Privacy Notice

Efficiency North Holdings Ltd, EN:Able Communities CIO and EN:Able Futures CIC

Why do we need to collect and process your personal data?

We need to collect personal details about you in order to provide you with support into your apprenticeship/training and on-going employment with EN:Able Futures CIC Ltd including detail which will enable us to register you with any relevant training provider to provide the relevant qualifications once you are in the role.

EN:Able Communities CIO is our charity, and this is where the money comes from for any additional support we may be able to offer you.

This statement tells you how we meet our obligations under the General Data Protection Regulations (2016) and any national implementing laws, regulations and secondary legislation, as amended or updated from time to time in the UK (Data Protection Legislation) and how you can access any data we hold about you.

The information that we hold about you includes documentation relating to your employment, support received before employment, support received whilst in employment and may include the following (which is not an exhaustive list)

• Name, address, contact details, landlord, date of birth, National Insurance Number, and information that relate to the “priority groups” that EN:Able Communities seeks to help

• Information about medical issues, criminal convictions and any identified risk to the public

• Records of conversations with yourself, hosts or colleges about pastoral issues or progress towards a qualification or completion of an apprenticeship

• Terms and conditions of your employment, qualifications and skills undertaken, bank account details, detail of disciplinary or grievance procedures, assessment of performance, details of periods of sickness/leave

• Photographs and / or video clips which could be used in marketing materials for Efficiency North, EN:Able Communities or EN:Able Futures CIC

Special category data

We collect information relating to your self-declared ethnic background because supporting those from a BAME background into employment is one of Efficiency North Holding’s priorities.

We ask you to tell us whether you class yourself as having a disability because supporting people with a disability is one of Efficiency North Holding’s priorities

Criminal offence data

Efficiency North Holdings works proactively to support ex-offenders move into employment. We use information disclosed about unspent criminal convictions to support employers to evaluate and manage risk in the work place and to support you in securing and sustaining employment.

What we do with your information

We will use the data to provide employment support services to you and help us to improve those services. We may also use the information that you share in order to make grant payments to other organisations that have supported you into work. We may use your data for audit and compliance purposes, but we will use anonymised data for the performance monitoring of our charitable objectives and to report on our social value activities.

All the personal data we process is processed by our staff in the UK and our IT hosting and maintenance is located on servers within the European Union. We do not intend to transfer data outside of the European Economic Area but in the event that we do so we will comply will all appropriate transfer mechanisms as stipulated by Data Protection Legislation.

We have security arrangements in place to guard against unauthorised access, improper use, alteration, destruction or accidental loss of your personal information. We take appropriate organisational and technical security measure and have rules and procedures in place to ensure that any personal information we hold is not accessed by anyone it shouldn’t be.

We do not use automated decision making. If in the future, if we intend to process your personal data for a purpose other than that which it was collected for, we will provide you with information on that purpose and any other relevant information.

Who we share your data with, why do we share it and how long do we keep it?

We will share the information provided by you, with local employment groups and employers for the purposes of recruitment as described below:

Sharing CV’s provided for recruitment purposes

Sharing your employment details with partners for the purpose of evidencing social value

Disclosing unspent criminal convictions to potential hosts and training providers, including details of any restrictions required by law as part of licence conditions e.g. curfews, exclusion zones

Sharing your progress on your apprenticeship with your host and any future potential hosts in order to obtain placements to complete your apprenticeship

We do NOT give anyone else access to your information, in return for payment for their marketing or commercial purposes, unless you give specific consent. Your information is retained for up to 12 years.

What are your rights?

You have the right to request from us access to and rectification or erasure of your personal data, the right to restrict processing, as well as in certain circumstances the right to data portability or to object to processing.

If you have provided consent for the processing of your data, you have the right (in certain circumstances) to withdraw that consent at any time which will not affect the lawfulness of the processing before your consent was withdrawn.

Where this data has been shared with third parties, as described above, we will inform them of any corrections, requests for deletions or restrictions as appropriate.

Where you have requested access to your personal data, one copy will be provided free of charge (unless the request is manifestly unfounded or excessive) within one month of receipt of the request.

If you are not satisfied with our response or believe we have not complied with the requirements of Data Protection Legislation with regard to your personal data, you have the right to lodge a complaint to the Information Commissioners’ Office (ICO).

Efficiency North Holdings limited, and its subsidiary companies are registered with the ICO and the registration numbers are shown below:

• Efficiency North Holdings Limited ZA129083

• EN:Able Communities CIO ZA270507

• EN:Able Futures CIC ZA267637

Identity and contact details of controller and processor of your data:

For the purposes of Data Protection Legislation:

• Efficiency North Holdings Limited is the controller and processor of your personal data

If you wish to exercise any of your rights or raise a complaint on how we have handled your personal data, you can contact the Operations Manager, Nicky Field (by email to nicky.field@efficiencynorth.org or in writing at Efficiency North, 1st Floor, Sovereign Court, 300 Barrow Road, Sheffield, S9 1JQ).