Amos Bursary Privacy Policy
Data Protection

Last updated: 10th May 2018

The Data Protection Act

This document contains:
o Update General Data Protection Regulation (May 2018)
o What is this privacy policy for?
o Compliance Regulator
o The website
o Salesforce
o Generic information
o Data collection and use of data
o Opting out of the organisation
o Information we may gather
o How we use this information
o How we collect personal information
o Supporter data
o Mentor data
o Student mentor

Update General Data Protection Regulation (May 2018)
Like many organisations, we are taking steps to ensure we comply with the General Data Protection Regulation. We are taking this opportunity to reach out to our users and make sure that they still wish to remain on our mailing list. Emailing and the collection of data is critical to our organisation and communications.

The Data Protection Act controls how your personal information is used by organisations, businesses or the government.

Everyone responsible for using data has to follow strict rules called ‘data protection principles’. They must make sure the information is:
• used fairly and lawfully
• used for limited, specifically stated purposes
• used in a way that is adequate, relevant and not excessive
• accurate
• kept for no longer than is absolutely necessary
• handled according to people’s data protection rights
• kept safe and secure
• not transferred outside the European Economic Area without adequate protection

There is stronger legal protection for more sensitive information, such as:
• ethnic background
• political opinions
• religious beliefs
• health
• sexual health
• criminal records

What is this privacy policy for?

This privacy policy is for the Amos Bursary and governs the privacy of its users. This Privacy Policy explains what we do with your personal data, when we are recruiting for mentors, students and volunteers, continuing our relationship with you once you have signed up with us. The policy sets out the different areas where user privacy is concerned and outlines the obligations & requirements of the users of the website and salesforce. Furthermore, the way the website and salesforce processes, stores and protects user data and information will also be detailed within this policy. This privacy policy will be updated by the data controller when necessary.
● It describes how we collect, use and process your personal data, and how, in doing so, we comply with our legal obligations to you. Your privacy is important to us, and we are committed to protecting and safeguarding your data privacy rights.
● This Privacy Policy applies to the personal data of our Website Users, Mentors, students, volunteers and parents, and other people whom we may contact in order to provide the level of support for our students. It also applies to the emergency contacts of our Staff member.
● It is important to point out that we may amend this Privacy Policy from time to time. Please just visit this page if you want to stay up to date, as we will post any changes here.
● If you are dissatisfied with any aspect of our Privacy Policy, you may have legal rights and where relevant, we have described these as well.

Compliance Regulator

The Data controller is responsible for overseeing compliance with data protection regulations:
• Identifying employees and volunteers who process data, ensuring they are aware of and complying with the provisions set out under the Act and those set out in the organisation’s data protection policy
• Reviewing standard application forms to ensure they include provisions regarding consent to data processing issues
• Reviewing procedures to ensure that personal data is only collected when necessary and to ensure that the data kept is up to date, accurate and only kept for as long as is necessary
• Ensuring data is kept securely. This may include having lockable filing cabinets, password protected or encrypted computers, files and memory sticks, procedures for staff and volunteers taking personal data off site and so on

The data protection policy includes provisions on:
o The processing and transmission of data, particularly to third parties and abroad
o Dealing with requests for access to information (subject access requests)
o Dealing with both manual and automated records systems
o The recognition of sensitive data

The website

We take a proactive approach to user privacy and ensure the necessary steps are taken to protect the privacy of our users throughout their visiting experience at the website. This website complies to all UK national laws and requirements for user privacy.

Salesforce

The Amos Bursary uses Salesforce CRM to manage all our relationships and interactions with supporters, mentors, students and volunteers. It brings together all customer information in a single, integrated platform. This gives us a more complete understanding of our stakeholders. It helps us to analyse our interactions and data with the goal of improving our service and relationships.

Our website and salesforce are integrated so that our mail activities published by salesforce or the website may contain tracking facilities within the actual email. Subscriber activity is tracked and stored in a database for future analysis and evaluation. Such tracked activity may include; the opening of emails, forwarding of emails, the clicking of links within the email content, times, dates and frequency of activity [this is by no far a comprehensive list]. This information is used to refine future email campaigns and supply more relevant content based around activity.

In compliance with UK Spam Laws and the Privacy and Electronic Communications Regulations 2003, subscribers are given the opportunity to unsubscribe at any time through an automated system. This process is detailed at the footer of each email campaign. If an automated un-subscription system is unavailable, clear instructions on how to unsubscribe will be detailed instead.

Generic information

We send out periodic emails to keep you informed about our activities and invite you to attend events and signpost when we are recruiting each year for students, mentors and volunteers. Examples of information shared are our Impact Report, videos about student performance and successes, end of Year Video Highlights and New Year messages. We also may send out emails making requests for internships or networking opportunities for all AB students. Details are not passed on to any third parties, without gaining approval from the individual

Data collection and use of data

Information we may gather

• Name and company/school/university name
• Date of birth
• Contact information including address/ email address/ phone number
• Demographic information, such as postcode, qualifications, and interests
• Cookies
• Website usage data
• Other information relevant to applications to become an AB student or mentor
• Other information pertaining to individual performance
• Credit/debit card information
• Ethnic background
• Photographs

How we use this information

• For our own internal records
• To improve the services we provide
• To contact you in response to a specific enquiry
• To customise the website
• To send emails about events, offers and other things relevant to you
• To connect Amos Bursary participants for networking, information sharing and support
• Google Analytics
• For the provision of services such as confidential counselling or advice.

Supporters Data – In order to provide the best possible opportunities that are tailored to you, we need to process certain information about you. We only ask for details that will genuinely help us to help you. Being on our mailing list means that we keep a record of email address, name, and sometimes the organisation they work for and job title. This helps us identify and contact users. We also track when emails are opened and which we send you as well as how many times they are opened. This helps us judge what is of interest, which in turn affects our decisions about what we email out in the future. We do not share our mailing list

Mentor Data – Mentors filled in an application form supplying us with information relevant to the role as a mentor. This includes a record of email address, name, telephone number, their organisation and job title. This helps us identify and maintain contact, match with a student, share information once agreed with selected student put you in contact with partner mentor/other mentors and students– past, present and future and committee members who are working on specific projects. Your information is not shared outside of the Bursary without your permission. We do not share our mailing list

Student Data – Students filled in an application form supplying us with information relevant to their position as an Amos Bursary student. This included a record of email address, name, telephone number, education institutions, ethnic background and also an application statement. This helps us identify and maintain contact. Match students with a mentor, share information once agreed with the mentors put students in contact with other mentors and students – past, present and future and committee members who will be able to assist you throughout your time with the Amos Bursary. Using your personal details is to help you secure opportunities that might be suitable for you. The more information we have about you, your skillset and your ambitions, the more able we are to help you. Where appropriate and in accordance with local laws and requirements, we may also use your personal data for things like marketing, profiling and diversity monitoring. Where appropriate, we will seek your consent to undertake some of these activities.

Information is also vital to be regularly updated so that we can demonstrate the impact and outcomes the Amos Bursary is having on students as an individual and as the bursary as a whole. Student information is not shared outside of the Amos Bursary without their permission. We do not share our mailing list.

Volunteers’ Data – We keep a record of email address, name, and sometimes the organisation they work for and job title. Volunteers are put in contact with students, mentors and other volunteers to support the mission and values of the Bursary.

Parents/Teachers data – We only ask for very basic contact details, so that we can get in touch with you because you’ve been listed as an emergency contact a reference or to provide general information about the Bursary. We may also use referees’ personal data to contact them in relation to recruitment activities that may be of interest to them.

Business contact data – The main reasons for using your personal data is to ensure that the contractual arrangements between us can properly be implemented so that the relationship can run smoothly and to comply with legal requirements. We use referees’ personal data to help our students to find internships and employment which is suited to them. If we are able to verify their details and qualifications, we can make sure that they are well prepared and matched with prospective employers.

Website users – We collect a limited amount of data from our Website Users which we use to help us to improve your experience when using our website and to help us manage the services we provide. This includes information such as how you use our website, the frequency with which you access our website and the times that our website is most popular. This is not personal data and only user behaviour to help us understand how we can improve our website and engagement.

We use your data to help us to improve your experience of using our website, for example by analysing your recent web page search criteria to help us to present information to you that we think you’ll be interested in. If you are also a potential mentor, student, sponsor or volunteer we may use data from your use of our websites to enhance other aspects of our communications with, you.
How do we collect personal information?

Student and mentor data – There are three main ways in which we collect your personal data:
1) Directly from you; and when you apply to become a mentor or an AB student, opt in to hear more from us, download content from our website, subscribe to be up to date with events and opt in to simply stay in touch.
2) From third parties individuals who give us your email .
3) From referrals and other limited sources (e.g. online and offline media).
Supplier data: We collect your personal data during the course of our work with you.

Parents /Teachers data – People whose data we receive from mentors, students and volunteers. We collect your contact details only where you are put down as parent/carer, guardian/teacher, as their emergency contact or where your information is given to us in order for you to serve as a referee.

Website Users – We will also collect data from you when you contact us via the website, for example requesting a call back, downloading information etc.

Sensitive Data

Ethnicity is deemed to be sensitive data and our mentors and students (the data subject) has given his/her explicit consent to collect this information as part of the recruitment process. We use the information to ensure diversity in our recruitment and mentor placement. For monitoring equal opportunities

Who do we share your personal data with?
Student data – Primarily we will share your information with mentors, some committee members, prospective employers to increase your chances of securing the job you want. Unless you specify otherwise, we may also share your information with any of our partner organisations and sponsors and associated third parties such as our service providers where we feel this will help you to achieve your ambition

Mentor data – We will share your data: (i) primarily to ensure that we provide you with a suitable mentee (ii) to provide you with business and career opportunities for your student. Unless you specify otherwise, we may share your information with associated sponsors or partner organisations.

Parent data – Unless you specify otherwise, your information will only be shared if you give approval.

Website users – Unless you specify otherwise, we may share your information with providers of web analytics services, marketing automation platforms and social media services to make sure any advertising you receive is targeted to you.

How do we protect your personal data?

We care about protecting your information. That’s why we put in place appropriate measures that are designed to prevent unauthorised access to, and misuse of, your personal data.

We are committed to taking all reasonable and appropriate steps to protect the personal information that we hold from misuse, loss, or unauthorised access. We do this by having in place a range of appropriate technical and organisational measures. These include measures to deal with any suspected data breach.

If you suspect any misuse or loss of or unauthorised access to your personal information please let us know immediately on customerservices@global-m.co.uk.

● To access, amend or take back the personal data that you have given to us;
● If you suspect any misuse or loss of or unauthorised access to your personal information;
● To withdraw your consent to the processing of your personal data (where consent is the legal basis on which we process your personal data);
● With any comments or suggestions concerning this Privacy Policy.

We would store this information for no longer than 10 years. Anyone can unsubscribe from our mailing list at any time. If you would like more information about how we process your data, please email us at contact@amosbursary.org.uk.
Under the Data Protection Act 1998, you may request a copy of personal information held about you in our CRM solution Salesforce. A small fee will be payable.
If you would like a copy of the information held on you, please email to the business email address contact@amosbursary.org.uk.

How long do we keep your personal data for?

If we have not had meaningful contact with you (or, where appropriate, the company you are working for or with) for a period of five years, we will Delete your personal data from our systems unless we believe in good faith that the law or other regulation requires us to preserve it (for example, because of our obligations to tax authorities or in connection with any anticipated litigation).

How can you access amend or take back the personal data you have provided to us?

● Even if we already hold your personal data, you still have various rights in relation to it. To get in touch about these, please contact us on customer services@global-m.co.uk. We will seek to deal with your request without undue delay, and in any event in accordance with the requirements of any applicable laws. Please note that we may keep a record of your communications to help us resolve any issues which you raise.

● Right to object: If we are using your data because we deem it necessary for our legitimate interests to do so, and you do not agree, you have the right to object. We will respond to your request within 30 days (although we may be allowed to extend this period in certain cases). Generally, we will only disagree with you if certain limited conditions apply.

● Right to withdraw consent: Where we have obtained your consent to process your personal data for certain activities (for example, for profiling your suitability for certain roles), or consent to market to you, you may withdraw your consent at any time.

● Data Subject Access Requests (DSAR): Just so it’s clear, you have the right to ask us to confirm what information we hold about you at any time, and you may ask us to modify, update or Delete such information. At this point we may comply with your request or, additionally do one of the following:

● We may ask you to verify your identity, or ask for more information about your request.

● Where we are legally permitted to do so, we may decline your request, but we will explain why if we do so.

● Right to erasure: In certain situations, (for example, where we have processed your data unlawfully), you have the right to request us to “erase” your personal data. We will respond to your request within 30 days (although we may be allowed to extend this period in certain cases) and will only disagree with you if certain limited conditions apply. If we do agree to your request, we will delete your data but will generally assume that you would prefer us to keep a note of your name on our register of individuals who would prefer not to be contacted. That way, we will minimise the chances of you being contacted in the future where your data are collected in unconnected circumstances. If you would prefer us not to do this, you are free to say so.

● Right of data portability: If you wish, you have the right to transfer your data from us to another data controller. We will help with this – either by directly transferring your data for you, or by providing you with a copy in a commonly used machine-readable format.

● If your interests or requirements change, you can unsubscribe from part or all of our marketing content (for example job role emails or Global {M} newsletters) by clicking the unsubscribe link in the email, or by updating your preferences through our preference centre on the Global {M} website (by signing into your account or entering your email address).
● To opt out of receiving communication from us, by email, post or telephone, please email contact@amosbursary.org.uk.
● To opt out of this website collecting Cookies, please activate the relevant setting on your browser to refuse the setting of all or some Cookies. Please note this may affect access to parts of this website.

Use of Cookies

This website uses cookies to better the user’s experience while visiting the website. Where applicable, this website uses a cookie control system allowing the user on their first visit to the website to allow or disallow the use of cookies on their computer / device. This complies with recent legislation requirements for websites to obtain explicit consent from users before leaving behind or reading files such as cookies on a user’s computer / device.

Cookies are small files saved to the user’s computer’s hard drive that track, save and store information about the user’s interactions and usage of the website. This allows the website, through its server to provide the users with a tailored experience within this website.
Users are advised that if they wish to deny the use and saving of cookies from this website onto their computer’s hard drive, they should take necessary steps within their web browsers security settings to block all cookies from this website and its external serving vendors.
This website uses tracking software to monitor its visitors to better understand how they use it. This software is provided by Google Analytics, which uses cookies to track visitor usage. The software will save a cookie to your computer’s hard drive in order to track and monitor your engagement and usage of the website, but will not store, save or collect personal information. You can read Google’s privacy policy here for further information
http://www.google.com/privacy.html.

Other cookies may be stored to your computer’s hard drive by external vendors when this website uses referral programs or sponsors links. Such cookies are used for conversion and referral tracking and typically expire after 30 days, though some may take longer. No personal information is stored, saved or collected.

Contact and Communication

Users contacting this website and/or its owners do so at their own discretion and provide any such personal details requested at their own risk. Your personal information is kept private and stored securely until a time when it is no longer required or has no use, as detailed in the Data Protection Act 1998. Every effort has been made to ensure a safe and secure form to email submission process but we advise users using such form to email processes that they do so at their own risk.
This website uses any information submitted to provide you with further information about the products / services we offer or to assist you in answering any questions or queries you may have submitted. This includes using your details to subscribe you to any email newsletter program the website operates but only if this was made clear to you and your express permission was granted when submitting any form to email process. Your details are not passed on to any third parties.

External links

Although this website only looks to include quality, safe and relevant external links, users are advised to adopt a policy of caution before clicking any external web links mentioned throughout this website.
The owners of this website cannot guarantee or verify the contents of any externally linked website despite their best efforts. Users should therefore note they click on external links at their own risk and this website and its owners cannot be held liable for any damages or implications caused by visiting any external links mentioned.

Sponsors links

This website may contain sponsored links. These will typically be served through our sponsorship partners, to whom may have detailed privacy policies relating directly to the adverts they serve.
Clicking on any such links will send you to the sponsor’s website through a referral program which may use cookies and will track the number of referrals sent from this website. This may include the use of cookies which may in turn be saved on your computer’s hard drive. Users should therefore note they click on sponsored external links at their own risk and this website and its owners cannot be held liable for any damages or implications caused by visiting any external links mentioned.

Social media platforms

Communication, engagement and actions taken through external social media platforms that this website and its owners participate on are custom to the terms and conditions as well as the privacy policies held with each social media platform respectively.
Users are advised to use social media platforms wisely and communicate / engage upon them with due care and caution in regard to their own privacy and personal details. Neither this website nor its owners will ever ask for personal or sensitive information through social media platforms and encourage users wishing to discuss sensitive details to contact them through primary communication channels such as by telephone or email.

This website may use social sharing buttons which help share web content directly from web pages to the social media platform in question. Users are advised before using such social sharing buttons that they do so at their own discretion and note that the social media platform may track and save your request to share a web page respectively through your social media platform account.

Shortened links in social media

Our website and its owners through their social media platform accounts may share web links to relevant web pages. By default, some social media platforms shorten lengthy urls.

Users are advised to take caution and good judgement before clicking any shortened urls published on social media platforms by this website and its owners. Despite the best efforts to ensure only genuine urls are published, many social media platforms are prone to spam and hacking and therefore this website and its owners cannot be held liable for any damages or implications caused by visiting any shortened links.

If you would like to know more about your rights in respect of the personal data we hold email us on contact@amosbursary.org.uk.

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