s occupation and any other situations where have experienced hardship in your youth. If we decide to progress your application you further, we will pass your information minus your eligibility status to the host company. We may use your data to send you information about future roles if you were not successful. If you are successful in gaining a role, we will use your basic personal data to contact you throughout your apprenticeship programme and to help offboard you at the end of the contract if the host company does not take you on as a permanent employee.
13. BetheOne Candidates: We use your personal data to contact you and invite you to the employability programme. We will also collect information to proof your status of eligibility for the programme this will include information around free school meals. The postcode where you grew up, your parents’ occupation and any other situations where you have experienced hardship in your youth. We will collect banking information to enable us to pay your travel expenses on the day of the workshop. With your consent, we may ask for additional information in the form of CV to potentially offer you the opportunity to apply for apprenticeship opportunities with our Host Companies. In these circumstances we will use your data as outlined in paragraph 12.
14. Host Companies: We use your personal data to ensure that we can find the right candidates for the opportunities that you may have for contractual obligations.
15. Suppliers: We use your personal data to ensure that we can contact you and for contractual obligations.
How long do we keep your personal data for?
16. We will only retain your information for as long as is necessary for us to use you information as described above or to comply with our legal obligations. When determining the relevant retention periods, we will take into account the following factors
a. Our contractual obligation and rights in relation to the information involved
b. Legal obligation(s) under applicable law to retain data for a certain period of time.
c. Statute of limitations under applicable law(s)
d. Potential disputes
e. If you have made a request to have your information deleted
f. Guidelines issued by relevant data protection authorities
17. Otherwise we securely erase your information once this is no longer needed.
Who do we share your personal data with?
18. Apprenticeship Candidates: we share your personal data with the Host Company who has the position to fill, in order to determine whether you are a good fit. We may also conducts check on you to verify the information you have provided. If you are subsequently employed by the Host Company but paid by the Marketing Academy Foundation, we will share your data with our associated third-party payroll and pension providers.
19. BetheOne Candidates: we will not share your data with anyone outside our organisation. If there is a mutual agreement to put you forward for an apprenticeship opportunity your data will be shared in line with paragraph 18.
20. Host Companies: we share your data with candidates during the course of providing recruitment services to you, and with third parties as part of our contractual relationships.
21. Suppliers: we share your data with third parties as part of our contractual relationship.
What legal basis do we have for using your information?
22. For Apprenticeship Candidates, BetheOne Candidates, Contractors, Suppliers and Host Companies, our processing is necessary for our legitimate interests – we need this information in order to be able to assess suitability for potential roles, find potential candidates and contact Host Companies and suppliers.
23. We carry out a ‘balancing test’ to ensure that our processing is necessary and that your fundamental rights of privacy are not outweighed by our legitimate interests before we go ahead with such processing.
24. When we need consent for some activities such as contacting any of our candidates about other recruitment related services, we will ask for it. We rely on soft opt-in consent for these activities where you have previously engaged with us by submitting a CV, applying for a role, registering on our website or attending the BetheOne programme. This means we will take your consent as given unless or until you opt out. For other types of e-marketing we require your explicit consent.
What happens if you do not provide us with the information we request or ask that we stop processing your information?
25. If you do not provide the personal data necessary or withdraw your consent for the processing of your personal data we may not be able to match you to suitable apprenticeship opportunities.
Do we use Cookies to collect personal data about you?
26. To provide better services to you on our websites, we use cookies to collect your personal data when you browse.
Do we transfer your data outside the EEA?
29. No, we do not transfer personal data out of the EEA
How do we safeguard your personal data?
30. We take the security of your data very seriously and have put in place appropriate measures that are designed to prevent unauthorised access or to issue of your personal data.
What rights do you have in relation to the data we hold on you?
31. By law, you have a number of rights when it comes to your personal data.
a. The right to be informed. You have the right to be provided with clear, transparent and easily understandable information about how we use your information and your rights. This is why we are providing you with the information in this Policy
b. The right of access. You have the right to obtain access to your information, and certain other information. This is so you’re aware and can check that we’re using your information in accordance with data protection law.
c. The right to rectification. You are entitled to have your information corrected if it’s inaccurate or incomplete.
d. The right to erasure. This is also known as ‘the right to be forgotten’ and in simple terms, enables you to request the deletion or removal of your information where there is no compelling reason for us to keep using it. This is not a general right to erasure, there are exceptions.
e. The right to restrict processing. You have the right to ‘block’ or suppress further use of your information. When processing is restricted, we can still store your information, but may not use it further. We keep lists of people who have asked for further information to be ‘blocked’ to make sure the restriction is respected in future.
f. The right to data portability. You have the right to obtain and reuse your personal data for your own purposes across different services. For example, if you decide to switch to a new provider, this enables you to move. Copy pr transfer your information easily between our IT systems and theirs safely and securely, without affecting its usability.
g. The right to object to processing. You have the right to object to certain types of processing including the processing for direct marketing.
h. The right to lodge a complaint. You have the right to lodge a complaint about the way we handle or process your personal data with your national data protection regulator the ICO.
32. The right to withdraw consent. If you have given your consent to anything we do with your personal data, you have the right to withdraw your consent at any time, (although if you do so, it does not mean that anything that we have done with your personal data with your consent up to that point is unlawful. This includes your right to withdraw consent to us using your personal data for marketing purposes).
33. We usually act on requests and provide information free of charge, but may charge reasonable fee to cover our administration costs of providing the information for
a. Baseline or excessive requests
b. Further copies of the same information
34. We will respond to your request as soon as we can. Generally, this will be within one month from when we receive your request but, if the request is going to take longer to deal with, we’ll come back to you and let you know.
How will we contact you?
35. We may contact you by phone, email or social media. If you prefer a particular means over another, then please let us know.
How can you contact us?
36. If you are unhappy with how we’ve handled your information, or have further questions on processing of your personal data, contact Daryl Fielding via email daryl@tma-foundation.org