Why do we collect and use personal data?

We collect and use personal data to engage with you as an employee, worker, self-employed person or contractor in relation to the work you undertake in these roles, including associated recruitment and selection processes.  We collect and use personal data to fulfil our responsibilities as an employer, and for management and administrative purposes including personnel and HR functions, the supervision and monitoring of work, safeguarding, conflicts of interest, seeking your feedback, dealing with complaints, to further the charitable aims of Encompass Southwest and the legitimate interests of those we support.

How do we justify this according to data protection legislation?

Our lawful bases for processing this data include our legitimate interests as an employer and charity and the legitimate interests of our beneficiaries.  These legitimate interests include: ensuring that Encompass Southwest operates effectively and efficiently; monitoring our activities to protect the organisation against fraud, money laundering, conflicts of interest and other risks.  We also process personal data on the basis of our legal obligations, for example complying with accounting and reporting requirements as an employer, a registered charity.  We process some personal data on the basis of the contracts Encompass Southwest has with you that relate to your employment or work at Encompass Southwest.  We also process some personal data based on your consent, including your consent to receive direct marketing communications.

What kinds of personal data do we collect and use and where do we get them from?

We collect and use personal data during the course of your work for Encompass Southwest, including: recruitment and selection records; use of Encompass Southwest computer and communication systems and cloud-based services; time recording; personnel and HR records, including those related to disability, health, performance and supervision; and other personal data required in order to contract with you, including personal data related to your right to work in the UK and financial details to enable us to make payments to you.  Some of your personal data may be sourced from recruitment agencies and publicly-available sources during recruitment and selection processes.  We collect sensitive personal data, in some cases including personal data relating to criminal offences and convictions, and personal data processed in relation to the safeguarding of children and vulnerable adults.  We will also process data to enable us to fulfil our duty of care to you as an employee, worker for example, information about any particular health, access or communication needs.

Who might your personal data be shared with?

We will share your data with other organisations and individuals to comply with our legal obligations.  We will also share your data with organisations that undertake data processing on our behalf, including HR and personnel functions such as payroll administration.  In some circumstances we may need to share your personal data to further the legitimate interests of Encompass Southwest and Encompass Southwest’s beneficiaries, for example in situations where you are representing a client at tribunal or where you are undertaking work that requires interaction with third party organisations.

How long do we keep personal data for?

We keep the following types of personal data for at least six years since the date of the last record: accident books and records; accounting records; income tax and National Insurance returns, correspondence with HMRC; records of notifiable events in relation to retirement benefit schemes; maternity pay records; wage and salary records; and working time records.

Certain types of record will be kept for longer periods, including records related to pension schemes and pensioners, which will be kept for 12 years from the date pension benefits cease, and records related to parental leave, which will be kept for 18 years from the birth of the child.  see https://www.cipd.co.uk/knowledge/fundamentals/people/hr/keeping-records-factsheet.

Certain types of records will be kept permanently, including: health and safety assessments and consultations; and senior executive records.

We keep application forms and interview notes for unsuccessful job applicants for 12 months.  Records of successful job applicants will be transferred to their personnel file.

Our Volunteers and Trustees

Why do we collect and use personal data?

To engage with you as a volunteer or trustee including your recruitment, induction, training and the activities you undertake in your role.  We collect and use personal data for management and administrative purposes and for internal record keeping, such as the management and facilitation of volunteer activity, safeguarding, conflicts of interest, seeking your feedback, dealing with complaints and to further the charitable aims of Encompass Southwest, including the legitimate interests of those we support.

How do we justify this according to data protection legislation?

Our lawful bases for processing this data include our legitimate interests as a charity and the legitimate interests of our beneficiaries, including: supporting you effectively in your role and fulfilling our duty of care to you; ensuring that Encompass Southwest operates effectively and efficiently; and monitoring those who volunteer on Encompass Southwest’s behalf to protect the organisation against fraud, money laundering, conflicts of interest and other risks.  We process personal data on the basis of our legal obligations, for example complying with our reporting requirements as a registered charity.  We also process your personal data based on your consent, including your consent to receive direct communications.

What kinds of personal data do we collect and use and where do we get them from?

We collect and use your personal information when you express an interest in volunteering or acting as a trustee and when you undertake such roles and activities.  We collect and use your personal data when you visit us in person, use Encompass Southwest computer and communication systems and cloud-based services, websites, complete printed paper forms, speak to us on the telephone, attend events, complete surveys or questionnaires or communicate with us by post, e-mail, online or other channels.  Information is recorded in paper files, electronic files and cloud-based databases.  The personal data we collect will include information to assess your suitability to undertake the role in question, and may include processing of sensitive data and personal data relating to criminal offences and convictions, including data processed in relation to the safeguarding of children and vulnerable adults.  We will also process data to enable us to fulfil our duty of care to you, for example, information about any particular health, access or communication needs.  We may process your personal data to further the legitimate interests of our beneficiaries, for example providing your contact details to partner organisations.  We may process your personal data to reimburse expenses incurred in undertaking your role for Encompass Southwest.

We may receive information about you from third parties, for example from a friend who thinks you might be interested in volunteering, or someone who provides you with a reference when you apply to volunteer with us.  We may make use of personal data that is publicly available to communicate with you about voluntary opportunities at Encompass Southwest.

Who might your personal data be shared with?

We may take up references for any trustee or volunteer undertaking activities for Encompass Southwest.  We will take up such references during your recruitment.  We may also need to share your personal data, for example as part of safeguarding checks, to enable you to undertake particular activities for Encompass Southwest.  This will be done in line with the written hopes and expectations associated with the role to which you have been recruited and in consultation with the person responsible for your recruitment, supervision and support.  Personal data of trustees and directors will be shared with the Charity Commission and Companies House in line with our legal obligations.

How long do we keep personal data for?

We keep application forms and interview notes for unsuccessful volunteer and trustee applications for 12 months.  Records of successful applicants will be transferred to the appropriate volunteer or trustee record.

We keep personal data that relates to financial records, including reimbursement of expenses, for at least 6 years from the end of the last financial year they relate to for Encompass Southwest accounting purposes.

We will retain other personal data related to your activities as a trustee or volunteer for Encompass Southwest for a period of at least 6 years since the date you last undertook activity on our behalf.  Some data, for example minutes of trustee meetings, or records of people volunteering for Encompass Southwest listed in our annual report will be kept permanently for historical and archiving purposes.

We will ensure that you can simply and easily withdraw your consent to being sent information about voluntary activities and to indicate your preference for receiving communications in a particular format.  If you withdraw your consent or change your preferences, we may retain a record of your withdrawal of consent or change of preferences for a period of 6 years from the date you notified us: this helps us maintain accurate records and ensure that information is not sent to you in error when you have withdrawn consent.

Claire Fisher

Chief Officer

Tel: 01271 371499

Mobile: 07817 991501

Email: [email protected]

Official – Personal Information

This email has been sent to you by Encompass Southwest. Attachments may contain personal or sensitive information as defined by the Data Protection Legislation. When handling this information, please follow the instructions below:

• Only circulate this email to individuals who need to know this information.
• Encompass Southwest recommends that if you share this information it is done securely, either by encrypted email or by secure post.
• Any printed copies must be stored securely.

To find out more about how Encompass Southwest process and store personal information please visit our website https://www.bpag-encompass.org.uk/about/ to read our full privacy notice.

EMAIL CONFIDENTIALITY NOTICE

This email and any attachment(s) to it contains information which may be confidential, subject to intellectual property protection and may be legally privileged and protected from disclosure and unauthorised use.  If you are not the intended recipient of this email or believe that you have received this email in error you must neither take any action based upon its contents or attachments.  You must not copy, forward, adapt, distribute or disclose any of the information contained.  You must not retain this email or the information included or attached in any form whatsoever. If you are not the intended recipient or believe that you have received this email in error please contact the sender immediately or Encompass South West, Node Cowork, Barnstaple, EX31 3YB.  Telephone: 01271 371499. Registered Charity 1145286.

Authorised and regulated by the Financial Conduct Authority, No. 618752, www.fca.org.uk”