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• How we use your information
• Cookies information
• How we secure your information
• Your rights
• Contact us or file a complaint with the authorities
The information we collect will be used depending on which of the following activities you are a user:
• Making an enquiry through the form on the website, email or phone.
• Subscribing to our newsletters on the website
• Using our services
• Applying for a job
If you use our website enquiry form, email or phone number to make a question about our services you can be sure we will only use it in order to process and answer your enquiry. We will collect your full name, company name, email, and phone number. In order to provide an efficient service and for our legitimate interest will save this information in our database for a period of six months after which it will be deleted or destroyed.
If you have subscribed to our mailing list, we will use your personal information to contact you with invitations to our events and to share news, thought leadership pieces and useful resources. We will never sell or distribute your personal information to any third-parties, however, we will share this information with trusted external providers who support our marketing activities. If you no longer wish to receive our emails, you can withdraw your consent by contacting our Marketing Team at [email protected] or by directly unsubscribing on Mailchimp.
If you have requested our services, we will hold your details in order to provide these services. We will only use these details to provide the service you have requested and send regular communication related to those services. The kind of personal information we hold will depend on the nature of each service or project, however, if you provide information related to your physical, physiological, genetic, mental, economic, cultural or social identity we will request your consent to process it. For example, you might share such information as part of a piece of personal reflection in the context of developing your professional practice. We will retain your information for as long as you are receiving our services and for a period of four years after to comply with applicable law and our legitimate interest.
As part of our staff recruitment process, Mayvin Ltd collects and processes personal data relating to job applicants. We are committed to being transparent about how we collect and use that data and to meeting our data protection obligations.
Mayvin Ltd 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 organisation needs to make reasonable adjustments during the recruitment process; and
• Information about your entitlement to work in the UK.
Mayvin Ltd may collect 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.
We may also collect personal data about you from third parties, such as references supplied by former employers. We will seek information from third parties only once a job offer to you has been made and will inform you that we are 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).
We need to process data to take steps at your request prior to entering into a contract with you. We may also need to process your data to enter into a contract with you.
In some cases, we need to process data to ensure that we are complying with our legal obligations. For example, it is mandatory to check a successful applicant's eligibility to work in the UK before employment starts.
Mayvin Ltd 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 us to manage the recruitment process, assess and confirm a candidate's suitability for employment and decide to whom to offer a job. We may also need to process data from job applicants to respond to and defend against legal claims.
Mayvin Ltd may process special categories of data, such as information about ethnic origin, sexual orientation or religion or belief, to monitor recruitment statistics. We may also collect information about whether or not applicants are disabled to make reasonable adjustments for candidates who have a disability. We process such information to carry out our obligations and exercise specific rights in relation to employment.
If your application is unsuccessful, Mayvin Ltd may keep your personal data on file in case there are future employment opportunities for which you may be suited. We will ask for your consent before we keep your data for this purpose and you are free to withdraw your consent at any time by contacting us.
Your information may be shared internally for the purposes of the recruitment exercise. This includes members of the HR and recruitment team, 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.
We will not share your data with third parties, unless your application for employment is successful and we make you an offer of employment. We will then share your data with former employers to obtain references for you, employment background check providers to obtain necessary background checks.
We take the security of your data seriously. We have internal policies and controls in place to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by our employees in the proper performance of their duties.
If your application for employment is unsuccessful, we will hold your data on file for 6 (six) months after the end of the relevant recruitment process. If you agree to allow us to keep your personal data on file, we will hold your data on file for a further 6 (six) 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. You will be asked when you submit your CV whether you give us consent to hold your details for the full 12 months in order to be considered for other positions or not.
If your application for employment is successful, personal data gathered during the recruitment process will be transferred to your Human Resources file (electronic and paper based) 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 organisation to change incorrect or incomplete data;
• Require the organisation 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 Mayvin Ltd is relying on its legitimate interests as the legal ground for processing.
If you would like to exercise any of these rights, please contact [email protected]
If you believe that the organisation has not complied with your data protection rights, you can complain to the Information Commissioner.
You are under no statutory or contractual obligation to provide data to Mayvin Ltd during the recruitment process. However, if you do not provide the information, we may not be able to process your application properly or at all.
We use traffic log cookies to identify which pages are being used. This helps us analyse data about web page traffic and improve our website in order to tailor it to customer needs. We only use this information for statistical analysis purposes and then the data is removed from the system.
Overall, cookies help us provide you with a better website, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.
You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.
Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.
When you access our website, a connection is established with CookieFirst's server to give us the possibility to obtain valid consent from you to the use of certain cookies. CookieFirst then stores a cookie in your browser in order to be able to activate only those cookies to which you have consented and to properly document this. The data processed is stored until the predefined storage period expires or you request to delete the data. Certain mandatory legal storage periods may apply notwithstanding the aforementioned.
We have concluded a data processing agreement with CookieFirst. This is a contract required by data protection law, which ensures that data of our website visitors is only processed in accordance with our instructions and in compliance with the GDPR.
Our website and CookieFirst automatically collect and store information in so-called server log files, which your browser automatically transmits to us. The following data is collected:
• Your consent status or the withdrawal of consent
• Your anonymised IP address
• Information about your Browser
• Information about your Device
• The date and time you have visited our website
• The webpage url where you saved or updated your consent preferences
• The approximate location of the user that saved their consent preference
• A universally unique identifier (UUID) of the website visitor that clicked the cookie banner
We take security measures to protect your information including:
• Implementing access controls to our information technology, encryption of emails, firewalls, ID verification and logical segmentation and/ or physical separation of our systems and information;
• Anonymization or pseudonymisation of sensitive data.
• We are also Cyber Essentials Plus Certified which is a Government-backed, industry-supported scheme that help organisations protect themselves against common online threats.
You have the right to access the personal information that we hold about you in many circumstances. This is called a 'Subject Access Request'. If we agree that we are obliged to provide personal information to you (or someone else on your behalf), we will provide it to you or them free of charge.
Before providing personal information to you or another person on your behalf, we may ask for proof of identity and sufficient information about your interactions with us that we can locate your personal information.
If any of the personal information we hold about you is inaccurate or out of date, you may ask us to correct it.
You have the right to request us to delete or remove your personal data where there is no compelling reason for its continued processing, although, this can only be done under specific circumstances.
You have the right to restrict the data processing, however, this can only be done under specific circumstances.
If you would like to exercise these rights, please contact [email protected].
If you are not happy with how we have managed your personal information you can lodge a complaint directly to the Information Commission Officer (ICO) at https://ico.org.uk/global/contact-us/