External Privacy Notice
Introduction
The Head and Neck Cancer Foundation respects privacy and legal rights surrounding it. This privacy and cookie policy ‘Privacy Policy’ applies to personal information we obtain from any person who visits our website.
This Privacy Policy describes the types of information that we might obtain, how we may use it, with whom we may share it and the choices you may have regarding our use of such information.
We also describe the measures we take to safeguard the information.
Compliance with data protection legislation is paramount to ensure strict safety standards, individual rights are respected and our business operations are protected. Please take the time to read and understand this policy.
About us
The Head and Neck Cancer Foundation is a charity registered in England with charity number 1160602. The charity’s registered company address is: The Head and Neck Cancer Foundation, The Coach House, Somborne Park, Little Somborne, Stockbridge, SO20 6QT.
This Privacy Policy is issued on behalf of The Head and Neck Cancer Foundation so when we mention ‘The Head and Neck Cancer Foundation’, ‘HNCF’, ‘we’, ‘us’ or ‘our’ - we are referring solely to The Head and Neck Cancer Foundation responsible for processing your data. All references to ‘you’ or ‘your’ mean the person accessing this website. References to this website pertain solely to: www.hncf.org.uk
For the purpose of the Data Protection Legislation and this notice, we are the ‘data controller’. This means that we are responsible for deciding how we hold and use personal data about you. We are required under the Data Protection Legislation to notify you of the information contained in this privacy notice.
We have appointed a Data Protection Officer. Our Data Protection Officer is our Data Protection Point of Contact and is responsible for assisting with enquiries in relation to this privacy notice or our treatment of your personal data. Should you wish to contact our Data Protection Point of Contact you can do so by sending an e-mail to info@hncf.org.uk
Contact
If you have any questions about this Privacy Policy, or want to exercise any of your legal rights, please contact us by sending an e-mail to info@hncf.org.uk
Personal Information
The types of personal data that we collect and use will depend on various circumstances. The data may include, for example: Contact information, such as name, postal address, email address and telephone number, the company you work for, your job title and department. Any personal information held within content that you provide to us via our Website.
IP address; mobile device ID; any other personal data we may obtain through you interacting with us. If you apply to us for any form of employment through our website, the HNCF Recruitment Privacy Notice set out below will apply to your application.
We do not knowingly collect personal data from children under the age of 13 as per the DPA directive. Our website is not targeted to children under 13. Any minor wishing to contact us should ask a parent or legal guardian to do so on their behalf.
How we will use personal information
We may use your personal information for a number of different purposes. We are also required by law in some countries to state the ‘legal basis for processing’ your personal date. For example to tell you on what grounds we are allowed to use your information, and this is set out below:
How we may use personal information?
Who we may share personal information with?
Our legal basis for processing personal information held
Client service enquiries: Our Website allows you to contact us through an electronic enquiry form. If you submit your personal information through this form, we will use it to enable us to respond to your request. We do not share your personal information for this purpose. It is in our legitimate interest to use your personal information in such a way to ensure that we can respond to your enquiry.
Marketing Communications: To provide you with email marketing materials e.g. a newsletter, bulletins. We may share your personal information with third party email marketing services that we use to deliver our email marketing campaigns (e.g. MailChimp or HubSpot).
Where your personal information is completely anonymised, we do not require a legal basis to use it as the personal information will no longer constitute personal information that is regulated under UK data protection laws. However, our collection and use of such anonymised personal information may be subject to other laws where your consent is required. Please see below for further details about cookies.
Where your personal information is not in an anonymous form, it is in our legitimate interest to use your personal information for marketing purposes. We will only send you marketing communications via email where you have consented to receive such marketing communications, or where we have a lawful right to send this information.
Business administration and legal compliance: We use your personal information for the following business administration and legal compliance purposes: to comply with our legal obligations; to enforce our legal rights; to protect rights of third parties; and in connection with a business transition such as a merger, acquisition by another company, or sale of all or a portion of our assets.
We may share your personal information with professional advisers such as lawyers and accountants and/or governmental or regulatory authorities.
Where we use your personal information in connection with a business transition, enforce our legal rights, or to protect the rights of third parties it is in our legitimate interest to do so. For all other purposes described in this section, it is our legal obligation to use your personal information to comply with any legal obligations imposed upon us such as a court order.
Where we share sensitive personal information, we shall obtain your consent to do so.
Cookies and similar technologies
Our Website uses certain cookies, log files and other technologies of which you should be aware. Please see below to find out more about the cookies we use and how to manage and delete cookies.
Third party links and third party websites
Our Website may contain links to third party websites and services. Please remember that when you use a link to go from our Website to another site, or you request a service from a third party, this Privacy Policy no longer applies.
Instead, your browsing and interaction on any other websites, or your dealings with any other third party service provider, is subject to that website’s or third party service provider’s own rules and policies. Please note that we do not monitor, control, or endorse the privacy practices of any third parties.
We encourage you to become familiar with the privacy practices of every website you visit or third party service provider that you deal with and to contact them if you have any questions about their respective privacy policies and practices.
Data retention
We do not keep your personal data for any specific period but we will not keep it for longer than is necessary for our purposes.
Confidentiality and security
We are committed to keeping the personal information you provide to us secure and we will take reasonable precautions to protect the personal information that we have under our control from: unauthorised access; improper use or disclosure; unauthorised modification; and unlawful destruction or accidental loss.
All of our employees who have access to, and are associated with the processing of personal information, are obliged to respect the confidentiality of the personal information of all users of our Website.
Legal rights
To the extent provided by the law, you may (i) have the right to access certain personal information we maintain about you and obtain a copy of that information, (ii) update or correct inaccuracies in that information, (iii) object to our use of your personal information, and (iv) delete your personal information from our database. To exercise these rights, please contact us using the details above. To help protect your privacy and maintain security, we may take steps to verify your identity before granting you access to the information.
UK residents have the following rights in relation to the personal information we hold: If you ask us, we’ll confirm whether we’re processing your personal information and, if so, provide you with a copy of that personal information (along with certain other details).
If the personal information we hold about you is inaccurate or incomplete, you are entitled to have it rectified. If we have shared your personal information with others, we will let them know about the rectification where possible. If you ask us, where possible and lawful to do so, we will also tell you who we have shared your personal information with so that you can contact them directly.
You can ask us to delete or remove your personal information in some circumstances such as where we no longer need it or if you withdraw your consent (where applicable). If we have shared your personal information with others, we’ll let them know about the erasure where possible. If you ask us, where it is possible and lawful for us to do so, we’ll also tell you who we have shared your personal information with so that you can contact them directly.
You can ask us to ‘block’ or suppress the processing of your personal information in certain circumstances such as where you contest the accuracy of that personal information or you object to us processing it. It will not stop us from storing your personal information though. We’ll tell you before we lift any restriction. If we have shared your personal information with others, we’ll let them know about the restriction where it is possible for us to do so. If you ask us, where it is possible and lawful for us to do so, we’ll also tell you who we have shared your personal information with so that you can contact them directly.
You have the right, in certain circumstances, to obtain personal information you have provided us with (in a structured, commonly used and machine readable format) and to reuse it elsewhere or to ask us to transfer this to a third party of your choice.
You can ask us to stop processing your personal information, and we will do so, if we are: (a) relying on our own or someone else’s legitimate interests to process your personal information, except if we can demonstrate compelling legal grounds for the processing; or (b) processing your personal information for direct marketing.
You have the right not to be subject to a decision when it is based on automatic processing, including profiling, if it produces a legal effect or similarly significantly affects you, unless such profiling is necessary for entering into, or the performance of, a contract between you and us.
If we rely on your consent (or explicit consent) as our legal basis for processing your personal information, you have the right to withdraw that consent at any time.
If you have a concern about any aspect of our privacy practices, you can report it to the UK Information Commissioner’s Office (ICO) or any other supervisory authority or regulator responsible for data protection and privacy in your jurisdiction.
If you are based in the UK, you can find details about the ICO on the ICO website at https://ico.org.uk/concerns/ or by calling their helpline on 0303 123 1113.
Cookies
Cookies are pieces of information that may be placed on your computer by a website for the purpose of collecting data to facilitate and enhance your communication and interaction with that website. Cookies contain information that is transferred to your computer’s hard drive.
Our Website uses cookies to distinguish you from other users of our Website. This helps us to provide you with a good experience when you browse our Website and also allows us to improve our Website. By continuing to browse any of our Website, you are agreeing to our use of cookies.
You can block cookies by activating the setting in your web browser that allows you to refuse the setting of all or some cookies. However, if you use your browser settings to block all cookies (including essential cookies) you may not be able to access all or some parts of our Website.
Changes to this Privacy Policy
We may make changes to this Privacy Policy from time to time. We encourage you to review this Privacy Policy periodically to be informed of how we use your personal information.
HNCF Recruitment Privacy Notice
Rationale
If you are applying to work at The Head and Neck Cancer Foundation (‘we’, ‘us’, ‘our’) we will be required to collect and process your personal data.
Types of data collected
When you make an application to work for us, we will collect some, or all of the following information; contact information including name, address, email addresses and phone number; qualifications details e.g. skills, experience and employment history; current salary and benefit information; information about any disabilities which we need to make reasonable adjustments during the recruitment process; and/or information confirming your right to work in the UK.
Data retention and processing
We have a legitimate interest in processing personal data during the recruitment process and for keeping records of the process as this allows us to manage the recruitment process and assess and confirm a candidate’s suitability for a role. We may also need to process data from job applicants to respond to and defend against legal claims.
In some cases, we need to process data to ensure that we are complying with our legal obligations such as checking a successful applicant’s eligibility to work in the UK before employment starts.
Sensitive and special categories of data
If your application to work for us is successful, we may also need to obtain and process special categories of information for diversity and equality monitoring. We may also collect information regarding disabilities to make reasonable adjustments for candidates who require it. We process this information to carry out our obligations and exercise specific rights in relation to employment. This information will only be collected with your further express consent.
Depending on the role, we reserve the right to request information concerning past criminal convictions or carry out financial checks to comply with contractual obligations to clients or our regulatory requirements as an employer.
Unsuccessful candidates
If your application is unsuccessful, we may keep your personal data on file in case there are future employment opportunities for which you may be suited. The organisation will ask for your consent before it keeps your data for this purpose and you are free to withdraw your consent at any time.
Data sources for recruitment purposes
We may collect your data from the following sources: your CV; recruitment agents you are using; identity documents you provide to us; interviews with you; and/or once you have been offered and accepted a role we may, with your consent, collect data from: referees/previous employers; background checker providers/criminal records checks (if applicable).
Who will see the data?
Your information may be shared internally for the purposes of the recruitment process. We will ensure that the transfer of data between employees is lawful and that there are appropriate security arrangements in place.
We will not share your data with third parties, unless your application is successful and you are offered employment. We may then share certain elements of your data with former employers to obtain references.
Data retention and storage
Data will be stored in a range of different places, including our IT systems (including email) which includes the holding of emails on servers which may be outside the UK.
If your application is unsuccessful, we will hold your data on file for three months after the end of the relevant recruitment process. If you agree to allow the organisation to keep your personal data on file, the organisations will hold your data on file for a further 12 months for consideration for future employment opportunities. At the end of that period or once you withdraw your consent, your data will be deleted or destroyed.
If your application for employment is successful, personal data gathered during the recruitment process will be transferred to your HR file and retained during your employment in accordance with our internal retention policy, of which you will be notified.
What if I do not provide personal data?
You are under no statutory or contractual obligation to provide data to us during the recruitment process. However, if you do not provide the information, we may not be able to process your application properly or at all.
Access to your personal data and other rights
As a data subject, you have a number of rights. You can: access and obtain a copy of your data on request; require the organisation to change incorrect or incomplete data; require the organisation to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing; and object to the processing of your data where the organisation is relying on its legitimate interests as the legal ground for processing.
If you would like to exercise any of these rights, please use the contact details below. If you believe that an organisation within The Head and Neck Cancer Foundation has not complied with your data protection rights, you have the right to complain to your local regulator responsible for data protection and privacy matters.
Contact
In processing your personal data for the purposes of recruitment, we act as a data controller. If you have any questions or want to exercise any of your legal rights, please contact us by sending an e-mail to: info@hncf.org.uk