Data Protection Policy

Data Protection Policy – Updated December 2023

Our Policy

Sense Education is transparent about how we collect, process and store data. As a recruitment business we comply with all relevant data protection legislation. We collect and process both personal data and special categories of personal data, in relation to our own staff, work-seekers and individual client contacts. We take precautions for the security and privacy of all personal data. This Privacy policy’s purpose is to explain how and why we collect personal data, and what we use it for.

Sense Education has registered with the ICO and our registration number is ZB630878.

For all inquiries and complaints regarding the security and privacy of your data please contact our Data Protection Officer: Esther Bagattin on esther@senseeducation.co.uk

The Company may hold personal data on individuals for the following purposes:

• Staff administration;
• Accounts and records;
• Administration and processing of work-seekers’ personal data for the purposes of providing work-finding services, including processing using software solution providers and back office support
• Administration and processing of clients’ personal data for the purposes of supplying/introducing work-seekers

We use a highly secure GDPR compliant CRM system to assist our recruitment and to process personal information. The system is only entitled to process personal data in accordance with our instructions. When you apply for a job opening posted by Sense Education, this Policy will apply to the processing of your personal information. When you apply for a job opening via the application function on a job site or similar online service provider, you should note that the relevant Partner may retain your personal data and may also collect data from us in respect of the progress of your application. Any use by the Partner of your data will be in accordance with the Partner’s Privacy Notice.

The personal data we collect

We collect and process some or all of the following types of information from you:

• Information that you provide when you apply for a role. This includes information provided through an online job site, via email, in person at interviews and/or by any other method.
• In particular, we process personal details such as the data you fill out in your application form that includes but is not limited to: name, surname, date of birth, title, personal photo, home address, e-mail address, contact numbers, educational background, work experience, CV, reference nominations etc. Added to this during the recruitment process are copies of your identity documents, Right to Work documents and background checks, references etc.
• If you contact us, we may keep a record of that correspondence.
• A record of your progress through any hiring process that we may conduct
• Other publicly available information about you that you have published on the Internet – this may include sources such as LinkedIn and other social media profiles during Online Searches.

Why we collect it

We will use the collected data solely for the recruitment process and what is necessary in relation to the purposes for which it is processed. Our legitimate interests are the recruitment of staff for our business. The recruitment process may include the following:

• Verification of the entered data;
• To consider your application through assessment of the qualifications and skills needed to perform the job you are applying for;
• Communication concerning the recruitment process (e-mails, phone calls, SMS messages, WhatsApp);
• To enhance any information that we receive from you with information obtained from third party data providers.
• Filling out forms;
• Fulfilling legal regulations.

After your application, you will have access to your data within the app or system, giving you an insight into your personal data, where you can request its export or deletion. You may ask for the correction and update of your data at any time, deny your previous consent for the processing of your data, or fully delete your file.

Access

The access to your personal records is limited to Sense Education employees who participate in the recruitment process. Your personal data will be saved for no longer than it is necessary for the purposes for which the personal data is processed. The data will be processed in a manner that ensures appropriate security, including protection against unauthorised or unlawful processing and against accidental loss, destruction or damage, using appropriate technical and organisational measures.

Disclosure

Before transferring personal data to any third party (such as past, current or prospective employers, suppliers, customers and clients, intermediaries such as umbrella companies, persons making an enquiry or complaint and any other third party (such as software solutions providers and back-office support)), Sense Education will establish that it has a lawful reason for making the transfer.

How we store it

Sense Education stores data securely in a highly secure GDPR compliant CRM system. We enforce data minimisation by not keeping data for longer than is necessary. We take appropriate measures to ensure that all personal data is kept secure including security measures to prevent personal data from being accidentally lost, or used or accessed in an unauthorised way. We limit access to your personal data to those who have a genuine business need to know it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.

We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so. Unfortunately, the transmission of information via the internet is not completely secure. Although We will do our best to protect your personal data, we cannot guarantee the security of your data transmitted through any online means, therefore any transmission remains at your own risk.

We will hold all the data for up to 1 year whilst you are actively working for us. Your personal information will be deleted upon receipt of a written request by you to us.

Your rights

Under UK GDPR, you have a number of important rights free of charge. In summary, those include rights to:

• access to your personal data

• correct any mistakes in your information which we hold

• require the erasure of personal data concerning you in certain situations

• object at any time to processing of personal data concerning you for direct marketing

• object in certain other situations to our continued processing of your personal data

• otherwise restrict our processing of your personal data in certain circumstances

How to complain

We hope that we can resolve any query or concern you raise about our use of your information, however should you feel you need to lodge a complaint surrounding GDPR, then the supervisory authority in the UK is the Information Commissioner who may be contacted at https://ico.org.uk/make-a-complaint or telephone: 0303 123 1113.