Board & Committee members - Privacy information

How we use your information

Stonewater is committed to ensuring that your privacy is protected. This statement sets out how Stonewater collects, uses and protects any information that you give when you apply to us to become a board or committee member.

For the purposes of data protection legislation, Stonewater is the data controller for any personal data collected as part of your application, recruitment and appointment to the role.

Stonewater refers to Stonewater Limited, along with its other group companies.

We may change this statement from time to time and we will notify you of any significant changes that might affect you. This privacy statement is effective from 25 May 2018.

You can contact us at any stage with queries or concerns using the details in the "Contact Us" section below.

What information we use about you

You may provide us with the following information as part of your application to us:

  • Name
  • Contact information including email address, phone number and address
  • Information in relation to any unspent criminal convictions
  • Details about your experience and expertise in relation to the role you are applying for

As part of your application form, we will also ask you to provide us with information for the purposes of monitoring the equality and diversity of our applicants. This includes information about your:

  • race or ethnic origin
  • gender
  • disability
  • age

You are not required to provide this information, and if it is provided it will be kept separately from your application for statistical and monitoring purposes only. We will not make decisions about your application based on that equality and diversity information.

We will also collect information about you from you or others, for example:

  • Information from two referees provided by you, to understand your suitability for the role
  • If appointed, we may also receive information about you as part of your role, for example from colleagues, or minutes relating to your input at various meetings.
  • If appointed, we also ask you to provide information to confirm you are a 'fit and proper person', in the form of a model declaration provided by HMRC, for example this includes information about whether you are disqualified as acting as a charity trustee; whether you have been convicted of an offence involving deception or dishonesty; or whether you have been involved in tax fraud or avoidance schemes.
  • We regularly ask you to confirm whether you have a close connection with a Stonewater board member, employee or supplier.

If you do not provide us with all the information we ask for, we may be unable to consider your application further, or allow you to continue in your appointment. If this arises, we will explain the implications to you.

What we do with the information we gather

Much of the information we collect about is to allow us to consider your application, and if successful to enter into an agreement with you relating to your appointment and work with Stonewater.

We use your information for the following purposes:

  • to consider your application for appointment;
  • to comply with the agreement for services we have in place with you if successful
  • internal record keeping and otherwise pursuing Stonewater's legitimate interests
  • to comply with legal and regulatory requirements placed on us, for example keeping statutory records, those required by HMRC and various health and safety information
  • to protect our position in the event of legal proceedings.

Stonewater sometimes needs to use your information to pursue our legitimate business interests, for example we will publish a summary of your career history and your photo on our website and in our annual report to help our customers and stakeholders understand how we are managed and ensure our management remains transparent and accountable. When we determine if we should process your personal data for our legitimate interests we consider the impact on your privacy and data protection rights and we will not process your data for these purposes if your interests override our legitimate interests.

We do not carry out any automated decision making.

How long will we keep your information?

If your application is not successful, we will keep your information on file for 6 months before securely destroying it.

If your application is successful, we will keep your information on file for 6 months after you leave Stonewater’s service before securely destroying it. Whilst you remain appointed, we will ask you to check and update your information on an annual basis.

Who will we share your information with?

We will not distribute your personal information to third parties unless we are permitted or required to by law, for example to HMRC and the FCA. We sometimes share your information with carefully selected third parties such as:

  • your referees for the purposes of progressing your application
  • our IT providers as part of their access to our systems to ensure their security;
  • our payroll providers to enable them to process your payments and expenses;
  • our legal advisors in the event Stonewater considers it necessary to do so in order to seek legal advice.

Security

We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect online.

We will not transfer your information outside of the European Economic Area.

Controlling your personal information

You have the right to object to us using your information in certain ways, or in some cases to have your information deleted from our systems.

If you would like us to look into this, please contact us and we will consider your request carefully. There may be circumstances where we still need to use your information in certain ways, despite your request. If that is the case we will explain this to you.

You are also entitled to:

  • request details of personal information which we hold about you under relevant data protection legislation, including information about how we use that information, or to provide it in such a way that you can transfer to another organisation.
  • Ask us to correct or update your information if you believe that any information we are holding is incorrect or incomplete.
  • You also have the right to lodge a complaint with the Information Commissioners' Office if you believe that we have not used your information properly, or if you have any other concerns about the way in which we deal with your data.

Consent

We may sometimes process your data for specific purposes which require your consent. If we do this we will always ask for your written consent and provide you with a copy. Where we are processing data based on your consent, you have the right to withdraw that consent at any time but this may affect any benefits or services we can provide to you. This will be explained in the consent form.

If you have provided consent for the processing of your data you have the right to withdraw that consent at any time which will not affect the lawfulness of the processing before your consent was withdrawn. Please contact us for further information.

Contact us

If you have any queries or questions about the way we use your information, or you would like to talk to us about any of your rights as set out above, please contact us:

by email
data.protection@stonewater.org

by post to
Stonewater Ltd,
Suite C, Lancaster House,
Grange Business Park,
Enderby Road,
Whetstone,
Leicester, LE8 6EP