This privacy notice will help you understand how The Well Placed uses and protects your personal data.

We are The Well Placed a Community Interest Company, limited by guarantee | 13 Wentworth Road, London EN54NY, Company Number 15602864

You can contact at hello@thewellplaced.org if you have any concerns or wish to exercise your rights.

Our Promises:

We’re committed to your data privacy and security. As such we give you these promises:

  • We will only collect data about you that is relevant and necessary.
  • Your data will only be held on systems that meet compliance standards.
  • We will minimise the amount of data that is processed, wherever possible.
  • We won’t share or sell your data to any third party unless either you have agreed, we are required to share it by law or we need to fulfil our service commitments to you through a third party that meets our own privacy standards.
  • We will always remember that it is your personal data, not ours. As such we will ensure complete transparency and openness with you wherever possible.
  • We respect your rights as outlined in the next section and will respond to all requests promptly.

Your Rights:

You have the following rights over any data we hold about you:

  • Right to object to processing at any time,
  • Right to opt out of marketing at any time,
  • Right to have inaccurate data corrected,
  • Right to erasure of personal data from our database,
  • Right to export of personal data.

You can read more about your rights here.

If you would like to uphold your rights then please contact us.

If you are in dissatisfied with our response you also have the right to lodge a complaint with the Data Protection Authority. This can be done at https://ico.org.uk/concerns/

What data we collect:

We want to successfully place you in the charity sector. As such, we collect your data when you submit one of two application forms.

The first application form asks for your experience and motivation. The second provides more in depth information. The data elements we collect across the two applications includes:

We try and minimise the data held and the exact data elements we hold will be dependent on your journey with us. Typically, data elements we collect is restricted to:

  • Your personal contact details – name, physical address, email address, phone numbers,
  • Work Related data – experience, opinions on your motivation to work in the charity sector, right to work declaration, references (remember to make sure with the individuals that you can pass their details to us).
  • Optional information – you may also share with us your ethnic background, sexual orientation, gender, age and any disabilities. This helps us and the charities we work with to uphold our inclusivity goals.

Through the process of placing we may also collect data about those within charity organisations. This will be limited to the purposes of placing candidates only. Data included may include charity name, job role and other basic data elements.

How we process your data:

As a small organisation your data is strictly controlled. We use Microsoft 365 and back our data up securely.

As such, some data will either be in UK and EU data centres. We regularly review suppliers for data security compliance to ensure your data is safe and track where your data is held.

All our processes are subject to internal policies to ensure that your data privacy and security is upheld and we work with a data protection expert to ensure we uphold the highest standards of data protection and security.

What we use your data for:

We process your data for several reasons:

  • To communicate with you regarding your employment journey.
  • To better understand your needs and try to place you in a charity role.
  • To improve our services and products.

We ensure we have a “legal basis” to use your data for the purpose we have collected it for.

For those that we work with in placing candidates the data will only be used for the purpose of coordinating the placement of candidates and our legitimate interests.

Where we use your information for our legitimate interests, we make sure we consider any potential impact that such use may have on you. Our legitimate interests don’t automatically override yours and we won’t use your information if we believe your interests should override ours unless we have other grounds to do so (such as your consent or a legal obligation).

Sharing your data:

Data is only shared with charities, and we restrict what data we provide them. We will only share your full details if you are offered a role. When we provide this data to the charity they become “controllers” of that data, and they will be responsible for the safeguarding of your data.

For those we work with we will share your details with candidates that receive an interview from you.

Our website and other materials sent to you may contain links to other third-party websites. We’re not responsible for the content or your data privacy these sites provide through their tools or sites.

Data retention:

Dependent on the data you provide us and for what purpose it is provided we may need to retain your data for up to 12 months. We will typically anonymise or pseudonymise your personal data as quickly as possible. If you wish to find out more about your specific data retention, please contact us.

Data permissions:

We do not market to those seeking placement and we retain very little data. Data is largely by consent and all emails will be sent related to our purpose. If you request for your data to be deleted, your name and email address will be added to an exceptions list and all other data removed.

Legal compliance:

We seek to uphold our legal obligations as covered by the Data Protection Act 2018, General Data Protection Regulation 2016 and the Privacy and Electronic Communications Regulations. Our Data Protection Authority is designated as the Information Commissioners Office (UK).

This Privacy Notice is reviewed on a regular basis and was last reviewed in May 2024. We will post the most current version on our website.