Privacy Policy

General information

Data protection law requires us to provide you with information about how we will use your personal data. This notice is layered, to help you find out more about the activity that is relevant to you.

Youth Futures Foundation Limited is the “data controller”. This means that Youth Futures determines the purposes for which, and the manner in which, your information is processed.

How we collect your information

(combined with ‘data that is given to us by you’)

Youth Futures will collect your information in a number of ways, for example:

  1. when you contact us through the Youth Futures website, by telephone, post, e-mail or through any other means;
  2. when you register with us and set up an account to receive our products/services;
  3. when you complete surveys that we use for research purposes (although you are not obliged to respond to them);
  4. when you elect to receive marketing communications from us;
  5. when you use our services;
  6. when users submit enquires or messages;
  7. when users comment on or respond to social media posts;
  8. from legitimate publicly available resources.

in each case, in accordance with this privacy policy.

Who we share information with

We may share your Data with the following groups of people for the following reasons:

  1. any of our group companies or affiliates – to ensure the proper administration of our website and business, to respond to your enquiry;
  2. our employees, agents and/or professional advisors – to respond to your enquiry, to understand the general segmentation of people engaging with us;
  3. third party service providers who provide services to us which require the processing of personal data – to help third party service providers in receipt of any shared data to perform functions on our behalf to help ensure the website and newsletter systems run smoothly, and to ensure the proper administration of your website and business, to respond to your enquiry;

in each case, in accordance with this privacy policy.

Keeping information secure

We will use technical and organisational measures to safeguard your information, for example:

  1. access to your account is controlled by a password and a user name that is unique to you.
  2. we store your information on secure servers.
  3. payment details are encrypted using SSL technology (typically you will see a lock icon or green address bar (or both) in your browser when we use this technology.

Technical and organisational measures include measures to deal with any suspected data breach. If you suspect any misuse or loss or unauthorised access to your please let us know immediately by via the contact details provided in this policy.

Data retention

Unless a longer retention period is required or permitted by law, we will only hold your information on our systems for the period necessary to fulfil the purposes outlined in this privacy policy or until you request that your information be deleted (where applicable).

Your rights

You have the following rights in relation to your information:

  1. Right to access – the right to request (i) copies of the information we hold about you at any time, or (ii) that we modify, update or delete such information. If we provide you with access to the information we hold about you, we will not charge you for this, unless your request is “manifestly unfounded or excessive.” Where we are legally permitted to do so, we may refuse your request. If we refuse your request, we will tell you the reasons why.
  2. Right to correct – the right to have your information rectified if it is inaccurate or incomplete.
  3. Right to erase – the right to request that we delete or remove your information from our systems.
  4. Right to restrict our use of your information – the right to “block” us from using your information or limit the way in which we can use it.
  5. Right to data portability – the right to request that we move, copy or transfer your information.
  6. Right to object – the right to object to our use of your information including where we use it for our legitimate interests.
Transfers outside the UK or the European Economic Area

Information which we collect from you may be stored and processed in and transferred to countries outside of the UK or the European Economic Area (EEA). For example, this could occur if our servers are located in a country outside the UK or the EEA or one of our service providers is situated in a country outside the UK or EEA.
We will only transfer information outside the UK or EEA where it is compliant with data protection legislation and the means of transfer provides adequate safeguards in relation to your data, such as incorporating the current standard contractual clauses adopted by the European Commission.

To ensure that your information receives an adequate level of protection, we have put in place appropriate safeguards and procedures with the third parties we share your information with. This ensures your information is treated by those third parties in a way that is consistent with the Data Protection Laws.

Links to other websites

This website may, from time to time, provide links to other websites. We have no control over such websites and are not responsible for the content of these websites. This privacy policy does not extend to your use of such websites. You are advised to read the privacy policy or statement of other websites prior to using them.

Changes of business ownership and control

Youth Futures may, from time to time, expand or reduce our business and this may involve the sale and/or the transfer of control of all or part of Youth Futures. Personal data will, where it is relevant to any part of our business so transferred, be transferred along with that part and the new owner or newly controlling party will, under the terms of this privacy policy, be permitted to use your information for the purposes for which it was originally supplied to us.
We may also disclose your information to a prospective purchaser of our business or any part of it.
In the above instances, we will take steps with the aim of ensuring your privacy is protected.

Contact details

Our Data Protection Officer is Alan Martin who can be contacted via dpo@youthfuturesfoundation.org.

To make enquiries, exercise any of your rights set out above, or withdraw your consent (where applicable) to the processing of your information please contact our Data Protection Officer.

If you are not satisfied with the way a complaint you make in relation to your information is handled by us, you may wish to refer your complaint to the relevant data protection authority. For the UK, this is the Information Commissioner’s Office (ICO). The ICO’s contact details can be found on their website at https://ico.org.uk/.

It is important that the information we hold about you is accurate and current. Please keep us informed if your details change during the period for which we hold it.

Enquiries, services, surveys and marketing

Information used
  • name;
  • job title;
  • profession;
  • contact Information such as email addresses and telephone numbers;
  • demographic information such as postcode, preferences and interests;
  • financial information such as credit / debit card numbers;
  • organisation, enquiry details, date of contact;
Purpose and lawful basis for processing

Any or all of the above information may be required by us from time to time in order to provide you with the best possible service and experience. Specifically, information may be used by us for the following reasons:

  • internal record keeping;
  • improvement of our products / services;
  • transmission by email of marketing materials that may be of interest to you;
  • contact for market research purposes which may be done using email, telephone, fax or mail. Such information may be used to customise or update the website;
  • to respond appropriately to your enquiry;

When you register with us and set up an account to receive our services, the legal basis for this processing is the performance of a contract between you and us and/or taking steps, at your request, to enter into such a contract.

The lawful bases are consent or the legitimate interests described above.

For the delivery of direct marketing to you via e-mail, we’ll need your consent, whether via an opt-in or soft-opt-in:

  • soft opt-in consent is a specific type of consent which applies when you have previously engaged with us (for example, you contact us to ask us for more details about a particular product/service, and we are marketing similar products/services). Under “soft opt-in” consent, we will take your consent as given unless you opt-out.
  • for other types of e-marketing, we are required to obtain your explicit consent; that is, you need to take positive and affirmative action when consenting by, for example, checking a tick box that we’ll provide.
  • if you are not satisfied about our approach to marketing, you have the right to withdraw consent at any time. To find out how to withdraw your consent, see the section headed “Your rights” below.

sGrant applications

Information used
  • name;
  • job title;
  • profession;
  • contact Information such as email addresses and telephone numbers;
  • organisation, enquiry details, date of contact;
  • application details
Purpose and lawful basis for processing

Youth Futures and its representatives involved in this grant programme delivery use the application form and the other information you provide within the grants portal for the following purposes.

  • To decide whether to give you a grant
  • To provide copies to other individuals or organisations who are helping us assess and monitor grants. After we reach a decision, we may also tell them the outcome of your application and, if appropriate, why we did not offer you a grant
  • To hold in our database and use for statistical purposes
  • To provide information on the grant programme and programme wide developments that could support you in your application, subsequent project delivery and/or for the development of your organisation

If Youth Futures offers you a grant, information about your organisation may be published relating to the project funded. This information may appear in press releases, in its print and online publications.

When you register with us and set up an account to receive our services, the legal basis for this processing is the performance of a contract between you and us and/or taking steps, at your request, to enter into such a contract.

For the purposes of promoting racial and ethnic diversity, Youth Futures also collected information about the Black, Asian and minority ethnic representation in your senior leadership team.

Retention

Grant information is retained for up to 7 years if successful, or 1 year if your application is not successful.

Visiting the website

Information used
  • IP address (automatically collected);
  • web browser type and version (automatically collected);
  • operating system (automatically collected);
  • a list of URLs starting with a referring site, your activity on this website, and the site you exit to (automatically collected);
  • in each case, in accordance with this privacy policy.
Purpose and lawful basis for processing

Any or all of the above information may be required by us from time to time in order to provide you with the best possible service and experience when using our website or websites used to collect data on behalf of Youth Futures, for example, when using a survey tool.

We may use your information to show you Youth Futures adverts and other content on other websites. If you do not want us to use your data to show you Youth Futures adverts and other content on other websites, please turn off the relevant cookies (please refer to the section headed “Cookies” below).

The lawful basis the legitimate interests described above.

Cookies

A cookie is a small text file placed on your computer by this website when you visit certain parts of the website and/or when you use certain features of the website.

This website may place and access certain cookies on your computer. Youth Futures uses cookies to improve your experience of using the Youth Futures website. Youth Futures has carefully chosen these cookies and has taken steps to ensure that your privacy is protected and respected at all times.

All cookies used by this website are used in accordance with current UK and EU cookie law.

Before the website places cookies on your computer, you will be presented with a message bar requesting your consent to set those cookies. By giving your consent to the placing of cookies, you are enabling Youth Futures to provide a better experience and service to you. You may, if you wish, deny consent to the placing of cookies; however certain features of the website may not function fully or as intended.

This website may place the following cookies:

Type of Cookie Purpose
Strictly necessary cookies These are cookies that are required for the operation of our website. They include, for example, cookies that enable you to log into secure areas of our website, use a shopping cart or make use of e-billing services.
Analytical/performance cookies They allow us to recognise and count the number of visitors and to see how visitors move around our website when they are using it. This helps us to improve the way our website works, for example, by ensuring that users are finding what they are looking for easily.
Functionality cookies These are used to recognise you when you return to our website. This enables us to personalise our content for you, greet you by name and remember your preferences (for example, your choice of language or region).
Targeting cookies These cookies record your visit to our website, the pages you have visited and the links you have followed. We will use this information to make our website and the advertising displayed on it more relevant to your interests. We may also share this information with third parties for this purpose.

You can find a list of cookies that we use in the Cookie Policy at https://youthfuturesfoundation.org/cookie-policy/. We have tried to ensure this is complete and up to date, but if you think that we have missed a cookie or there is any discrepancy, please let us know.

You can choose to enable or disable cookies in your internet browser. By default, most internet browsers accept cookies but this can be changed. For further details, please consult the help menu in your internet browser.
You can choose to delete cookies at any time; however you may lose any information that enables you to access the website more quickly and efficiently including, but not limited to, personalisation settings.

It is recommended that you ensure that your internet browser is up-to-date and that you consult the help and guidance provided by the developer of your internet browser if you are unsure about adjusting your privacy settings.
For more information generally on cookies, including how to disable them, please refer to aboutcookies.org. You will also find details on how to delete cookies from your computer.

Introduction

This privacy notice describes how we collect and use personal information about you in accordance with the General Data Protection Regulation (GDPR) during and after the time when you apply for a position with us.

This notice applies specifically to prospective employees, directors, workers, vacation scheme students, contractors, panel or advisory group members. It does not form part of any contract of employment or other contract to provide services.

We will only use your personal information for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If we need to use your personal information for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.

Information used

To meet the above purpose, we will collect, store, and use the following categories of personal information about you:

  • Personal contact details such as name, title, addresses, telephone numbers, and personal email addresses.
  • Recruitment information (including copies of right to work documentation, references and other information included in a CV or cover letter or as part of the application process or any background check process).
  • Date of birth.
  • Gender.
  • Marital status and dependants.
  • National Insurance number
  • Proposed salary, annual leave, pension and benefits information.
  • Interview dates
  • Information about criminal convictions and offences.

We may also collect, store and use the following “special categories” of more sensitive personal information:

  • Information about your race or ethnicity, religious beliefs, sexual orientation and political opinions.
  • Information about your health, including any medical condition, health and sickness records.
  • Genetic information and biometric data.

How your personal information is collected

We collect personal information about prospective employees, workers and contactors through the application and recruitment process, either directly from candidates or sometimes from an employment agency or background check provider. We may sometimes collect additional information from third parties including former employers, referees, credit reference agencies or other background check agencies such as Experian or the DBS.

How we will use information about you

We need all the categories of information in the list above primarily to allow us to prepare to perform our contract with you* and to enable us to comply with legal obligations**. In some cases we may use your personal information to pursue legitimate interests of our own or those of third parties***, provided your interests and fundamental rights do not override those interests and in other cases we may use your personal information where we have your consent to do so****. The situations in which we will process your personal information are listed below. We have indicated by asterisks the lawful purpose or purposes for which we are processing or will process your personal information, as well as indicating which categories of data are involved.

  • Making a decision about your recruitment or appointment. This will include, where necessary and depending on the circumstances, sharing personal information with third parties, compiling a recruitment log, storing interview notes, storing details of an offer (if applicable) and creating an HR folder ***
  • Checking you are legally entitled to work in the UK, checking references, qualifications and carrying out background checks ****
  • Determining the terms on which you work for us ***
  • Sharing data with GPs, doctors and other practitioners. This may include, where necessary and depending on the circumstances, sharing medical notes, and illness/absences with third parties ****
  • Assessing qualifications for a particular job or task, including decisions about promotions. This may include, where necessary and depending on the circumstances, storing applications, CVs, covering letters, interview notes, ID and a personnel file ***
  • Education, training and development requirements. This will include, where necessary and depending on the circumstances, sharing personal data with training providers ***
  • Dealing with legal disputes involving you, or other employees, workers and contractors, including accidents at work. This will include, where necessary and depending on the circumstances, passing your personal data to our insurance company, legal advisers and other parties in order to protect the company’s interest ***
  • Ascertaining your fitness to work. This will include, where necessary and depending on the circumstances, storing your personal data in the form of a medical note ***
  • Complying with health and safety obligations. This will include, where necessary and depending on the circumstances, passing your details to training providers, storing desk assessment notes and medical notes ***
  • To prevent fraud. This will include, where necessary and depending on the circumstances, storing your National Insurance number, passport, driving licence, or other ID, such as a birth certificate **
  • To conduct data analytics studies to review and better understand employee retention and attrition rates
  • To monitor and implement measures for equal opportunities***.

Some of the above grounds for processing will overlap and there may be several grounds which justify our use of your personal information.
Please note that we may process your personal information without your knowledge or consent where this is required or permitted by law.

How we use sensitive personal information

“Special categories” of sensitive personal information require higher levels of protection. We need to have further justification for collecting, storing and using this type of personal information. We may process special categories of personal information in the following circumstances:

  1. In limited circumstances, with your explicit written consent.
  2. Where we need to carry out our legal obligations and in line with our data protection policy and archiving and destruction policy.
  3. Where it is needed in the public interest, such as for equal opportunities monitoring or in relation to our occupational pension scheme, and in line with our data protection policy.
  4. Where it is needed to assess your working capacity on health grounds, subject to appropriate confidentiality safeguards.

Less commonly, we may process this type of information where it is needed in relation to legal claims or where it is needed to protect your interests (or someone else’s interests) and you are not capable of giving your consent, or where you have already made the information public. We may also process such information about members or former members in the course of legitimate business activities with the appropriate safeguards.

Our obligations as an employer

  • We will use your sensitive personal information in the following ways:
    We will use information about your physical or mental health, or disability status, to ensure your health and safety in the workplace and to assess your fitness to work, to provide appropriate workplace adjustments, to monitor and manage sickness absence and to administer benefits.
  • We will use information about your race or national or ethnic origin, religious, philosophical or moral beliefs, or your sexual life or sexual orientation, to ensure meaningful equal opportunity monitoring and reporting.

If you fail to provide personal information

If you fail to provide certain information when requested, we may not be able to enter into the contract we propose with you or complete the recruitment process (such making an offer with regard to salary and other benefits), or we may be prevented from complying with our legal obligations (such as to ensure the health and safety of our workers).

Consent

We do not need your consent if we use special categories of your personal information in accordance with our written policy to carry out our legal obligations or exercise specific rights in the field of employment law. In limited circumstances, we may approach you for your written consent to allow us to process certain sensitive data. If we do so, we will provide you with full details of the information that we would like and the reason we need it, so that you can carefully consider whether you wish to consent. You should be aware that it is not a condition of your contract with us that you agree to any request for consent from us.

In the limited circumstances where you may have provided your consent to the collection, processing and transfer of your personal information for a specific purpose, you have the right to withdraw your consent for that specific processing at any time. To withdraw your consent, please contact our DPO (see Privacy Policy General Information for details). Once we have received notification that you have withdrawn your consent, we will no longer process your information for the purpose or purposes you originally agreed to, unless we have another legitimate basis for doing so in law.

Information about Criminal Convictions

We may only use information relating to criminal convictions where the law allows us to do so. This will usually be where such processing is necessary to carry out our obligations and provided we do so in line with our data protection policy and our policy on employing people with criminal records.
Less commonly, we may use information relating to criminal convictions where it is necessary in relation to legal claims, where it is necessary to protect your interests (or someone else’s interests) and you are not capable of giving your consent, or where you have already made the information public.

We may also process such information about members or former members in the course of legitimate business activities with the appropriate safeguards.

We will only collect information about criminal convictions if it is appropriate given the nature of the role and where we are legally able to do so. Where appropriate, we will collect information about criminal convictions as part of the recruitment process or we may be notified of such information directly by you in the course of you working for us.

Automated Decision-Making

Automated decision-making takes place when an electronic system uses personal information to make a decision without human intervention. We are allowed to use automated decision-making in the following circumstances:

  1. Where we have notified you of the decision and given you 21 days to request a reconsideration.
  2. Where it is necessary to perform the contract with you and appropriate measures are in place to safeguard your rights.
  3. In limited circumstances, with your explicit written consent and where appropriate measures are in place to safeguard your rights.

If we make an automated decision on the basis of any particularly sensitive personal information, we must have either your explicit written consent or it must be justified in the public interest, and we must also put in place appropriate measures to safeguard your rights.

We do not envisage that any decisions will be taken about you using automated means, however we will notify you in writing if this position changes.

Data Sharing

We may have to share your data with third parties including third-party service providers. We require third parties to respect the security of your data and to treat it in accordance with the law.

We will share your personal information with third parties where required by law, where it is necessary to administer the working relationship with you or where we have another legitimate interest in doing so.

“Third parties” includes third-party service providers (including contractors and designated agents) and our parent company “The Oversight Trust”. The following activities are carried out by third-party service providers: payroll, pension administration, benefits provision and administration, finance administration, recruitment administration, background checks, some IT services, HR advice, training and development.

All our third-party service providers and other entities in the group are required to take appropriate security measures to protect your personal information in line with our policies. We do not allow our third-party service providers to use your personal data for their own purposes. We only permit them to process your personal data for specified purposes and in accordance with our instructions.

We may share your personal information with other third parties, for example in the context of the possible restructuring of the business. We may also need to share your personal information with a regulator or to otherwise comply with the law.

We may transfer your personal information outside the UK and EEA. If we do, you can expect a similar degree of protection in respect of your personal information.

Retention

We will only retain your personal information for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. Details of retention periods for different aspects of your personal information are available in our Records of Processing Activities which is available on the Youth Futures shared drive. To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.

In some circumstances we may anonymise your personal information so that it can no longer be associated with you, in which case we may use such information without further notice to you. Once you are no longer an employee, worker or contractor of Youth Futures we will retain and securely destroy your personal information in accordance with our data retention policy.