For the purposes of this privacy notice, ‘staff’ includes applicants, employees, other workers (for example bank staff or contractors), volunteers, trainees and those carrying out work experience.
There are other privacy notices relating to the information we collect about the young people we work with and our supporters, partners and beneficiaries.
Who are we?
Brook Young People is registered with the Information Commissioner’s Office as a Data Controller (registration number ZA022088)
Your information could be collected in a number of different ways. This could be from you as part of the application process, information you send via email or tell us on the telephone, or from forms you have completed such as contractual documentation or a timesheet.
Information that we collect about you includes:
We only process your personal data where there is a legal basis under the General Data Protection Regulations. This can be as part of your contract of employment with us, or where we are legally obliged to process your data (e.g. for tax purposes). In very limited situations we may process your data only with your consent (for example passing your details to external organisations). We do not carry out any automated decision making using your information.
Under the General Data Protection Regulations and the UK Data Protection Act 2018, strict rules govern our use of information and our duty to ensure it is kept safe and secure. Your information may be stored in electronic or paper form. Only individuals with a need to know the information can get access. This means information in paper form is stored in locked cabinets that only authorised staff have access. Information that is stored electronically is secured with appropriate technical and organisational measures and only authorised staff have access.
All Brook staff are bound by the Common Law Duty of Confidentiality. This means all the information you provide to us will only be used for the purpose it was provided, unless we have specific consent from you or there are other circumstances covered by law.
We keep your records in accordance with our Retention and Disposal of Corporate records procedure available on the intranet under Pillar Policy 2 – Managing Resources.
Under the terms of the Data Protection Act 2018 and the General Data Protection Regulations 2018, you have the right to request access to the information that we hold about you. There will be no charge for providing this information and we will aim to get this to you within one month. If your request is complex we may extend this by a further two months.
You also have certain other rights with respect to the data we hold about you.
You have the right to request we change incorrect information we hold about you, or complete missing information.
You have the right to request we erase your personal information, but this only applies if we do not have a compelling reason or legal obligation to keep it.
You have the right to ask us to restrict processing your data, for example while we consider a request to delete your data
You have the right to ‘data portability’. This means you have the right to request the data you have provided to us in a machine readable format. This right only applies in certain circumstances.
You can make a request or get further advice by contacting Brook’s Data Protection Officer or by post to Brook Young People, 81 London Road, Liverpool, L3 8JA. We will take reasonable steps to confirm your identity before providing any information.
Brook relies on having up to date and accurate information about its staff. We ask that you get in touch with POD if we are holding incorrect information so we can put it right.
If you fail to provide us with the information we need for the purposes of your pre-employment checks we may be unable to offer you the post.
If you have any queries or concerns regarding the information that we hold about you or you have a question regarding this privacy notice, please contact our Data Protection Officer.
Post: Brook Young People, 81 London Road, Liverpool, L3 8JA.
You have the right to make a complaint if you feel unhappy about how we hold, use or share your information. Depending on the nature of your complaint, we would recommend contacting your line manager in the first instance.
Alternatively, you can contact our Data Protection Officer who will help you to identify the most appropriate procedure to follow based on the specifics of your complaint
If you remain dissatisfied following the outcome of your complaint, you may then wish to contact our supervisory authority, Information Commissioner’s Office:
Please note that the Information Commissioner will not normally consider an appeal until you have exhausted your rights of complaint to us directly. Please see the website above for further advice.
We will regularly review this privacy notice, please check for updates periodically on the website/intranet.