Privacy Policy

Disclaimer

The Southwark Education Business Alliance (“Southwark EBA”, “EBA”) shall in no circumstances be liable for any loss of any kind whatsoever in consequence of the use of the contents of the site. The EBA will make reasonable efforts to ensure information from third parties is not illegal, defamatory or offensive but can not control or take responsibility for pages maintained or created by external providers and the EBA does not necessarily agree with views expressed by those providers.

Further, whilst the EBA may provide details of events run by other organisations, it does not accept any liability for those events or for losses of any kind caused as a result of information relating to, or attendance at, those events.

Terms and conditions

By using or accessing any part of the EBA’s website you agree to be bound by the following terms and conditions

By using southwarkeba.org.uk you agree to be legally bound by these terms, which shall take effect immediately on your first use of southwarkeba.org.uk. If you do not agree to be legally bound by all the following terms please do not access and/or use southwarkeba.org.uk

The EBA may change these terms at any time by posting changes online. Please review these terms regularly to ensure you are aware of any changes made by the EBA. Your continued use of southwarkeba.org.uk after changes are posted means you agree to be legally bound by these terms as updated and/or amended.

If any of the following terms and conditions is illegal, invalid or unenforceable this will not affect the validity or enforceability of the remaining terms and conditions.

The relationship between you and Southwark EBA will be governed by English law. You agree to submit all disputes to the jurisdiction of the English courts.

Personal information collected via online forms

Personal information will only be used for the purpose and timescale indicated and will be held securely. It will not be used for any other purpose without your permission and will not be kept for longer than necessary. The online forms system will also retain a copy of the data provided solely for the purpose of back up and will not be held for more than 6 months.  If you are concerned about providing your personal information online please contact us and we will arrange alternative means for you to provide this information.

If you are concerned about how the EBA is using your data, please contact our Data Protection Officer via email or on 020 7525 2828. 

Corporate data privacy notice

The law and legal terminology

Throughout this data privacy notice, we will try and use simple and clear English to explain how data protection law applies to you.  However, we understand that certain key words are complex and may be difficult to understand.  The list below explains some of the words used:

Data subject

Data subject is a term used to describe an individual such as yourself.

Data controller

A data controller is an organisation who decides how data is stored and used (processed).

Data processor

A data processor is someone who uses your data on the instructions of a data controller.

Data protection legislation

Data protection legislation is the laws which tell us how to process and protect your personal information.  These laws are decided by the UK government and European Union.

Processed or processing

Processed or processing describes how data is used.  This can be as simple as us holding the data, to using it to inform clients of your participation.

Identifier

An identifier is data which allows someone to identify you (eg your name, company/ school or a reference number).

Anonymisation

This is where we have removed all information which can identify you as an individual. This is done so anyone, both internal and external to the EBA, can see data and not know it is you.

Further information on anonymisation can be obtained from the Information Commissioner’s website.

Pseudonymisation

Where we have changed a key identifier (eg your name) so external people cannot identify you.

What is personal data?

Personal data is any information which identifies or relates directly or indirectly to a living person.  Southwark EBA considers all data on a case by case basis to decide whether or not the information is personal data.  We know that personal data can take many forms and can include the following types of information:

• names
• dates of birth/ages
• postal/email addresses
• telephone numbers
• IP addresses
• Company/school name

The above list is not exhaustive.  Data protection legislation only covers living people and does not apply to the deceased. The EBA maintains that we have a duty of confidentiality which extends beyond death.

What is special category data?

Special category data is specific sensitive data which relates to you as an individual.  It is considered to be highly sensitive data and should be processed with an even greater degree of care.  Special category data is any information which reveals your:

• racial or ethnic origin
• political opinions
• religious beliefs or other beliefs of a similar nature
• membership of a trade union
• biometric data (eg thumb print)
• genetic data
• physical or mental health
• sexual orientation and sex life

The reasons why we process your information

Southwark EBA processes your personal data to provide a wide range of services. For instance, we will collect information such as your name and company/school to write articles. Data protection legislation states that we can only process your data, if we have one of the following reasons to do it.

We will hold, use and disclose your Information for our legitimate business and statutory purposes including:

1. to keep a record of young peoples work related learning;
2. to keep you up to date about important changes to our service;
3. to request your assistance with work related learning activities such as providing work experience placements, mentoring, volunteering and attendance at careers fairs;
4. to answer your queries;
5. to release Information to regulatory or law enforcement agencies, if we are required or permitted to do so.

How we hold and secure your data

The council will always process and hold your data (both digitally and on paper) in secure ways.  We will ensure that we protect your data through:

• only giving access to people who are authorised to see your data
• using secure systems that are protected by firewalls and passwords
• carrying out regular tests of our IT systems
• carrying out audits of the data we hold
• regularly reviewing our data handling procedures
• regularly training our staff in data protection and information governance

We will only retain your Information for as long as is necessary for the purpose or purposes for which we have collected it. The criteria that we use to determine retention periods will be determined by the nature of the data and the purposes for which it is kept.  For example, if we receive your Information as part of a work experience placement check, we will retain your data for the duration of the validity of the health and safety check.

We will store your data on United Kingdom of Great Britain and Northern Ireland (UK) servers.  However, in some very rare circumstances, we may have to send your data to another organisation or store it in a system that is within the European Economic Area (EEA).  Data protection legislation protects your rights in the UK as well as all member states of the European Union (EU) and the EEA.  Each state must meet the same standards that we work to by law.

How we share your Information

In certain circumstances we will share your Information with other parties. Details of those parties are set out below along with the reasons for sharing it.

1. Other teams/departments within Southwark Council: Your information may be shared with other departments.
2. Regulatory and law enforcement agencies. As noted above, if we receive a request from a regulatory body or law enforcement agency, and if permitted under GDPR and other laws, we may disclose certain personal information to such bodies or agencies.

When sharing your personal information, we will always work with care and proportionality. Your data will only be sent by secure email or recorded delivery. We will only share your personal information with agencies which are entitled to receive it.

Your rights relating to your Information

You have certain rights in relation to personal information we hold about you. Details of these rights and how to exercise them are set out below.  We will require evidence of your identity before we are able to act on your request. Contact us via email for further information.

Right to be informed

Whenever you engage with the EBA, we begin to collect and process your personal data. When we process your personal information, we have a duty to tell you:

• the name and contact details of the council
• the name and contact details of any third party who will use your information on our behalf
• why we want to use the information
• the reason for processing
• how long we will hold your information for
• if we are collecting your data because the law tells us to
• information on your rights
• if your data will be transferred outside of the EU/EEA

The Right of Access

You have the right at any time to ask us for a copy of the Information about you that we hold, and to confirm the nature of the Information and how it is used.  Where we have good reason, and if the GDPR permits, we can refuse your request for a copy of your Information, or certain elements of the request. If we refuse your request or any element of it, we will provide you with our reasons for doing so.

The Right of Correction or Completion

If Information we hold about you is not accurate, or is out of date or incomplete, and requires amendment or correction you have a right to have the data rectified, updated or completed.  You can let us know by contacting us at the address or email address set out above.

The Right of Erasure

In certain circumstances, you have the right to request that Information we hold about you is erased e.g. if the Information is no longer necessary for the purposes for which it was collected or processed or our processing of the Information is based on your consent and there are no other legal grounds on which we may process the Information.

The Right to Object to or Restrict Processing

In certain circumstances, you have the right to object to our processing of your Information by contacting us at the address or email address set out above.  For example, if we are processing your Information on the basis of our legitimate interests and there are no compelling legitimate grounds for our processing which override your rights and interests.   You also have the right to object to use of your Information for direct marketing purposes.

You may also have the right to restrict our use of your Information, such as in circumstances where you have challenged the accuracy of the Information and during the period where we are verifying its accuracy.

Right of Data Portability

In certain instances, you have a right to receive any Information that we hold about you in a structured, commonly used and machine-readable format. You can ask us to transmit that Information to you or directly to a third party organisation.

This right exists in respect of Information that:

• you have provided to us previously; and
• is processed by us using automated means.

While we are happy for such requests to be made, we are not able to guarantee technical compatibility with a third party organisation’s systems. We are also unable to comply with requests that relate to Information of others without their consent.

You can exercise any of the above rights by contacting us at the address or e-mail address set out above.  You can exercise your rights free of charge.

Most of the above rights are subject to limitations and exceptions.  We will provide reasons if we are unable to comply with any request for the exercise of your rights.

The Right to object direct marketing

To the extent that we are processing your Information based on your consent, you have the right to withdraw your consent at any time.  You can do this by contacting us at the address or email address set out above.

Changes to our Privacy Policy

This privacy policy can be changed by us at any time. If we change our privacy policy in the future, we will advise you of material changes or updates to our privacy policy by e-mail, where we are holding your e-mail address.

Complaints

If you are unhappy about our use of your Information, you can contact us at the address or e-mail address above.

Accessibility Statement

Links and downloading documents

Links

When you click on a link, also known as a hyperlink, or a button, you’re taken to a new web page or another section of the Southwark website or another website. These links appear as contrasting, coloured text or as buttons. The button icon indicates if the link opens in the same or a new window.

Downloading documents

When the information on the website is given in a form or document that you have to download or open in a new window, we indicate this with the button icon. The icons are an ascending arrow (link/button opens in new window), an arrow pointing right (link/button opens in same window), or an arrow pointing down (link/button opens document/file in new window).

In order for you to access pdf (or portable document format) documents, you need Adobe Reader software installed on your computer. Wherever we include a link to a pdf document on our pages, we also give a link to download the Adobe software you need. Download Adobe Reader for free.

Adobe also enables users who have difficulty using pdf documents to convert them to appear as a normal website pages. Visit Adobe’s accessibility pages to find out more.

About Cookies

Cookies are small text files that are placed on your computer by websites that you visit. They are widely used in order to make websites work, or work more efficiently, as well as to provide information to the owners of the site.

Some of the cookies we use are essential for parts of the site to operate and may have already been set.

You may delete and block all cookies from this site, but if you do some parts of the site will not work.

Our use of cookies by Southwark EBA

When someone visits https://www.southwarkeba.org.uk/ we collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site. We collect this information in a way, which does not identify anyone. We do not attempt to find out the identities of those visiting any of our websites. The information we gather is used to analyse web behaviour and helps us to make improvements to benefit our citizens.

We use Google Analytics Reporting. We use aggregate data provided by this service to better understand our website audience and adjust our communications appropriately.

We will not associate any data gathered from this site with any personally identifying information from any source.

If at any time we do want to collect personally identifiable information through our website, we will be up front about this. We will make it clear when we collect personal information and will explain what we intend to do with it.

Strictly Necessary Cookies

These cookies are essential so that you can move around the website and use its features. Without these cookies, the website cannot function and services you have asked for cannot be provided.

Tracking Cookies

These cookies allow for the collection of data by Southwark EBA and third parties, including user behaviour on-site.

How To Disable Cookies

How to disable cookies You may be able to configure your browser or our website, application or service to restrict cookies or block all cookies if you wish, however if you disable cookies you may find this affects your ability to use certain parts of our website, applications or services. For more information about cookies and instructions on how to adjust your browser settings to accept, delete or reject cookies, visit the www.allaboutcookies.org website.