NYBEP Privacy Notice
At NYBEP Ltd we are committed to protecting and respecting your privacy. This privacy policy explains when and why we collect personal information, how we use it, the conditions under which we disclose it to others and how we keep it secure.
- WHO ARE WE?
NYBEP is a not-for-profit social enterprise, an education business partnership with a c.30-year track record of delivering employability activities in schools and successfully engaging employers in education. Our registered address is: IT Centre, Innovation Way, Heslington, York, YO10 5NP. NYBEP is both a Data Controller and Data Processor.
- WHAT PERSONAL INFORMATION DO WE HOLD AND USE?
We hold personal information about our staff, customers, supporters and users of our services. You provide us with information when you: contract with us for the provision of services, volunteer to support our activities, participate in activities as a learner, respond to a survey and provide feedback about activities or otherwise opt-in to receive information from us.
This information includes personal information such as your full name, address, email address, telephone number, job title, department, communications with you and activities in which you have participated. Learners who take part in our intensive work-related learning programmes and/or work experience programmes will be asked to provide information about health, social or emotional needs and convictions (more information regarding the handling of sensitive personal information is provided for these programmes on registration). Information about website usage is collected automatically using cookies. We collect information directly from public sources e.g. company, Government and school websites.
- HOW IS YOUR INFORMATION USED?
Personal information is used in several ways:
- To enable your participation in activities
- To deliver products and services to your organisation
- For reporting to funding partners
- For statistical analysis
- WHERE WE STORE YOUR INFORMATION
Information is stored electronically on restricted access, password protected, online data management systems or on the servers of our cloud service providers (Microsoft, see https://products.office.com/en-gb/business/office-365-trust-center-compliance-certifications for more information). Where information is recorded on paper files, it is stored securely in restricted access offices or locked carriers.
Where information is shared with third parties (including funding partners and Government agencies) matters relating to data storage are set out in contracts and/or data sharing agreements.
- DISCLOSURE OF INFORMATION
Information may be shared with relevant third parties (evaluation partners, fund manager, relevant government bodies i.e. Department for Education) for monitoring and evaluation purposes within the remit of a contract or data sharing agreement. We will not sell or rent your information to third parties. We will not share your information with third parties for marketing purposes.
- HOW LONG DO WE HOLD YOUR INFORMATION?
Your information will be stored for the duration of your participation in NYBEP programmes and afterwards for the term set by funding partners (specific information about retention of information is given for individual programmes).
- HOW WILL YOU CONTACT ME?
Volunteers: we will contact you electronically or by phone to make you aware of opportunities to engage in NYBEP facilitated activities and those of selected partner organisations and as part of the evaluation/feedback process.
Customers: we will contact you electronically or by phone as required contractually or operationally to deliver products and services to your organisation and as part of the evaluation/feedback process.
Learners/Parents/Guardians: we will contact you only if we need to check data or require further information for research purposes/to assess sustainability and ongoing impact of the programmes we have funded.
- YOUR RIGHTS
The accuracy of your information is important to us. If you change email address, or any of the other information we hold is inaccurate or out of date, please email us at info@nybep.org.uk or call 01904 567616.You have the right to ask for a copy / removal of the information NYBEP holds about you. Please email us at info@nybep.org.uk or call 01904 567616. We will respond to your request within 5 working days. In some instances, withdrawal of personal information may mean that we are unable to provide services to you (specific information is given for individual programmes).
- CONTACT
Questions, comments and requests regarding this Notice should be sent by email to info@nybep.org.uk or by post to NYBEP Ltd, IT Centre, Innovation Way, Heslington, York, YO10 5NP.
Last updated: March 2023
Review Date: March 2024
NYBEP Work Experience Service: Privacy Notice
NYBEP Ltd works with schools and colleges to help provide work experience placements for their learners. We store information about learners taking part in work experience and the employers that offer work placement opportunities. Some of this may be personal information.
What personal information do we collect?
We collect the following personal information about learners when they apply to take part in work experience: name, date of birth, address, postcode, email. Where relevant we may collect the following sensitive personal information about learners: gender, health, social and emotional needs, offences and convictions. We ask for this information to ensure learner safety, and the safety of others, whilst on placement.
We collect the following personal information about employers when they offer a work placement: name, telephone numbers, email.
We collect the following personal information about parent/carers: email
Why do we collect personal information?
Personal information allows us to provide safe work placements that are suited to learner needs. Without this information we will not be able to provide a work placement.
How we collect your information?
We collect learner information directly from the Work Experience Application Form, Work Experience Agreement Form and from school-based work experience co-ordinators; via email, telephone, or uploaded to the online work experience database.
Employer information is supplied directly by the employer contact, by the learner, or school-based work experience co-ordinator; via email, paper forms, telephone, or uploaded to the online work experience database.
Who can access your information?
Members of NYBEP work experience team and school-based co-ordinators have restricted, password protected, login access to the work experience online database.
Who will we share the information with?
Personal information will be shared with NYBEP’s contracted health and safety officers and the employer providing work placement. Information is shared via a restricted access, password protected online Health & Safety Application (H&S Officers only), by telephone, paper form, or password protected email.
Where will my information be stored?
Personal data will be stored on NYBEP’s UK-based online Work Experience Data Management System (supplier: Changing Education Ltd). Access to the database is restricted to key individuals and is password protected. Paper forms are stored in locked cupboards in NYBEP’s restricted access office.
How long will my information be stored for?
Placement information will be stored for 7-10 years.
Access to your information and correcting mistakes
You have the right to ask for a copy of the information we hold about you. You may ask us to correct or remove information. Requests for access will be dealt with within 5 working days.
How to contact us
You can contact us via email workexperience@nybep.org.uk
