Privacy and data protection policy

 

Data processing and protection

In accordance with GDPR 2018

We are committed to safeguarding the privacy of our candidates and client schools. This policy explains how we store and use your personal data, whether we are in the process of assisting you to secure a teaching appointment, supporting you in your teaching role or assisting schools to seek and appoint the most appropriate teacher for their school requirements.

The company respects the privacy of your personal information and this commitment is demonstrated in this policy. We want to assure you that we will always handle your personal information carefully and in accordance with our stringent procedures and security safeguards. We will comply with all applicable privacy laws and make our staff fully aware of their obligations.

This Privacy Policy applies to the company’s website and to all dealings between users and the company. It outlines how your personal information is used, protected and recorded.

Under no circumstances will information be sold or made available to marketing agencies or similar parties not directly involved with the company.

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 informed, as we will post any changes here.

CANDIDATE DATA

In order to provide the best possible employment opportunities that are tailored to your needs and the requirements of our client schools, we must process certain information about you. We only ask for the minimum details that will genuinely help us to assist you to secure a teaching role and to commence the appointment on the optimal date, such as: your name; age; contact details; education details; employment history; immigration status; and National Insurance number. You may choose to share other relevant information with us to help you with your application. Where appropriate and in accordance with legislation and requirements, we will also collect information related to your health, or details of any criminal convictions.

  1. How we store and use your personal data

1.1 This section provides you with details about:

  • what personal data we may process at various stages of your application;
  • in the case of personal data that we did not obtain directly from you, where we obtained that data from, and what types of data we have collected;
  • the purposes for which we may process your personal data; and
  • the legal grounds on which we process your data.

1.2 Pre-registration Stage Data

Our first contact with you may be to conduct a short ‘pre-registration’ process. This is designed takes the form of a telephone conversation with one of our recruitment consultants and is designed to take very little time and effort to complete; this will give us the initial essential information we need about you to help us to carry out crucial essential checks.

The Pre Registration data that we may process that you provide at this stage may be name, address, date of birth, TRN, email address, Any other/previous surname, Immigration status.

The personal data that you have provided to us during this initial conversation will be used to establish you as an applicant who wishes to register with us for our assistance with securing a teaching appointment and your details will be entered on to our database.

The data collected may be processed for the purposes of providing our services, ensuring the security of our website and services, maintaining back-ups of our databases and communicating with you.

The legal basis for this processing is our legitimate business interests.

We may consider you for opportunities that you did not specifically apply for but which we think might satisfy your stated requirements and represent a good fit for employers who may have appropriate vacancies for you to consider; we will process your data to facilitate finding you a suitable teaching appointment. We will only send your data (CV) to a school once we have discussed the specific school with you and elicited your verbal agreement to share such information with this client school. For your information, we record the date and time of our telephone calls and also make a recording of the call which we retain for a 12 month period.

Please refer to our Compliance Policy for further details of the data we collect at this stage.

1.3 Full Registration Data.

Prior to arranging an interview for you with any client school to be considered for a vacancy, we need to undertake a full Registration Interview. This is not a complicated process but allows us to glean more information about you which will help us to ensure that you are only considered for vacancies in schools that are suitable to fulfil your requirements.

At this stage we will process additional information that you will be required to provide to us. This Registration Data may include your name, address, telephone number, email address, profile pictures, gender, date of birth, Any other/previous Surname, interests and hobbies, educational details, employment history, curriculum vitae, teaching role preferences, employment details and immigration status.

We may process your registration data in relation to job vacancies that you have applied for, processing those applications, facilitating the recruitment process and furthering our relationship with you.

The legal basis for this processing is our legitimate interests in finding an appropriate person for a particular role.

We may consider you for opportunities that you did not specifically apply for but which we think might be a good fit for your skillset, represent you to employers who may have appropriate vacancies for you, and share your registration data. Your personal data will not be sent to any school until this has been fully discussed with you; your Hourglass consultant will discuss any role in a specific school with you and will only make your personal data available to a client school when you have agreed that they can do so.

Please refer to our Compliance Policy and Privacy Notice for further details of the data we collect at this stage.

1.4 Interview Stage Data

Attendance at an interview arranged by Hourglass Education will necessitate the collection of specific data from you. It is essential that we are in receipt of this information prior to an interview being confirmed with a client school.  The legal basis for processing this data is legitimate business interest, namely safeguarding children in schools.

This essential data will include:

Identification, DBS, Overseas Police Checks, Right to Work documents.

Please refer to our Compliance Policy and Privacy Notice for further details of the data we collect at this stage.

1.5 Post – Appointment Data

Subsequent to attendance at an interview arranged by Hourglass Education and an offer of a teaching appointment which has been accepted by you, a requirement for collection of full Compliance Data will be generated.

No teaching appointment will commence until fully verified Compliance Data and been collated and processed. The data which is collated is circumstance dependent.

For full details of our Compliance Data that may be requested, please refer to the Compliance Policy and Privacy Notice.

1.6 Externally Resourced Data.

We may collect your details from third-party sources such as CV Outsourcing, LinkedIn, CV Library, Apply4U or a similar website; this information may include your name, email address or telephone number. We may do this where we identify that you are suitable for an available vacancy. We may use this data to contact you to ask whether you would like us to provide you with recruitment work-finding services.

In these circumstances our use of your data is limited to making contact with you to determine whether you are interested in receiving our services whist you seek a teaching appointment.

The legal basis for this processing is our legitimate interest as a business to maintain a viable resource of teachers.

For more details please refer to our Privacy Notice.

1.7 Payment Data.

We may process information relating to any payments made to you. This data may include your business or personal contact details, your bank account details, and the transaction details. The payment data may be processed for the purposes of undertaking these payments and keeping accurate records of those transactions.

The legal basis for this processing of data is the performance of a contract between you and us and/or taking steps, at your request, to enter into such a contract and our legitimate interests, namely our interest in the proper administration of our business.

For more details please refer to our Privacy Notice.

1.8 Notification data.

We may process information that you provide to us for the purpose of subscribing to our email notifications and  job alerts. The notification data may be processed for the purposes of sending you the relevant notifications or job alerts.

The legal basis for this processing is consent.

1.9 Correspondence data.

We may process information contained in or relating to any communication that you send to us. The correspondence data may include the communication content and metadata associated with the communication. Our website will generate the data associated with communications made using the website contact forms. The correspondence data may be processed for the purposes of communicating with you and record-keeping.

The legal basis for this processing is our legitimate interests, namely the proper administration of our website and business and communications with users.

1.10 Other processing activities.

In addition to the specific purposes for which we may process your personal data set out above, we may also process any of your personal data where such processing is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another person.

Please do not supply any other person’s personal data to us, unless prompted by a request from us.

  1. Providing your personal data to others

2.1 Our professional advisers

We may disclose your personal data to our professional advisers insofar as reasonably necessary for the purposes of obtaining and maintaining essential services to our candidates and clients, managing risks, obtaining professional advice and managing legal disputes.

For more details please refer to our Privacy Notice.

2.2 Our clients/potential employers/partner agencies

We may disclose your registration or compliance data to our clients, potential employers, and our partner agencies insofar as reasonably necessary in relation to potential job vacancies, and in the process of representing you to employers who may have an appropriate vacancy for you and administering any job placement.

For more details please refer to our Privacy Notice.

2.3 Where we provide your personal data to any third party.

Where we share your personal data with any third party, such as Occupational Health, Payroll partners, IT Support etc, we will ensure this processing is protected by appropriate safety measures including a suitable data sharing agreement with that third party.

2.4 To comply with legal obligations.

In addition to the specific disclosures of personal data detailed above, we may also disclose your personal data where such disclosure is necessary for compliance with a legal obligation we have to conform to, or in order to protect your vital interests or the interests of another individual.

  1. Transfers of your personal data outside of the European Economic Area

3.1 Where your personal data is transferred outside of the EEA, we will ensure that either (a) The European Commission has made an “adequacy decision” with respect to the data protection laws of the country to which it is transferred, or (b) we have entered into a suitable data processing agreement with the third party situated in that country to ensure the adequate protection of your data. Transfers outside of the EEA will be protected by appropriate safeguards.

  1. Retention and deleting of personal data

4.1 Personal data that we process for any purpose or purposes shall not be kept for longer than is necessary for that purpose or those purposes. We will retain and delete your personal data in accordance with our Data Retention Policy.

4.2 We may retain your personal data where such retention is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another person.

For more details please refer to our Privacy Notice.

  1. Amendments

5.1 We may update this policy from time to time by publishing a new version on our website.

5.2 You should check this page occasionally to ensure you are happy with any changes to this policy.

5.3 We may notify you of changes to this policy by email.

  1. Your rights

6.1 You may instruct us to provide you with any personal information we hold about you; provision of such information will be subject to:

(a) your request not being found to be unfounded or excessive, in which case a charge may apply; and

(b) the supply of appropriate evidence of your identity

6.2 We may withhold personal information that you request to the extent permitted by law.

6.3 You may instruct us at any time not to process your personal information for marketing purposes.

6.4 In practice, you will usually either expressly agree in advance to our use of your personal information for marketing purposes, or we will provide you with an opportunity to opt out of the use of your personal information for marketing purposes.

6.5 The rights you have under data protection law are:

(a) the right to access;

(b) the right to rectification;

(c) the right to erasure;

(d) the right to restrict processing;

(e) the right to object to processing;

(f) the right to data portability;

(g) the right to complain to a supervisory authority; and

(h) the right to withdraw consent.

Details of how to exercise your rights can be found on our Privacy Notice.

6.15 Exercising your rights. You may exercise any of your rights in relation to your personal data by writing to us by email or post in addition to the other methods specified above.

  1. Our Details

8.1 This website is owned and operated by http://hourglasseducation.com

8.2 We are registered in England and Wales under registration number 07026119, and our registered office is at 1-4 Ripponden Business Park, Oldham Road, Ripponden HX6 4FF, which is also our place of business.

8.4 You can contact us:

(a) by post, using the postal address given above;

(b) using our website contact form;

(c) by telephone, on the contact number published on our website from time to time; or

(d) by email, using the email address published on our website from time to time.

  1. Data protection officer

Our data protection officer is Claire Murphy.

If you are unhappy about the way in which Hourglass Education has dealt with your privacy or your data, you should contact Claire Murphy, our data protection officer.

Email: Claire.murphy@hourglasseducation.com
Tel: 0800 014 2688

We may update this policy by publishing a new version and you should check from time to time to ensure you are aware and happy with the changes.

 

Company name: Hourglass Education
Policy name: Data processing and protection policy
Date: 01/05/2018
Version: V1