Privacy Policy

Data Controller

Mr. V. Powell

Hampshire Job Vacancies is required to comply with the law governing the management and storage of personal data, which is outlined in the General Data Protection Regulation 2016 (GDPR) and the Data Protection Act.

For this reason, protection of personal data and respect for individual privacy is fundamental to the day-to-day operations of Hampshire Job Vacancies.

Compliance with the GDPR is overseen by the UK data protection regulator which is the Information Commissioner’s Office (ICO). Hampshire Job Vacancies is accountable to the ICO for its data protection compliance.

Purpose

This policy aims to protect and promote the data protection rights of individuals and of Hampshire Job Vacancies, by informing everyone working for and with Hampshire Job Vacancies of their data protection obligations and of Hampshire Job Vacancies' procedures that must be followed in order to ensure compliance with the GDPR.

Scope

This policy applies to all members, staff, consultants and any third party to whom this policy has been communicated.

This policy covers all personal data and special categories of personal data, processed on computers or stored in manual (paper-based) files.

Responsibility

Mr V. Powell, who is Hampshire Job Vacancies' Director is responsible for monitoring Hampshire Job Vacancies' compliance with this policy.

Everyone in Hampshire Job Vacancies (and any third party to whom this policy applies to) is responsible for ensuring that they comply with this policy. Failure to do so may result in disciplinary action.

GDPR

The GDPR is designed to protect individuals and personal data which is held and processed about them by companies or other individuals.

The GDPR uses some key terms to refer to individuals, those processing personal data about individuals and types of data covered by the Regulation. These key terms are:

Personal data

Means any information relating to an identified and identifiable natural person (‘data subject’)
This includes for example information from which a person can be identified, directly or indirectly, by reference to an identifier i.e. name; ID number; location data; online identifiers etc.
It also includes information that identified the physical, physiological, genetic, mental, economic, cultural or social identity of a person.
For Hampshire Job Vacancies this is likely to be Name, Email address, Address, Invoice details, Payment details, Job application details (including name, phone number, email address, covering email and CV).

Controller

Means the natural or legal person, public authority, agency or other body who alone or jointly with others, determines the purposes and means of processing the personal data. In effect, this means the controller is the individual, organisation or other body that decides how personal data will be collected and used.
For Hampshire Job Vacancies this is likely to be Mr. V. Powell, Director.

Processing

Means any operation which is performed on personal data such as: collection, recording, organisation, structuring, storage, adaptation or alteration, retrieval, consultation, use, disclosure by transmission, dissemination or otherwise making available, alignment or combination, restriction, erasure or destruction.
For Hampshire Job Vacancies this is likely to be using names and email addresses for holding information about advertisers' accounts and payment details and holding details of job applications.

Special categories of personal data

Means personal data revealing:

a) racial or ethnic origin;
b) political opinions;
c) religious or philosophical beliefs;
d) trade-union membership;
e) the processing of genetic data or biometric data for the purpose of uniquely identifying a natural person;
f) data concerning health or data concerning a natural person's sex life or sexual orientation

N.B. data relating to criminal convictions and offences is not included within the special categories. However, there are additional provisions for processing this type of data (see Regulation 10 of GDPR)

Data Protection Principles

The GDPR is based around 8 principles which are the starting point to ensure compliance with the Regulation. Everybody working in for and with Hampshire Job Vacancies must adhere to these principles in performing their day-to-day duties. The principles require Hampshire Job Vacancies to ensure that all personal data and sensitive personal data are:

(a) Processed lawfully, fairly and in a transparent manner in relation to the subject (‘lawfulness, fairness and transparency’)

(b) Collected for specified, explicit and legitimate purposes and not further processed in a manner that is incompatible with those purposes (‘purpose limitation’)

(c) Adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed (‘data minimisation’)

(d) Accurate and, where necessary, kept up to date; every reasonable step must be taken to ensure that personal data that are inaccurate, having regard to the purposes for which they are processed, are erased or rectified without delay (‘accuracy’)

(e) Kept in a form which permits identification of data subjects for no longer than is necessary for the purposes for which personal data are processed (‘storage limitation’)

(f) Processed in a manner that ensures appropriate security of personal data, including protection against unauthorised or unlawful processing and against accidental loss, destruction or damage using appropriate technical or organisational measures (‘integrity and confidentiality’)

Hampshire Job Vacancies must be able to demonstrate its compliance with (a) – (f) above (‘accountability’).

Processing personal data and sensitive personal data

You must process all personal data in a manner that is compliant with the GDPR, in short, this means you must:
have legitimate grounds for collecting and using the personal data;
not use the data in ways that have unjustified adverse effects on the individuals concerned;
be transparent about how you intend to use the data, and give individuals appropriate privacy notices when collecting their personal data;
handle people’s personal data only in ways they would reasonably expect; and
make sure you do not do anything unlawful with the data.

You must ensure that you are aware of the difference between personal data and special categories of personal data and ensure that both types of data are processed in accordance with the GDPR.

The conditions for processing special categories of personal data that are most relevant to Hampshire Job Vacancies are:
Explicit consent from the data subject;
The processing is at the instruction of Mr. V. Powell who is the Data Controller of that personal data;
The processing is necessary for the purposes of carrying out Hampshire Job Vacancies obligations in respect of employment and social security and social protection law;
The processing is necessary to protect the vital interests of the data subject or another person;
The processing relates to personal data that has already been made public by the data subject; or

If you have any concerns about processing personal data, please contact Mr. V. Powell, Director, who will be happy to discuss matters with you.

Rights of the data subject

The GDPR gives rights to individuals in respect of the personal data that any organisations hold about them. Everybody working for Hampshire Job Vacancies must be familiar with these rights and adhere to Hampshire Job Vacancies' procedures to uphold these rights.

These rights include:

Right of information and access to confirm details about the personal data that is being processed about them and to obtain a copy;
Right to rectification of any inaccurate personal data;
Right to erasure of personal data held about them (in certain circumstances);
Right to restriction on the use of personal data held about them (in certain circumstances);
Right to portability – right to receive data processed by automated means and have it transferred to another data controller;
Right to object to the processing of their personal data.

If anybody receives a request from a data subject (a client or other third party concerning whom we hold personal data) to exercise any of these rights, the request must be referred to Mr. V. Powell, Director,

Note: we only have one month to respond to a request to access a copy of personal data.

Confidentiality and data sharing

Hampshire Job Vacancies must ensure that they only share personal information with other individuals or organisations only where they are permitted to do so in accordance with data protection law.

Wherever, possible you should ensure that you have the client’s (or other data subject’s) consent before sharing their personal data, although, it is accepted that this will not be possible in all circumstances, for example if the disclosure is required by law.

Any further questions around data sharing should be directed to Mr. V. Powell, Director.

Data Protection Impact Assessments (DPIAs)

DPIAs are required to identify data protection risks; assess the impact of these risks; and determine appropriate action to prevent or mitigate the impact of these risks, when introducing, or making significant changes to, systems or projects involving the processing of personal data.

In simpler terms, this means thinking about whether Hampshire Job Vacancies is likely to breach the GDPR and what the consequences might be, if Hampshire Job Vacancies uses personal data in a particular way. It is also about deciding whether there is anything that Hampshire Job Vacancies can do to stop or, at least or minimise the chances of any of the potential problems identified, from happening.

Breaches

A data protection breach is defined as “a breach of security leading to the accidental or unlawful destruction, loss, alteration, unauthorised disclosure of, or access to, personal data transmitted, stored or otherwise processed”.

Everybody working in, for and with Hampshire Job Vacancies has a duty to report any actual or suspected data protection breach without delay to Mr. V. Powell, Director.

Breaches will be reported to the Information Commissioner’s Office (ICO) by Mr. V. Powell, Director without undue delay and, where feasible, not later than 72 hours after having become aware of the breach, unless, Hampshire Job Vacancies is able to demonstrate that the personal data breach is unlikely to result in a risk to the rights and freedoms of data subjects.

Mr. V. Powell, Director, will maintain a central register of the details of any data protection breaches.

Complaints

Complaints relating to breaches of the GDPR and/ or complaints that an individual’s personal data is not being processed in line with the data protection principles should be referred to Mr. V. Powell, Director, without delay.

Penalties

It is important that everybody working for Hampshire Job Vacancies understands the implications for Hampshire Job Vacancies if we fail to meet our data protection obligations. Failure to comply could result in:

Criminal and civil action;
Fines and damages;
Personal accountability and liability;
Suspension/ withdrawal of the right to process personal data by the ICO;
Loss of confidence in the integrity of the business’s systems and procedures;
Irreparable damage to the business’s reputation.

Data Privacy Notice for Applicants

Introduction

Hampshire Job Vacancies is committed to protecting and respecting your privacy.
This policy (together with our terms of use and any other documents referred to on it) sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us. Please read the following carefully to understand our approach to data protection and privacy and practices regarding your personal data including how we will treat it.
The rules on processing of personal data are set out in the General Data Protection Regulation (the “GDPR”).

1. Definitions

Data controller - A controller determines the purposes and means of processing personal data.
Data processor - A processor is responsible for processing personal data on behalf of a controller.
Data subject – Natural living person
Categories of data: Personal data and special categories of personal data
Personal data - The General Data Protection Regulations 2016 apply to ‘personal data’ meaning any information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier (as explained in Article 4 of GDPR). For example name, passport number, home address or private email address. Online identifiers include IP addresses and cookies.
Special categories personal data - The GDPR refers to sensitive personal data as ‘special categories of personal data’ (as explained in Article 9 of GDPR). The special categories specifically include genetic data, and biometric data where processed to uniquely identify an individual. Other examples include racial and ethnic origin, sexual orientation, health data, trade union membership, political opinions, religious or philosophical beliefs.
Processing - means any operation or set of operations which is performed on personal data or on sets of personal data, whether or not by automated means, such as collection, recording, organisation, structuring, storage, adaptation or alteration, retrieval, consultation, use, disclosure by transmission, dissemination or otherwise making available, alignment or combination, restriction, erasure or destruction.
Third party - means a natural or legal person, public authority, agency or body other than the data subject, controller, processor and persons who, under the direct authority of the controller or processor, are authorised to process personal data.

2. Who are we?

Mr V. Powell is the data controller. This means we decide how your personal data is processed and for what purposes. Our contact details are: 07738 755756. For all data matters contact us by phone or by emailing vinnypowell1@gmail.com

3. The purpose(s) of processing your personal data

We do not use or store your personal data. Job applicants personal data contained within their CV and covering letter are sent directly by you the applicant to the company recruiting in that particular advert.

4. Sharing your personal data

We do not and will not share your personal data.

5. How long do we keep your personal data?

We do not keep your personal data.

6. Transfer of Data Abroad

We do not transfer personal data outside the EEA.

7. Automated Decision Making

We do not use any form of automated decision making in our business.

8. Changes to our privacy policy

Any changes we may make to our privacy policy in the future will be posted on this page. Please check back frequently to see any updates or changes to our privacy policy.

Data Privacy Notice for Clients

Introduction

Hampshire Job Vacancies is committed to protecting and respecting your privacy.
This policy sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us. Please read the following carefully to understand our approach to data protection and privacy and practices regarding your personal data including how we will treat it.
The rules on processing of personal data are set out in the General Data Protection Regulation (the “GDPR”).

1. Definitions

2. Who are we?

3. The purpose(s) of processing your personal data

We use your personal data for the following purposes:

Contractual and legitimate interests with regard to supply of services for the contract period and reviewed annual thereafter.
Marketing of services for the contract period and reviewed annual thereafter.

4. The categories of personal data concerned

With reference to the categories of personal data described in the definitions section, we process the following categories of your data:
Personal data:
Contact information - Name, email address, telephone number, address, limited personal information notes

5. What is our legal basis for processing your personal data?

Personal data (article 6 of GDPR)
Our lawful basis for processing your general personal data:
- Consent of the data subject;
TO FULFIL THE CONTRACT
- Processing necessary for the performance of a contract with the data subject or to take steps to enter into a contract

For advertising services supplied by Hampshire Job Vacancies.

- Processing necessary for compliance with a legal obligation

AS REQUIRED BY HMRC

- Processing necessary for the purposes of the legitimate interests of the data controller or a third party, except where such interests are overridden by the interests or fundamental rights or freedoms of the data subject

6. Sharing your personal data

Your personal data will be treated as strictly confidential, and will be shared only within the Hampshire Job Vacancies organisation.

7. How long do we keep your personal data?

We keep your personal data for no longer than reasonably necessary for a period of the advertisement, with annual review of the information in order to fulfil the contract and to market services thereafter. After this period we undertake a review in line with all the principles of GDPR and individuals rights and determine whether or not we have a legitimate interest to retain your data. This is reviewed annually and information destroyed at the point it is not objectively reasonable to retain the data.

8. Providing us with your personal data

We require your personal data as it is a contractual requirement to enable us to advertise for you for our services

9 Your rights and your personal data

Unless subject to an exemption under the GDPR, you have the following rights with respect to your personal data:
The right to request a copy of the personal data which we hold about you;
The right to request that we correct any personal data if it is found to be inaccurate or out of date;
The right to request your personal data is erased where it is no longer necessary to retain such data;
The right to withdraw your consent to the processing at any time, where consent ws your lawful basis for processing the data;
The right to request that we provide you with your personal data and where possible, to transmit that data directly to another data controller, (known as the right to data portability), (where applicable i.e. where the processing is based on consent or is necessary for the performance of a contract with the data subject and where the data controller processes the data by automated means);
The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing;
The right to object to the processing of personal data, individuals have the right to object to their data being processed. There are circumstances where this is limited eg defence of legal claims

10. Transfer of Data Abroad

We do not transfer personal data outside the EEA.

11. Automated Decision Making

We do not use any form of automated decision making in our business.

12. Changes to our privacy policy

Any changes we may make to our privacy policy in the future will be posted on this page and, where appropriate, notified to you by e-mail. Please check back frequently to see any updates or changes to our privacy policy.

14. How to make a complaint

To exercise all relevant rights, queries or complaints please in the first instance contact Mr V. Powell, Director on 07738 755756 or vinny.powell@hampshirejobvacancies.co.uk.

If this does not resolve your complaint to your satisfaction, you have the right to lodge a complaint with the Information Commissioners Office on 03031231113 or via email https://ico.org.uk/global/contact-us/email/ or at the Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF, England.