This Privacy Notice sets out how The James Kane Foundation uses and protects any information that you give us in the course of your interactions with our business, or when you use our website(s).
The James Kane Foundation is committed to ensuring that your privacy is protected. Should we ask you to provide certain information by which you can be identified, then you can be assured that it will only be used in accordance with this Notice.
This Privacy Notice tells you what to expect when we collect and use your personal information. It applies to information we collect about:
- Visitors to our website
- Surveys and market research that we carry out
- Individuals who use our products or services
- Individuals who subscribe to our newsletter or request information from us
- Job applicants, and our current and former employees
What Information do we typically collect?
We may collect the following information:
- Name and Job Title (if relevant)
- Contact information, including an email address
- Demographic information, such as a postcode
- Other information relevant to customer surveys and/or offers
What Do We Do With This Information?
We require this information to understand your needs and provide you with a better service, and in particular for the following reasons:
- Internal record keeping.
- We may use the information to improve our products and services.
- We may periodically send promotional emails about new products, special offers, or other information that we think you may find interesting, using the email address you have provided for our newsletter.
- From time-to-time we may also use your information to contact you for market research purposes. We may contact you by email, phone, or by post. We may use the information you provide to make changes to our business processes or website.
Visitors to Our Website
When someone visits our website we use a third party service, Google Analytics, to 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. This information is only processed in a way that does not identify anyone. We do not make any attempt to find out the identities of those visiting our website. If 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.
Cookies
A cookie is a small file that asks permission to be placed on your computer’s hard drive. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes, and dislikes by gathering and remembering information about your preferences.
We use traffic log cookies to identify which pages are being visited on our website. This helps us analyse data about webpage 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.
Controlling Your Personal Information
You may choose to restrict the collection or use of your personal information in the following ways:
- Whenever you complete a form on this website, if you do not wish to be contacted for direct marketing purposes, ensure you do not tick the appropriate box that enables us to contact you.
- If you have previously agreed to us using your personal information for direct marketing purposes, you may change your mind at any time by emailing us at manager@jameskanefoundation.org.
We will not sell, distribute, or lease your personal information to third parties.
Website
We use a third party service, WordPress.com, to publish our website. This site is hosted by Krystal. We use standard methods to collect anonymous information about users’ activity on the site, for example the number of users viewing pages on the site, to monitor and report on the effectiveness of the site and help us improve it.
Social Media
We have social media profiles on Facebook, X and LinkedIN
If you send us a private or direct message via social media the message will be stored on those sites but will not be shared with any other organisations.
Enquiries
Where enquiries are submitted to us by email, we will only use the information supplied to us to deal with the enquiry and to check on the level of service we provide. It will only be retained for the purposes of the enquiry, unless instructed otherwise
Customers and Consumers
We offer various services, including grants and donations. We have to hold the details of individuals who have requested grants / donations to enable us to supply them. However, we only use these details to provide the funding as requested, and for other closely related purposes. For example, we might use information about people who have requested funding to carry out a survey to find out if they are happy with the level of service they received.
Job Applicants, Current and Former Employees
We are the Data Controller for the information you provide, unless otherwise stated. If you have any queries about the process or how we handle your information, please contact us at manager@jameskanefoundation.org.
All of the information you provide during the recruitment process will only be used for the purpose of progressing your application, or to fulfil legal or regulatory requirements, if necessary.
We will not share any of the information you provide during the recruitment process with any third parties for marketing purposes, or store any of your information outside of the EU. The information you provide will be held securely by us and/or our Data Processors, whether the information is in electronic or physical format.
We will use the contact details you provide to us to contact you to progress your application. We will use the other information you provide to assess your suitability for the role you have applied for.
We do not collect more information than we need to fulfil our stated purposes and will not retain it for longer than is necessary. The information we ask for is used to assess your suitability for employment. You don’t have to provide what we ask for but it might affect your application if you don’t.
We ask you for your personal details including name and contact details. We will also ask you about your previous experience, education, referees, and for answers to questions relevant to the role you have applied for. Our recruitment team will have access to all of this information.
You will also be asked to provide equal opportunities information. This information will not be made available to any staff outside of our recruitment team, including hiring managers, in a way that can identify you. Any information you do provide, will be used only to produce and monitor equal opportunities statistics.
Letter of Offer
If we send you a letter of offer of employment, we will ask you for information so that we can carry out pre-employment checks. You must successfully complete pre-employment checks to obtain employment. We are required to confirm the identity of our staff, their right to work in the UK, and seek assurance as to their trustworthiness, integrity, and reliability. You will therefore be required to provide:
- Proof of your identity – you will be asked to attend our office with original documents, we will take copies.
- Proof of your qualifications – you will be asked to attend our office with original documents, we will take copies.
- You will be asked to complete a criminal records declaration to declare any unspent convictions.
- You will be asked to provide your email address so you can receive electronic payslips and a monthly employee newsletter.
- Depending on the work you do, you may be asked to provide information to complete a Basic Criminal Record Check via AccessNI, which will verify your declaration of unspent convictions.
- We will contact your referees, using the details you provide in your application, to obtain references
- We will also ask you to complete a questionnaire about your health. This is to establish your fitness to work, and to ensure that your working conditions will not negatively impact on your health, should you have a pre-existing condition.
- Bank details – to process salary payments
- Emergency contact details – so we know who to contact in case you have an emergency at work
All of the information we require will be held in your personnel file, which is held securely and has restricted access based on the “need to know” principle.
Use of Data Processors
Data Processors are third parties who provide elements of our recruitment service for us. We have contracts in place with our Data Processors. This means that they cannot do anything with your personal information unless we have instructed them to do it. They will not share your personal information with any organisation apart from us. They will hold it securely and retain it for the period we instruct.
If you are an employee, some of your personnel records will be held on our contracted recruitment company which is password protected and has restricted access. Some of your records will also be held on our payroll system. Likewise, some of your details will be provided to contracted pension scheme, who are the administrators of our auto-enrolment pension scheme.
How Long is the Information Retained For?
If you are successful in your application for employment, the information you provide during the recruitment process will be retained by us as part of your employee file for the duration of your employment, plus 5 years following the end of your employment. This includes your criminal records declaration, fitness to work, records of any security checks, and references.
If you are unsuccessful at any stage of the process, the information you have provided until that point will be retained for one year from the closure of the recruitment campaign. This includes information generated throughout the assessment process, for example interview notes.
Equal opportunities information is retained for 12 months following the closure of the campaign, whether you are successful or not, and is reported to the Equality Commission annually.
Your Rights
Under the General Data Protection Regulation, you have rights as an individual which you can exercise in relation to the information we hold about you. For more information see https://ico.org.uk/for-the-public/is-my-information-being-handled-correctly
Access to Personal Information
Individuals can find out if we hold any of their personal information by making a ‘subject access request’ under the General Data Protection Regulation. If we do hold information about you we will:
- Give you a description of it;
- Tell you why we are holding it;
- Tell you who it could be disclosed to; and
- Let you have a copy of the information in an intelligible form.
To make a request to us for any personal information we may hold, you need to put the request in writing, and send it to the address below.
If you agree, we will try to deal with your request informally, for example by providing you with the specific information you need over the telephone.
If we do hold information about you, you can ask us to correct any mistakes by, once again, contacting us at the address below.
Disclosure of Personal Information
In many circumstances, we will not disclose personal data without consent. However when we investigate a complaint, for example, we will need to share personal information with the individual concerned, and potentially with our Management Team.
Other Websites, Suppliers, and Third Parties
This Privacy Notice does not cover the Privacy Notices of the third parties we use. We encourage you to read their Privacy Notices in addition to our own.
Changes to this Privacy Notice
We keep our Privacy Notice under regular review. This Privacy Notice was last updated on 12th August 2024
How to Contact Us
If you want to request information about our Privacy Notice, you can email us or write to:
The James Kane Foundation, C/O Clifton House, 2 North Queen Street, Belfast, BT15 1ES