1. What personal information we collect

We work to review the Children’s Social Care Sector and engage with sector stakeholders, decision makers, panels, advisory groups, and people directly employed in the sector. From this work we discover, review, and generate ideas for potential programmes of work we may like to fund and/or study as a project or piece of research. To achieve this, we will typically collect and process the following personal information:

• Name, Email Address, Phone number
• Job Title, occupation, place of work, employer
• Your CV, qualifications and relevant experience including any previously published work
• Areas of professional interests
• Information captured in emails, surveys, and communications
• Information recorded in interviews we have with you
• Personal information published by and associated with an establishment or organisation undertaking a programme of work that might benefit from the type of project or research we fund 
• Personal information submitted by an organisation to us
• Personal information we require to process communications and applications
• Personal information held within previous academic research journals and papers
• Personal information made publicly available on websites and social media
• Personal information you provide to us whilst we are working with you

The types of context where we may collect any of the information listed above include, but are not limited to, situations when you are:

• Engaging with us during our reviews of the Children’s Social Care sector (“Sector Stakeholder”)
• Working with us to review potential new project or areas of research and/or helping us to make decisions on whom to allocate resources (“Sector Stakeholder”)
• Working on, or part of, a programme of work we think could benefit from a project or piece of research might would fund (“Delivery Partner”)
• Part of an organisation applying to have a project or piece of research conducted and/or funded by us based upon a programme of work you have conceived, or are involved with, or wish to be involved with (“Delivery Partner”)
• Part of an organisation applying to win a contract from us to undertake a project or piece of research with us, or be funded by us to undertake a project or piece of research according to a brief we have written (“Evaluator”)

Where you are working on a programme of work that is to benefit from a project or piece of research, we refer to the organisation(s) delivering the programme of work as a ‘Delivery Partner’. A Delivery Partner organisation may also receive funding from us to continue the programme of work. A Delivery Partner organisation may also be introducing a new programme of work as part of our project or piece of research so that we might conduct our project or piece of research based on the new programme of work. You may be referred to as a ‘Delivery Partner’ further through this document

Where you are working within an organisation expressing an interest or applying to undertake a project or piece of research, we refer to the organisation as an ‘Evaluator’. As such we have developed a “Panel of Evaluators”, a set of organisations Foundations partners with to conduct projects.

You may also be part of an advisory group or an industry expert or stakeholder (‘Sector Stakeholder’) providing us with opinion and/or further information as part our work to discover and review new projects and their allocation.

We will never process any personal information which you would not expect us to process when we are working with you.

2. Why we collect your information and what we use it for

There are many uses of personal information in our work for Discovery, Review and Allocation. The following uses of your information, unless specified further below, are relevant to all individuals involved. The lists are non-exclusive:

• To identify you as a relevant individual 
• To invite you to meet with us or attend an event we are holding either virtually or in person
• To invite you to attend an industry event with us with the option of liaising with you to speak at an event either with us or on our behalf (this may also include speaking to the media for the purpose of publication including print, radio, and television)
• To invite you to participate in a survey, panel, or poll we are conducting
• To request and capture your opinions which will be used to inform our decisions in this area of work
• To discuss thoughts and ideas around sectoral challenges and initiatives
• To identify and review programmes of work undertaken in the children’s social care sector
• To allocate you to a project or piece of research where you will be become a member of the Project Team
• To record a podcast, webinar and/or video with us for purposes of creating promotional or sectoral awareness content which we will publish for public consumption (non-profit)
• If applicable, for reference within an academic paper, journal or sectoral publication including print, radio, or television
• To monitor your level of engagement with us
• If applicable, to book and arrange transport and accommodation for you
• To inform and discuss with you our intentions for archiving research generated data for future use
• To associate you to a piece of work you have conducted
• To interact about and for the development of a project idea, a call for projects, evaluators and research partners, an Expression of Interest (EOI) submission, an invitation to tender (ITT) document or submission, and/or a funding application or funding process
• To maintain legal and ethical compliance measures 

Sector Stakeholders

• To request your permission for involvement in an advisory group, committee, or industry ambassador programme we have created including but not limited to our:
  • Evaluation Advisory Group
  • Stakeholder Advisory Group
  • Panel of Evaluator Engagement Group(s)
  • Local Authority Engagement Group(s)
• Sharing of your personal information for the encouragement of networking, idea generation and healthy debate, with other individuals in the same Sector Stakeholder groups as yourself (listed above) 
• If applicable, to pay you for your time or services

Delivery Partner

• To review applicability and eligibility for the implementation of a programme of work we have proposed that will be part of a project or piece of research we wish to conduct
• To review applicability and eligibility of a programme of work already implemented (without our influence) for a project or piece of research we wish to conduct
• To make decisions regarding allocation of resources, applicable evaluators, funding and timing for a project or piece of research based on information you have provided
• To make our funders aware of a project and where applicable the individuals involved in the project (this may be the Department of Education)

Evaluator

• To make decisions on your eligibility and applicability as an individual, collective or organisation, to conduct a project or a piece of research work in respect of a brief we have written
• For the review of documents, you have submitted to us

3. Collecting your personal information

There are many ways we collect your personal information during our Discovery, Review and Allocationwork. These include, but are not limited to:

• From publicly available sources including websites, social media, broadcast media, publications in print, radio and television, and academic or scientific publications
• From sector related referrals (employees, Sector Stakeholders, Delivery Partners, Evaluators, current and past Project Team members, local or central government sources, our funders, our board of directors, sector related charities, schools, social workers, Higher Education Providers, Professors, researchers, data scientists, academics)
• From yourself within online/telephone meetings and/or interviews 
• From yourself within online or in person forums, panels, workshops, focus groups or sectoral relevant meetings or interviews
• From yourself via online polling requests or surveys we have sent you which you have answered
• From yourself when you communicate directly with us 
• From your place of work to make initial contact with you
• Within documentation you or a relevant organisation has submitted or provided to us 

4. Our lawful basis for using your data

Most frequently we will process your personal information on the basis of our legitimate interest as a Data Controller within our work for the benefit of society. There may be occasions where we have entered into a contract with you and therefore the lawful basis shall be upon the obligations of a contract in which you have agreed. There may also be occasions where our funder(s), most appropriately, the Department for Education shall instruct us in this work which will more likely be a task within the public interest, also known as “Public Task”.

5. How long we keep your data

We will only keep personal information for as long as it is needed to fulfill the purpose for which it was collected.

Where it has been indicated to us that an individual is no longer relevant, has changed role or organisation, or has requested to be forgotten, unless there is no other legal reason for retaining the personal information, we will update or delete the personal information as required. We review all lists at least on an annual basis.

Your personal information may be moved into Communications activities lists and therefore retained longer than may be anticipated – this is within our legitimate interest to do so, and all individuals have the ability to opt-out of such further communications at any time. 

1. What personal information we collect

As an individual (data subject) working on a project in collaboration with Foundations or on a project that is funded by Foundations we will collect the following categories of your personal data (we work to only collect the minimum amount necessary). This list is non-exclusive:

• Name(s), Email Address, Phone number
• Job Title, occupation, place of work, employer
• Areas of professional interests
• Your CV, qualifications and relevant experience including any previously published work
• Information held in past successful or unsuccessful funding applications
• Information held on documentation created within a past project in which you were a member of a Project Team
• Information captured in emails, surveys and communications
• Information recorded in interviews we have with you

This information is also relevant to employees of organisations acting within the framework of being part of Foundations’ ‘Panel of Evaluators’ (a set of organisations Foundations partner with to conduct projects) and ‘Advisory Groups’ (groups of industry specific relevant stakeholders who advise Foundations in various capacities on projects Foundations is undertaking – either directly related to a project or informing the development of a project).

2. Why we collect your information and what we use it for

Within a Project Team, which includes all individuals (“Data Subjects”) involved in the life cycle of a project from idea inception to funding, conducting the project, writing, and printing the report through to completion and data deletion, we collect and process personal information for different purposes throughout. 

There are members of the Project Team that will be involved in activities around a project yet not involved in the delivery or activity of the project or piece of research itself. These Project Team member’s personal information will be used for the following reasons:

• To interact for the development of a project idea, funding application and acceptance or rejection
• To maintain legal and ethical compliance measures for a project
• To communicate between stakeholders to assist and support the project technically, organisationally, or contractually
• To liaise for the creation of documentation and reports including but not limited to any interim or final project reports as required
• For setting up and conducting of individual or group conversations which are held digitally or in person
• To make contact with individuals to address any challenges faced
• To identify you in past project documentation if helpful to a live project

Where you are part of the Project Team that will deliver the aims of the project or piece of research and are involved in conducting the activities associated in the delivery of a project or piece of research, we use your personal information for the following reasons:

• To review your applicability for being part of the Project Team that will deliver a project
• To set up meetings, events, and communication activities relevant to the work within the project
• To send you information and set up desired and possibly automated lines of communication to yourself for the duration of the project
• To identify yourself as a relevant project stakeholder for project or research participants which may mean we share your direct contact details to relevant participants for the purpose of the smooth running of a project or to address any challenges faced
• Where relevant and agreed, to make you identifiable on published documentation so you receive the required accreditation for the work you have conducted
• To add credibility to project documents where you are a recognised authority in a particular field or subject which may in turn attract investment or good will for participation in the project
• If relevant to the project, to conduct interviews, send and receive surveys and set up the ability to gain access to datasets in external locations and databases
• To set up visits and access requirements to organisations, buildings or protected individuals
• To run a Disclosure and Barring Service (DBS) application and processes if required for the project and share the outcome as required
• To send or receive instructions from you in the pursuit of the objective of the project
• To identify you in past project documentation if helpful to a live project
• To monitor and review Equality, Diversity, and Inclusion (EDI) measures within the Project Team for non-discrimination under the Equality Act 2010
• To monitor and review further personal characteristics as part of our internal equality and diversity monitoring measures in the sector and for the work we conduct

3. Collecting your personal information

Personal information will be captured within initial applications to Foundations where Foundations has advertised for applications from researchers and research organisations to conduct Foundations supported and/or funded research projects or other related projects. There are a variety of documents with personal data capture fields in which Project Team applicants must complete as part of the application and subsequent approval processes.

Once an application is successful, we will collect further Project Team member personal information from the individuals named in the initial application materials and communications, this is most likely collected over email. There may be times Foundations captures further personal information of Project Team members from publicly available websites and social media platforms.

Throughout the duration of a project there may be a further capture of personal information via documentation submitted, Certification Services, Disclosure & Barring Service (DBS) (if applicable), and any subsequent requirements by external websites and software which require further personal information as part of their functional processes. Foundations may or may not be responsible for collecting your personal information for requirements throughout a given project although it is likely that Foundations will collect this personal information so it may assist any processes that become required.

Foundations also retains a list of sector relevant stakeholders created from publicly available locations, websites, and social media, and made up of stakeholders Foundations has interacted with on a previous project or on an individual basis with a current Foundations employee. 

Individual Foundations employees may also maintain a professional relationship with you as a relevant industry stakeholder where there is a previously established relationship. Foundations will always confirm you are comfortable with your personal information being processed by Foundations where your data has been collected indirectly via an existing relationship with its employee.

You may volunteer personal information to Foundations which may or may not be related to a project in which you are involved which Foundations will record for awareness of future opportunities to work with you. Other ways Foundations will collect your personal information include, but are not limited to:

• From yourself within online/telephone interviews 
• From yourself within online workshop or focus group interviews 
• From yourself via an online survey we have sent you or you have voluntarily answered 
• From yourself when you communicate directly with us 
• From your place of work to make initial contact with you 

4. Our lawful basis for using your data

In the lifecycle of a project one the following lawful basis for processing your personal information will apply and is dependent on how you interact with us:

• Contract: Processing your personal information in accordance with a contract we have with you or the organisation you work for.
• Legal: Complying with applicable law with regard to personal data necessary to satisfy our legal and regulatory obligations, including with regard to public health and workplace safety, entitlement to work and when applicable to conduct security checks for a project.
• Legitimate Interest: In the processing of your personal information in relation to a project application, to set up project related activities and in the overall organisational, monitoring and management activities during a project. This includes moving your data to an internal stakeholder list for possible future collaboration and notifications.

5. How long we keep your data

We will only keep personal information for as long as it is needed to fulfil the purpose for which it was collected.

Where it has been indicated to us that an individual in a Project Team is no longer relevant, has changed role or organisation, or has requested to be forgotten, unless there is no other legal reason for retaining the personal information, we will update or delete the personal information as required.

Personal information of Project Team members may be moved into Communications activities lists and therefore retained longer than may be anticipated for an individual project – this is within our legitimate interest to do so, and all Project Team members have the ability to opt-out of such further communications at any time.

1. What personal information we collect

There are a variety of ways and reasons we communicate with you which are outlined in sections 2 & 3 of this Privacy Notice. In order to achieve our objectives, we will collect one or more of the following categories of your personal data within the communications work we conduct:

• Name(s), Email Address, Phone number
• Job Title, occupation, place of work, employer
• Areas of professional interests
• Information captured in emails, surveys, sectoral polling and other communications with you
• Opinions you have expressed to us which are relevant to a project objective
• Publicly available personal information (e.g. from websites and social media platforms)
• Social media handles and publicly expressed content

2. Why we collect your information and what we use it for

To complete the objectives of Foundations, communications are fundamental to its success. Communications work includes the gathering and dispensing of information for a variety of purposes. Using personal information is important to deliver on Foundations’s communications strategy.

The reasons we use your personal data for communications work, which will depend on how we capture your personal information, includes:

• To send you information about online and offline events
• To invite you to attend and/or register you for an online or offline event
• To add you to the Foundations list of sector related stakeholders to receive communication from us once you have registered for an event or registered an interest via another source
• To send you our newsletter and relevant ad hoc updates including latest news, blogs, programme updates, research projects, research publications, event details, recruitment and funding opportunities
• To gather and use survey answers which you have completed
• To identify if you are a relevant sector stakeholder from publicly available information on websites and social media accounts
• Where you have been identified as a sector stakeholder, to invite you and to allow you to participate in interviews, forums, panels, focus groups, research reviews and research projects as a Research Participant or industry expert
• To transcribe audio captured from any recorded interviews, workshops or focus groups we have with you as a participant
• Quoting you in documentation where we have found your information from publicly available sources 
• Gaining permission from you to use a quote you have provided in communication with us
• To gather opinion from you on the work and activities we are conducting
• To request referral to other sector relevant stakeholders you may have awareness of
• To make contact with you where we have identified a match to your skillset and/or opinion to a particular project and invite further consultation
• To identify you in our data lists and take any required actions where we have received a data subject rights request from you
• To understand and if appropriate take action where Foundations is under any legal or regulatory obligations regarding the uses of your data
• To use in promotional collateral and material as still images or videos where we have either sought your permission to do so or you have verbally agreed have an ad hoc photo taken or to participate in an on-camera interview at a Foundations event you are attending (you may appear in the background and be recognisable)
• To allow for accessibility and dietary needs/requirements at our events
• To improve upon previous communications work and activities, to develop capacity and the ability for Foundations to perform its service to society

If you no longer want to receive marketing communications from us, you can unsubscribe from our mailing list at any time by please clicking the unsubscribe link, at the bottom of our emails or by emailing dpo@theevidencequarter.com detailing your name and email address and indicating that this is in relation to the unsubscribing.

3. Collecting your personal information

Collection of your personal information within communications work will be via one or more of the following:

• When you register or sign up for the Foundations mailing list, events, newsletters or publications on our website or via direct contact from yourself
• When you complete a Foundations survey which may be on the Foundations website, via a link we have sent you in an email or direct message, a link to a survey that has been sent on our behalf via an email or other industry newsletter or forum, or a link to the survey from an external website or social media platform
• When we communicate with you to request direct feedback from you which may be via email, direct message, unified communications or social media platform
• From your posts on our website or on social media platforms directed to us or publicly available
• During our work to monitor content and communications with us via each of the platforms and technologies we employ in our communications work
• We collect information from publicly available sources and from individuals who have made us aware of yourself where we have identified you as a relevant sectoral stakeholder
• From events location/space service providers to accommodate for any needs or requirements
• When we record you at an event either foreground or background depending on the circumstances of the recording taking place (we will also provide a Privacy Notice at the events location)
• External event registration locations
• Where relevant, when we take payment from you

We use third party providers to deliver our e-newsletters, manage event registrations and sign-ups, edit and possibly transcribe recorded footage and to take payments where required. These third parties gather further personal information on behalf of Foundations in conjunction with their services to Foundations. 

We also gather statistics around email opening, clicks, event attendance, engagement levels and events management using industry standard technologies to help us monitor and improve our communications work.

Foundations maintains Data Processing Agreements with all third-party providers where personal data is being collected and processed on Foundations’ behalf.

4. Our lawful basis for using your data

We process personal information for our communications work based on different legal bases:

• Legitimate Interest: We may rely on our legitimate interests to process your personal data, provided that such interests are not overridden by your interests, fundamental rights, or freedoms. In particular, we may process your personal data with reliance on a legitimate interest where we have identified you as a relevant stakeholder in the Higher Education sector and in the effective and lawful operation of our businesses, maintenance of our relationships with collaborative organisations, and the effective delivery of information and services we may provide to you. We may have other legitimate interests and, if so, we will make clear what those interests are at the relevant point in time.
• Consent: We may rely on the consent that you provide us at the point of collection of your personal data to use such information for the purposes outlined herein. For example, you may have agreed to receive marketing materials such as our electronic newsletters (you are able to opt-out or unsubscribe at any time).
• Public Task: From time-to-time when we carry out communications activities, we may have to process personal data to perform a task that’s in the public interest or in the exercise of a Foundations funder’s official authority.
• Legal: We may process your personal data if necessary for us to comply with a legal obligation arising under an applicable law to which we are subject.

5. How long we keep your data

We will only keep personal information for as long as it is needed to fulfil the purpose for which it was collected.

If you have provided consent for us to use your information for our communications work, we will retain your information until you have not interacted with our communications for at least a year at the time we conduct our annual audit of our communications lists or until you withdraw that consent, whichever is earliest. Where we have not relied on consent for the processing of your information, where you indicate to us you no longer wish for us to retain your information, we will delete your information.

We review all Communication’s activities lists on an annual basis and delete, update or request confirmation of accuracy of data and/or preferences where appropriate or required. 

1. What personal information we collect

When we reach out to you about our events, we will collect one or more of the following categories of your personal data within the event organisation and follow-up work we conduct:

• Name(s), Email Address, Phone number
• Job Title, occupation, place of work, employer
• Areas of interest 
• Opinions you have expressed to us which are relevant to an event 
• Publicly available personal information (e.g. from websites and social media platforms)
• Social media handles and publicly expressed content
• Videos of you where you are in the background when you attend an in-person event we are recording
• Videos of you or Podcasts recordings of you where you are acting as a speaker for our work or being interviewed on or off camera either as an invited guest or as an attendee of an event Foundations is holding
• Accessibility and/or dietary needs/preferences (in relation to events management)
• If applicable, payment details managed by a third-party payment provider

2. Why we collect your information and what we use it for

To complete the objectives of Foundations, events are fundamental to its success. Event communications is important to deliver on Foundations’ social outreach strategy.

The reasons we use your personal data for events work, which will depend on how we capture your personal information, includes:

• To send you information about online and offline events
• To invite you to attend and/or register you for an online or offline event
• To manage your data in context of an event which may mean taking payment, alerting you to issues, reviewing your application to the event and sending you updates about the event
• To add you to the Foundations list of sector related stakeholders once you have registered for an event, to receive communication from us or registered an interest from another source
• To transcribe audio captured from any recorded interviews, workshops or focus groups we have with you as a participant
• To gather opinion from you on the event activities we are conducting
• To understand and if appropriate take action where Foundations is under any legal or regulatory obligations regarding the uses of your data
• To use in promotional collateral and material as still images or videos where we have either sought your permission to do so or you have verbally agreed have an ad hoc photo taken or to participate in an on-camera interview at a Foundations event you are attending (you may appear in the background and be recognisable)
• To allow for accessibility and dietary needs/requirements at our events
• To improve upon previous communications work and activities, to develop capacity and the ability for Foundations to perform its service to society

If you no longer want to receive event communications from us, you can unsubscribe from our mailing list at any time by please clicking the unsubscribe link, at the bottom of our emails or by emailing dpo@theevidencequarter.com detailing your name and email address and indicating that this is in relation to the unsubscribing.

3. Collecting your personal information

Collection of your personal information within events work will be via one or more of the following:

• When you register or sign up for the Foundations events on our website or via direct contact from yourself
• When we communicate with you to request direct feedback from you which may be via email, direct message, unified communications or social media platform
• From events location/space service providers to accommodate for any needs or requirements
• When we record you at an event either foreground or background depending on the circumstances of the recording taking place (we will also provide a Privacy Notice at the events location)
• External event registration locations
• Where relevant, when we take payment from you

We use third party providers to manage event registrations and sign-ups, edit and possibly transcribe recorded footage and to take payments where required. These third parties gather further personal information on behalf of Foundations in conjunction with their services to Foundations. 

We also gather statistics around email opening, clicks, event attendance, engagement levels and events management using industry standard technologies to help us monitor and improve our communications work.

Foundations maintains Data Processing Agreements with all third-party providers where personal data is being collected and processed on Foundations’ behalf.

4. Our lawful basis for using your data

We process personal information for our events work based on different legal bases:

• Legitimate Interest: We may rely on our legitimate interests to process your personal data, provided that such interests are not overridden by your interests, fundamental rights, or freedoms. 
• Consent: We may rely on the consent that you provide us at the point of collection of your personal data to use such information for the purposes outlined herein (you are able to opt-out or unsubscribe at any time).
• Public Task: From time-to-time when we carry out events activities, we may have to process personal data to perform a task that’s in the public interest or in the exercise of a Foundations funder’s official authority.
• Legal: We may process your personal data if necessary for us to comply with a legal obligation arising under an applicable law to which we are subject.

5. How long we keep your data

We will only keep personal information for as long as it is needed to fulfil the purpose for which it was collected.

If you attend one of our events, we will use your information for the purpose of the event and will only contact you for any other purpose if you have said we can. We will retain your personal information collected for the purpose of the event for 3 years for evaluation and organisation development purposes to help us understand our audience and reach, and to improve future events.

We review all Communication’s activities lists on an annual basis and delete, update or request confirmation of accuracy of data and/or preferences where appropriate or required. 

On some occasions, webinars and events may be recorded and published onto YouTube or equivalent video-sharing website.

1. What personal information we collect

To accommodate your visit to our offices we will process the following categories of personal information:

• Name(s), Email Address, Phone number
• Job Title, occupation, place of work, employer
• Information that may aid accessibility needs including any relevant special categories of information (“Health Data”)
• Reason for visiting
• Areas of professional interest
• Information recorded in interviews we may have with you
• Time of entry and exit, and duration of visit
• Recorded footage of you (where we are video recording a live event)
• CCTV footage of you

2. Why we collect your information and what we use it for

When you visit the Foundations offices we will use your personal information to register you at the reception of our building who will log entry and exit times as part of building security measures. 

You may be asked to write your name and further details into a visitors’ book by building entrance staff and you will be captured on CCTV cameras during your visit which is also for security and monitoring purposes.

Your personal information will be limited to those who you would expect to know of your visit and where you voluntarily interact with other employees of Foundations whom you meet, or other event attendees. 

Your personal information will also be stored in an electronic calendar application and used as a lookup to understand arrival and departure times and to identify when you last visited. 

Should you be visiting for an event at our offices we may produce name badges for ease of identification by ourselves and others in attendance, and we may make a video recording (filming) of the event where you may be in the background. We may ask you to be in the foreground of a video recording of an event i.e., conduct an ad hoc interview with you or record you asking a question to a panel member.

You are under no obligation to be in the foreground of any filming we do at an event, and we will inform you of recording taking place so you are able to move to a location where you do not appear in the background of any filming should you not wish. 

Please do let us know either before, during or after a filmed event if you no longer wish to be recognised within a recording and we shall endeavour to remove or obscure the image so you would not be identifiable on any recordings we have made.

3. Collecting your personal information

Office visitor information will be collected via email from yourself or the individual that has arranged your visit on your behalf or via a third party which we will pass on to building management so they can communicate your arrival to us. Your personal information will also be collected from you when you add your details to a building management visitors book.

If you are visiting the Foundations offices to attend an event you may be asked to write your personal information on a name badge/sticker and you may be filmed, should we be recording the event as part of our Communications work (see the Communications section above). 

4. Our lawful basis for using your data

We process the personal information of visitors to our offices based on the legitimate interest of the data controller (Foundations).

5. How long we keep your data

We will only keep personal information for as long as it is needed to fulfil the purpose for which it was collected.

Your personal information shall be retained within digital email calendars and subject to archiving processes conducted on an ad hoc basis. Name badges will be destroyed when you leave the premises. The ID that is requested to be shown at the building front desk is for verification purposes only and we don’t record this information. 

Closed-circuit television (CCTV) operates inside and outside the building for security purposes. The information is viewed by the building security company on a live feed and may be recorded at the discretion of the provision of security services supplied by the building we occupy.

When we provide you Wi-Fi on site for the use of visitors. We’ll provide you with the login details. We record the device address and will automatically allocate you an IP address whilst on site. We also log traffic information in the form of sites visited, duration and date sent/received. This information is retained for a reasonable period of time to monitor the security of Wi-Fi use when onsite.

We sometimes record audio and video of training sessions delivered by external training providers. We don’t do this without the prior agreement of the training provider and no recordings are shared outside of the Foundations. Training recordings will be deleted when they are of no subsequent use to Foundations and its staff.

1. What personal information we collect

The type of personal information we collect from you will depend on the context in which we interact with you. In general, this will include, but is not limited to:

• Name and job title
• Contact information including the company/organisation/institution you work for, telephone numbers and email addresses, where provided
• Payment information
• Information that you provide to us as part of us scoping or providing services to you or working with you as partners on a project (or as part of you providing services to us if you are a supplier), which depends on the nature of the work
• Relevant information as required by any applicable Know Your Client and/or Anti-Money Laundering regulations (which may include request for identity information such as passports and information collected from publicly available sources e.g. Companies House)

2. Why we collect your information and what we use it for

We use your personal information in the context of you or the organisation you work for providing a service to us. Personal information will be used for the following purposes (the list is non-exclusive):

• Review your applicability to provide your services to us
• Conduct business operations with you
• Request feedback from you
• Conduct Equality, Diversity and Inclusion monitoring activities
• Resolve queries or complaints
• Provide you access to digital or physical infrastructure as appropriate
• Prevent or detect fraud or money laundering including fraudulent payments and fraudulent use of our services
• Establish, defend, or enforce legal claims or regulatory investigations
• Process your invoice or grant claim and its payment
• Contact you to agree on a contract or a purchase order with you
• Process the payment of invoices, expense claims or grant claims

3. Collecting your personal information

We have gathered your information in one or more of the following ways (the list is non-exclusive):

• When you have approached us to become supplier
• An industry or business event we are both attending 
• When you or the organisation you work for has submitted a proposal to become a supplier and/or entered into a contract of work with us
• Where it is given to us by one of our business partners or related associates or employees
• Publicly facing websites including social media during our review of applicability to provide a service to us
• When you communicate with us or submit information via our website
• Referral from an organisation you already act as a supplier

4. Our lawful basis for using your data

Processing your (“Data Subject”) personal information is necessary for the performance of a contract to which you are a party, or in order to take steps at the request of the Data Subject prior to entering into a contract.

5. How long we keep your data

We will only keep personal information for as long as it is needed to fulfill the purpose for which it was collected.

1. What personal information we collect

Where you have applied for a job, work experience, fixed term contract, secondment or internship with us we will collect the following. This list is non-exclusive:

• Contact details such as name, title, addresses, telephone numbers, and personal email addresses
• Preferred method of contact
• Copies of driving licence, passport, birth certificates and proof of current address, such as bank statements and council tax bills
• Notice period, preferred start date,
• Evidence of how you meet the requirements of the job, such as application forms, CVs, covering letters, references, assessment outputs, employment history, academic qualifications/history, professional training/certifications, skills, and work experience or internships
• Evidence of your current and/or future work eligibility status, immigration status, including visa type, and visa expiry date 
• Diversity and equal opportunities monitoring information – this can include information about your race or ethnicity, religious beliefs, sexual orientation, disability and other ‘special category data’ information about your health, including any medical needs or conditions
• Other information required for some applications
• If you contact us regarding your application, a record of that correspondence including, but not limited to, the content and attachments of emails
• Details of your use of our recruitment tools and services, such as your candidate profile, the source of your application, the date/time, the role(s) you applied for, salary history/expectations, alerts for vacancies, the status of your application and updates on how it moves forward
• Derived data about you, that is, data that includes our staff’s opinion of you such as, but not limited, to the stages you complete of the recruitment process and those you do not, records of interviews, interview notes/feedback, assessment feedback, rejection stage, rejection reason, and job offer details

We may also collect, store and use the “special categories” of more sensitive personal information including, but not limited to:

• Information about your physical or mental health, or disability status
• Information about your health and medical conditions for health and safety reporting purposes
• Criminal records information
• Personal information related to the Equality Act 2010 inclusive of data known as ‘Protected Characteristics’ (age, disability, gender reassignment, marriage or civil partnership (in employment only), pregnancy and maternity, race, religion or belief, sex, sexual orientation)
• Personal information related to our internal equality and diversity monitoring policy (geographical location, organisation, socio-economic class, caring responsibilities, educational background)

2. Why we collect your information and what we use it for

We use your personal information in the recruitment process for employment, work experience, fixed term contract, secondment or internship at Foundations in the following ways:

• To reply to you about the position you have applied for or inquired about
• To approach you as a good fit for employment, work experience or internship
• To check you are the right candidate for the role
• To move your application forward including making changes in applicant tracking systems or dedicated recruitment-based software and websites
• To receive a reference from a sectoral relevant individual where they have gained permission from you to be introduced to us
• To send you notifications for other job, work experience or internship vacancies
• To inform you about the status of your application
• To invite you to participate in relevant surveys, questionnaires, research projects and events where your profile has been identified relevant to research work, we are conducting (we will never share or sell your personal data and we will never include you in research participation where we have not gained your permission to do so)
• With permission, retain your personal information for longer statutory requirements where you have not been successful but would like the opportunity to invite you to apply again in the future

Please be reassured that Foundations limit access to your recruitment personal data to those who have a genuine need to access it:

• the HR/people team
• the recruiting manager for the role in question
• interviewers/assessment reviewers for the role in question
• the director of the team where the role in question sits
• the director of finance and resources who has final authority for appointment (note that there may be overlap between the people in those positions)

We maintain a reserve list of candidates who met our requirements but were not successful in securing the specific post they applied for. We’ll ask for your permission to be added to this list. We will refer to the list when other roles are advertised and will contact you if you match the role. We will ask for your permission before putting you forward for the role.

If you are successfully recruited, we will upload your details to our HR system. We will also share your data for statistical analysis (it will be anonymised first) if we are required to do so by law – for example, by court order, or to prevent fraud or other crime.

For the purposes of reporting on and improving the effectiveness and efficiency of our recruitment systems and processes, we may retain a handful of personal data points about you (the source of your application, the stage you reached in the process, and the overall reason you were rejected), however, none of these data points are personally traceable to you.

3. Collecting your personal information

We have gathered your information in one or more of the following ways:

• Via publicly available sources such as social media, where we have identified you as an individual we would like to approach as a good fit for employment, work experience or internship at Foundations
• From a reference of a sectoral relevant individual where they have gained permission from you to be introduced to us
• From a Higher Education Provider (HEP) such as a college or University who has recommended you to us
• From a current or former employee where they hold a previously established relationship with you and sharing your personal information with Foundations would not be unexpected
• From yourself via a recruitment web advert we have developed which may also mean we have received your personal data via a recruitment platform or website
• From a recruiter, recruitment agency or other applicant tracking system or recruitment website
• From yourself when you have participated in a survey or questionnaire as a research participant and we have identified you as a potential candidate for employment, work experience or internship at Foundations
• From yourself where you have responded to an advert on our website, completed our contact us page on our website or sent an unsolicited prospective email to us
• We also use platforms such as LinkedIn, Indeed, CV Library and others where we may have identified you as a potential candidate for employment, work experience or internship at Foundations
• From publicly available websites and social media platforms
• From former employers and people named by candidates as references
• Where relevant, the Disclosure and Barring Service (DBS)
• If relevant to the role, Government departments or other relevant and related institutions.

4. Our lawful basis for using your data

We process personal data throughout the recruitment application process based on different legal bases:

• Contract: Processing your data is necessary to move your application forward before signing a contract of work. This concerns employment or pre-employment checks.
• Legal: Complying with applicable law with regard to personal data necessary to satisfy our legal and regulatory obligations, including with regard to public health and workplace safety, entitlement to work and when applicable security checks.
• Legitimate Interest: Evaluating your application and to manage our relationship with you, to ensure that we recruit appropriate employees, and to evaluate and maintain the efficacy of our recruiting process more generally. We will also process your personal data to invite you to participate in projects which may be, or similar to, surveys, questionnaires, events, interviews or other research projects where the work we are conducting is for societal benefit.
• Public Task: When we carry out National Security vetting for some roles, we have to process personal data to perform a task that’s in the public interest or in the exercise of a Foundations funder’s official authority.
• Consent: If we offer you the opportunity to participate in our optional recruiting programs or if we collect sensitive personal data for legally permitted purposes other than compliance with our legal obligations regarding public health and workplace safety. We will ask for consent from you where you are not successful, and we want to retain your personal information for longer than 6 months. Also, for us to send you surveys, questionnaires, information about events, interviews or other research project opportunities where the work we are conducting is for societal benefit.

5. How long we keep your data

We will only keep personal information for as long as it is needed to fulfil the purpose for which it was collected.

We will store your information for the duration of the recruitment process. Where you have not been successful, we shall retain your personal data for up to 6 months in accordance with the UK Limitation Act 1980. We will only retain your personal data longer than 6 months where we have gained your permission to do so. 

If you have been successful in the recruitment process, we will provide you with an Employee Privacy Notice outlining the retention period of your personal information.

1. What personal information we collect

When you visit our website, we will collect the following information about you:

• Information about the device used to access our website, your visits and use of the website including your IP address, internet log information, location, browser type and version, referrer and activity, and details of visitor behaviour patterns
• We record your activity and preferences when visiting our website through the use of cookies (see “Cookies”, below)
• IP address, operating system and browser information

2. Why we collect your information and what we use it for

The personal information we collect when you visit our website goes toward helping us:

• Monitor the website and keep it secure, it helps us understand how we might improve the website through numbers of visits, visitor patterns and behaviour
• Promote and develop services and grow our organisation
• Run our organisation, provide administration and IT services, ensure network security, and prevent fraud
• Collect information to understand more about our stakeholders’ interests and preferences and to inform our marketing strategy
• To keep our website updated and relevant, to develop our organisation, and to inform our marketing strategies
• To add you to Communications activities lists where you have indicated your consent for us to do so
• Answer any enquiries you submit to us via the website inclusive of information submitted via the Foundations Speaker Request Form

Cookies we use tell us how you use the site and what pages you have visited. 

3. Collecting your personal information

We collect data about you from your device and via third-party website analytics services such as Google Analytics and cookies (see below) when you visit our website. We do not make, and do not allow our Google Analytics settings to make, any attempt to find out the identities of those visiting our website.

This website includes embedded content (e.g., videos, images, articles, etc.) from other websites and links to external websites, plug-ins, and applications. Clicking on those links or enabling those connections may allow other parties to collect or share data about you. Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website. We do not control these external websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy policy of every website you visit. 

Cookies

As you interact with our website, we automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies and other similar technologies to enhance your experience of our website.

Our website uses cookies for collecting user information which may include IP address, operating system, and browser information. We use persistent cookies to track returning visitors. They expire after 12 months and enable us to compare website traffic from month to month.

Cookies are text files, which identify a user’s computer to our servers. Cookies in themselves do not identify the individual user, just the computer used. You can learn more about cookies by visiting http://www.allaboutcookies.org/.

You can manage and delete cookies through your web browser. Each browser manages cookies differently, but you can learn more about cookie settings in the most common browsers using the links below:

• Chrome
• Firefox
• Safari for Mac
• Safari for iOS
• Edge
• Internet Explorer

You can also prevent your data from being used by Google Analytics by using the Google Opt-out Browser Add-on, available at this link.

4. Our lawful basis for using your data

We process the personal information of visitors to our website based on our legitimate interest as the data controller. 

We request your consent for adding your personal information to our Communications activity lists where you have provided your information via a form on our website. You are able to opt-out of receiving communications from us by emailing us on dpo@theevidencequarter.com or by selecting the ‘unsubscribe’ preference we include on each marketing email we send.

We also request for consent for the use of cookies when you first visit our website. You can opt to refuse cookies that are not necessary, and you are able to update cookie collection preferences through browser settings (see Cookies in Section 5).

5. How long we keep your data

We will only keep personal information for as long as it is needed to fulfil the purpose for which it was collected.

Depending on your reason for visiting the website and how you decide to interact with our website will determine the amount of time we retain your personal information outlined above. You are able to delete Cookies (please see section 3).