WORK SHADOWING SERVICE - DATA PROTECTION AND PRIVACY NOTICE
What is the work shadowing programme?
The work shadowing programme is a Greater Manchester Mayoral campaign, which is aimed at employers in the region signing up to offer work shadowing opportunities for young people in schools and colleges across Greater Manchester (GM). Enabling you as employers to offer opportunities and the area they operate in so that they can be connected to a local school / college). You will then be linked to a local school to arrange for the work shadowing to take place.
The programme is aiming to help young people to find a direction for their education and training and help employers to encourage young people into areas of opportunity and employment.
Who we are
The Greater Manchester Combined Authority (GMCA) is a Public Authority and the Data Controller for your information that is provided to take part in this project.
Legislation requires the GMCA to appoint a Data Protection Officer who is responsible for protecting individuals’ personal data according to current legislation. You can contact the GMCA Data Protection Officer via email at OfficeofDPO@greatermanchester-ca.gov.uk.
In order to provide a work shadowing opportunity for the young people of Greater Manchester, the GMCA need to collect, hold and process personal information about the businesses that are providing these opportunities.
What Personal Data will be collected?
When you offer a work shadowing opportunity at your business you will be asked for the following information:• Full Name of Contact at the business • Email address of Contact at the business • Phone number for Contact at the business • Name of the business • Address of the business
How we get your personal data?
The online form you will be asked to complete to provide the above information is a service supplied for the GMCA by Mail Chimp.
Mail Chimp is based in the United States of America and as a consequence of using this service your data will be stored in the USA. Mail Chimp will also automatically collect some additional data about your use of their service.
For full details of how Mail Chimp’s privacy process and what information they will collect please go to: https://mailchimp.com/legal/privacy/
What is your legal basis for using my information?
The GMCA has a number of responsibilities that it is required to undertake for the people of Greater Manchester. The work shadowing programme is aimed to help with one of those responsibilities. Therefore the GMCA is using your data as it “is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller”. This is our legal basis for using your information for the programme.
What do we do with your information?
To make sure that the opportunities that you are offering are fully used, we will have to do a number of things with your information.
We will:• Store your information to make sure it is available when needed. • Communicate with you and provide you with any further relevant information. • Provide schools with your information so they may communicate with you about the offered opportunity. • Delete your information at the end of the project.
Who will arrange the details of the young person taking part?
The GMCA will work with schools in your area to make them aware that you are offering a work shadowing opportunity. If a school want to take up your offer they will be supplied with the information that was initially completed in your online form.
Once they have your information, the school will then contact you to discuss the offer and to make the appropriate arrangements with your business for their young person to attend.
What do we do to make sure your information is secure?
The information you provide will be subject to rigorous procedures to make sure it can’t be seen, accessed or shared with anyone who shouldn’t see it. These include• All staff receive specific information security training. • All staff comply with Information Security policies and procedures. These set out how your information is protected and what happens if the security of the information is breached. • All the laptops used by staff are encrypted and need a unique logon password and ID to access the computer systems. • Staff only have access to the information they need to do their job. This means if they are not the right person in the right team, they will not be able to see your information.
We also have responsibilities to keep our computer systems secure and take steps to stop outside malicious access also known as hacking. This requires us to comply with requirements specified by Central Government.
Whilst your information is held by Mail Chimp they will have in their own security in place. Full details of this security is available at https://mailchimp.com/about/security/
How long will we keep your information?
The GMCA will delete your information once the work shadowing project comes to an end. This is scheduled to happen on the 31st July 2020.
How can I exercise my information rights?
You have the right to request a copy of the information that we hold about you and to correct the information we hold on you. You also have the right to have your information deleted, if you decide to no longer take part in the project.
If you wish to request a copy of the information, we hold or you wish to withdraw from this project, please email:firstname.lastname@example.org
How to find out more
To find out more about how the GMCA handle your data please visit our organisational privacy notice
If you feel we have not handled your information appropriately, you can complain to the Information Commissioner’s Office. For further details on this and your information rights please visit the Information Commissioner’s Website: https://ico.org.uk .