Here at Sense Media we take your privacy seriously and will only use your personal data to provide you with information about our conferences and for administration of the conferences.
Your Personal Data – what we need.
Sense Media is what’s known as the ‘Controller’ of the personal data you provide to us. We only collect basic personal data about you which does not include any special types of information or location based information. This does however include name, address, email address, company name, job title and telephone number where you have provided it.
We collect this information when you register with us in person or on-line to receive news and updates about our conferences or when you attend or sponsor one of our conferences.
We do not source any personal data from third party vendors.
Why we need it.
We need to know your basic personal data in order to provide you with email updates and marketing communications about our conferences. We also use your basic personal details to administer attendance at our conferences. We will not collect any personal data from you that we do not need in order to provide and oversee these services to you.
What we do with it.
The legal basis we rely on to process your personal data is that of Legitimate Interest. This is because:
- You have either signed up to receive information relating to Sense Media conferences or have attended and/or sponsored previous conferences.
- As a result, it is reasonable to expect to receive information about Sense Media conferences.
- It is very simple for you to opt-out of processing and communications
All the personal data we process is processed by our staff in the UK. Appropriate safeguards are in place to protect the security of your data. We only use external IT services to support this processing which are either located within the European Union or have suitable security measures in place such as compliance with the EU-U.S. Privacy Shield Framework.
No third parties have access to your personal data unless the law allows them to do so.
How long we keep it.
If you have paid for services such as delegate registration or sponsorship we are required under UK tax law to keep your basic personal data (name, address, contact details) for a minimum of 6 years after which time it will be destroyed. Your information that we use for marketing purposes may be kept by us until you notify us that you no longer wish to receive this information by selecting the “unsubscribe” option on any of our mailings.
What are your rights?
If at any point you believe the information we process on you is incorrect you may request it to be rectified. Your rights include:
- the right of access – you can request details of your personal data that we hold;
- the right to rectification – you can request that we correct inaccuracies in the data;
- the right to erasure – you can request that we delete your personal data from our systems;
- the right to object – you can unsubscribe from processing and mailings;
If you wish to raise a complaint on how we have handled your personal data, you can contact our Data Protection Officer who will investigate the matter. Our Data Protection Officer is Sophie West and you can contact her at email@example.com
If you are not satisfied with our response or believe we are processing your personal data not in accordance with the law you can complain to the Information Commissioner’s Office (ICO). You can contact them at https://ico.org.uk/.
Job Applicant Privacy Notice
Data controller: Sense Media Group, The Old Granary, Field Place, Broadbridge Heath, RH12 3PB
As part of any recruitment process, the company collects and processes personal data relating to job applicants. The company is committed to being transparent about how it collects and uses that data and to meeting its data protection obligations.
What information does the company collect?
The company collects a range of information about you. This includes:
- your name, address and contact details, including email address and telephone number;
- details of your qualifications, skills, experience and employment history;
- information about your current level of remuneration, including benefit entitlements;
- whether or not you have a disability for which the company needs to make reasonable adjustments during the recruitment process; and
- information about your entitlement to work in the UK
The company collects this information in a variety of ways. For example, data might be contained in application forms, CVs or resumes, obtained from your passport or other identity documents, or collected through interviews or other forms of assessment.
The company will also collect personal data about you from third parties, such as references supplied by former employers. The company will seek information from third parties only once a job offer to you has been made and will inform you that it is doing so.
Data will be stored in a range of different places, including on your application record, in HR management systems and on other IT systems (including email).
Why does the company process personal data?
The company needs to process data to take steps at your request prior to entering into a contract with you. It also needs to process your data to enter into a contract with you.
In some cases, the company needs to process data to ensure that it is complying with its legal obligations. For example, it is required to check a successful applicant’s eligibility to work in the UK before employment starts.
The company has a legitimate interest in processing personal data during the recruitment process and for keeping records of the process. Processing data from job applicants allows the company to manage the recruitment process, assess and confirm a candidate’s suitability for employment and decide to whom to offer a job. The company may also need to process data from job applicants to respond to and defend against legal claims.
Where the company relies on legitimate interests as a reason for processing data, it has considered whether or not those interests are overridden by the rights and freedoms of employees or workers and has concluded that they are not.
The company processes health information if it needs to make reasonable adjustments to the recruitment process for candidates who have a disability. This is to carry out its obligations and exercise specific rights in relation to employment.
Where the company processes other special categories of data, such as information about ethnic origin, sexual orientation, health, religion or belief, age, gender or marital status, this is done for the purposes of equal opportunities monitoring with the explicit consent of job applicants, which can be withdrawn at any time.
If your application is unsuccessful, the company will keep your personal data on file in case there are future employment opportunities for which you may be suited. The company will ask for your consent before it keeps your data for this purpose and you are free to withdraw your consent at any time.
Who has access to data?
Your information will be shared internally for the purposes of the recruitment exercise. This includes interviewers involved in the recruitment process, managers in the business area with a vacancy and IT staff if access to the data is necessary for the performance of their roles.
The company will not share your data with third parties, unless your application for employment is successful and it makes you an offer of employment. The company will then share your data with former employers to obtain references for you.
Your data may be transferred to countries outside the EEA due to our servers being back up (US based) and when booking flights and accommodation for staff . Data is transferred outside the EEA on the basis of declaration of adequacy and Other Safeguards. As a business we only use reputable companies and ensure team members follow internal rules for data transfers for example password protected files containing sensitive data.
How does the company protect data?
The Company takes the security of your data seriously. The Company has internal policies and controls in place to place to try to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by its employees in the performance of their duties. Staff databases are only accessible to the business owners and all data is password protected. We use trusted suppliers to keep our files safe, such as Sharepoint who also have in-built cyber security policies. Hardcopies of HR files are kept in a locked and secure filing cabinet in the office – only the business owners have the keys. The keys are kept on their person at all times.
For how long does the company keep data?
If your application for employment is unsuccessful, the company will hold your data on file for 7 months after the end of the relevant recruitment process. If you agree to allow the company to keep your personal data on file, the company will hold your data on file for a further 6 months for consideration for future employment opportunities. At the end of that period [or once you withdraw your consent], your data is deleted or destroyed.
If your application for employment is successful, personal data gathered during the recruitment process will be transferred to your personnel file and retained during your employment. The periods for which your data will be held will be provided to you in a new privacy notice.
As a data subject, you have a number of rights. You can:
- access and obtain a copy of your data on request;
- require the company to change incorrect or incomplete data;
- require the company to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing;
- object to the processing of your data where the company is relying on its legitimate interests as the legal ground for processing; and
- ask the company to stop processing data for a period if data is inaccurate or there is a dispute about whether or not your interests override the company’s legitimate grounds for processing data.
If you would like to exercise any of these rights, please contact Sophie West, Marketing Director and HR Manager on firstname.lastname@example.org
If you believe that the company has not complied with your data protection rights, you can complain to the Information Commissioner.
What if you do not provide personal data?
You are under no statutory or contractual obligation to provide data to the company during the recruitment process. However, if you do not provide the information, the company may not be able to process your application properly or at all.
You are under no obligation to provide information for equal opportunities monitoring purposes and there are no consequences for your application if you choose not to provide such information.
Recruitment processes are not based solely on automated decision-making.