Talking Point is committed to protecting your privacy and personal information.
Our legal status under UK data protection law is that of a data controller and in this capacity, we will securely store and process your personal information which you have provided to us. Data controller is a legal term used in the Data Protection Act 1998 (the Act) to signify the person who controls what to do with any given personal information. As data controller we have registered with the Information Commissioner’s Office.
Collection of Information
If you attend, or anticipate attending, our courses or events, are a mentee on our Mentoring Network or are a mentor or tutor, we will collect the following information
your job title and role; and
previous employment and work.
We will also collect standard diversity and inclusivity information. This is a funding requirement but also allows us to ensure we are reaching a wide and representative group of participants.
Tutors, mentors and participants are not required to provide any of this information, but if you do not, we may not be able to provide you the requested service or complete your transaction.
If you visit our website or register for our newsletter, we will collect the following data:
Your job grade
We will use the personal information participants, practitioners and interested parties provide us to:
provide you with our services which you have signed up for;
share your personal information with other mentees, trainees and industry practitioners (detailed below);
recommend goods, services or promotions which may be of interest to you (but only where you have consented to be contacted for such purposes);
contact you; and
send out email alerts you may have signed up for.
By default, we use your email to send you information and monthly newsletters via Mailchimp. If you do not wish to receive these, you can click ‘unsubscribe’ at the bottom of the weekly email. If you would rather not receive future informative emails from us once you have registered please inform us by email.
With whom is your personal information shared?
We will disclose the personal information of mentees and trainees in the following ways:
Where we receive industry requests for information about trainees and mentees in certain departments, we will provide such industry requests with a list of the relevant trainees and mentees only.
We may disclose depersonalised data (such as aggregated statistics) about the users of our site in order to describe our sales, customers, traffic patterns and other site information to prospective partners, advertisers, investors and other reputable third parties and for other lawful purposes, but these statistics will include no personally identifying information.
We may occasionally be required by law, court order or governmental authority to disclose certain types of personal information. Examples of the type of situation where this would occur would be:
in the administration of justice; or
where we have to defend ourselves legally.
Finally, in the event of a reorganisation, sale or takeover we may need to disclose personal information.
Email interactions are guided by general net-etiquette conventions. The information you provide will be kept confidential and will only be passed on to external companies if you have opted in to permit Talking Point to give your contact information to selected companies, business partners, sponsors and advertisers. If you opt out of permitting us to pass on your information, it will be used only to support your relationship with us (i.e. e-mails only from Talking Point) and to provide the specified service.
Logged information is kept indefinitely as administrative and research material. However, in accordance with statutory obligations we only collect personal information from you which is necessary for us to supply the services to you.
The requirements of Data Protection Laws
We regard the lawful and correct treatment of your personal information by us as very important to our successful operation, and to maintaining confidence between us and our users.
Reflect any change in our usage of personal information:
we will only collect sufficient personal information for the uses set out above;
we will endeavour to keep your personal information up to date;
we will not retain your personal information longer than necessary unless required to do so by law;
we will operate appropriate technical and organisational processes to protect your personal information against unauthorised or unlawful access or processing and against accidental loss or destruction.
We are committed to protecting the security of your personal information. We use a variety of security technologies and procedures to help protect your personal information from unauthorised access, use, or disclosure. For example, we store the personal information you provide on computer systems with limited access that are located in facilities to which access is limited.
Reviewing your personal information
In all cases, you can make a subject access request to review your personal information collected via our site or ask us to stop using it by email: email@example.com
We may take steps to verify your identity before providing you access to your personal information and may request a small administrative fee of no more than £10.
You can help us to maintain the accuracy of your information by notifying us of any change.
Talking Point does not knowingly collect information from children and does not target or direct its site to children.
Links to other websites
Our site may contain links to other websites. While we try to link only to websites that share our high standards and respect for privacy, we are not responsible for the content, security, or privacy practices employed by other websites.
If you have questions regarding this policy or our handling of your personal information, please contact us: firstname.lastname@example.org We will promptly address your concern and strive to reach a satisfactory resolution.
Privacy Notice for Job Applicants
In accordance with the General Data Protection Regulation (GDPR), we have implemented this privacy notice to inform you, as prospective employees of our Company, of the types of data we process about you. We also include within this notice the reasons for processing your data, the lawful basis that permits us to process it, how long we keep your data for and your rights regarding your data.
A) DATA PROTECTION PRINCIPLES
Under GDPR, all personal data obtained and held by us must be processed according to a set of core principles. In accordance with these principles, we will ensure that:
a) processing is fair, lawful and transparent
b) data is collected for specific, explicit, and legitimate purposes
c) data collected is adequate, relevant and limited to what is necessary for the purposes of processing
d) data is kept accurate and up to date. Data which is found to be inaccurate will be rectified or erased without delay
e) data is not kept for longer than is necessary for its given purpose
f) data is processed in a manner that ensures appropriate security of personal data including protection against unauthorised or unlawful processing, accidental loss, destruction or damage by using appropriate technical or organisation measures
g) we comply with the relevant GDPR procedures for international transferring of personal data
B) TYPES OF DATA HELD
We keep several categories of personal data on participants on our networks in order to carry out effective and efficient processes. We keep this data in recruitment files relating to each course and we also hold the data within our computer systems, for example, participant logs.
Specifically, we hold the following types of data:
a) personal details such as name, address, phone numbers;
b) your gender, marital status, information of any disability you have or other medical information;
f) information on your gender, race and religion for equality monitoring purposes;
g) information gathered via the recruitment process such as that entered into a CV or included in a CV cover letter;
h) references from former employers;
i) details on your education and employment history etc;
j) driving licence;
C) COLLECTING YOUR DATA
You provide several pieces of data to us directly during the recruitment exercise.
In some cases, we will collect data about you from third parties, such as employment agencies, former employers when gathering references or credit reference agencies.
D) LAWFUL BASIS FOR PROCESSING
The law on data protection allows us to process your data for certain reasons only. The information below categorises the types of data processing we undertake and the lawful basis we rely on.
Activity requiring your data | Lawful basis
Carrying out checks in relation to your right to work in the UK | Legal obligation Making reasonable adjustments for disabled employees | Legal obligation
Making recruitment decisions in relation to both initial and subsequent employment e.g. promotion | Our legitimate interests
Making decisions about salary and other benefits | Our legitimate interests Making decisions about contractual benefits to provide to you | Our legitimate interests
Assessing training needs | Our legitimate interests
Dealing with legal claims made against us | Our legitimate interests Preventing fraud | Our legitimate interests
E) SPECIAL CATEGORIES OF DATA
Special categories of data are data relating to your:
b) sex life
c) sexual orientation
e) ethnic origin
f) political opinion
h) trade union membership i) genetic and biometric data.
We carry out processing activities using special category data:
a) for the purposes of equal opportunities monitoring
b) to determine reasonable adjustments
Most commonly, we will process special categories of data when the following applies:
a) you have given explicit consent to the processing
b) we must process the data in order to carry out our legal obligations
c) we must process data for reasons of substantial public interest d) you have already made the data public.
F) FAILURE TO PROVIDE DATA
Your failure to provide us with data may mean that we are unable to fulfil our requirements for entering into an employment or training contract with you. This could include being unable to offer you, or administer, contractual benefits.
G) CRIMINAL CONVICTION DATA
We will only collect criminal conviction data where it is appropriate given the nature of your role and where the law permits us. This data will usually be collected at the recruitment stage, however, may also be collected during your employment. We use criminal conviction data to determine your suitability, or your continued suitability for the role. We rely on the lawful basis of legitimate interest to process this data.
H) WHO WE SHARE YOUR DATA WITH
Employees within our company who have responsibility for recruitment will have access to your data which is relevant to their function. All employees with such responsibility have been trained in ensuring data is processing in line with GDPR. Data is shared with third parties for the following reasons:
Talking Point Board information;.
We may also share your data with third parties as part of a Company sale or restructure, or for other reasons to comply with a legal obligation upon us. We have a data processing agreement in place with such third parties to ensure data is not compromised. Third parties must implement appropriate technical and organisational measures to ensure the security of your data.
We do not share your data with bodies outside of the European Economic Area.
I) PROTECTING YOUR DATA
We are aware of the requirement to ensure your data is protected against accidental loss or disclosure, destruction and abuse. We have implemented processes to guard against such.
J) RETENTION PERIODS
We only keep your data for as long as we need it for, which, in relation to unsuccessful candidates, is one year.
If your application is not successful and we have not sought consent or you have not provided consent upon our request to keep your data for the purpose of future suitable job vacancies, we will keep your data for six months once the recruitment exercise ends.
If we have sought your consent to keep your data on file for future job vacancies, and you have provided consent, we will keep your data for nine months once the recruitment exercise ends. At the end of this period, we will delete or destroy your data, unless you have already withdrawn your consent to our processing of your data in which case it will be deleted or destroyed upon your withdrawal of consent.
Where you have provided consent to our use of your data, you also have the right to withdraw that consent at any time. This means that we will stop processing your data and there will be no consequences of withdrawing consent.
If your application is successful, your data will be kept and transferred to the systems we administer for employees. We have a separate privacy notice for participants, which will be provided to you.
K) AUTOMATED DECISION MAKING
Automated decision-making means making decision about you using no human involvement e.g. using computerised filtering equipment. No decision will be made about you solely on the basis of automated decision making (where a decision is taken about you using an electronic system without human involvement) which has a significant impact on you.
L) YOUR RIGHTS
You have the following rights in relation to the personal data we hold on you:
a) the right to be informed about the data we hold on you and what we do with it;
b) the right of access to the data we hold on you. We operate a separate Subject Access Request policy and all such requests will be dealt with accordingly;
c) the right for any inaccuracies in the data we hold on you, however they come to light, to be corrected. This is also known as ‘rectification’;
d) the right to have data deleted in certain circumstances. This is also known as ‘erasure’;
e) the right to restrict the processing of the data;
f) the right to transfer the data we hold on you to another party. This is also known as ‘portability’;
g) the right to object to the inclusion of any information;
h) the right to regulate any automated decision-making and profiling of personal data.
In addition to the above rights, you also have the unrestricted right to withdraw consent, that you have previously provided, to our processing of your data at any time. Withdrawing your consent means that we will stop processing the data that you had previously given us consent to use. There will be no consequences for withdrawing your consent. However, in some cases, we may continue to use the data where so permitted by having a legitimate reason for doing so.
If you wish to exercise any of the rights explained above, please contact Helen Johnson.
M) MAKING A COMPLAINT
If you think your data rights have been breached, you are able to raise a complaint with the Information Commissioner (ICO). You can contact the ICO at Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF or by telephone on 0303 123 1113 (local rate) or 01625 545 745.
N) DATA PROTECTION COMPLIANCE
Our appointed compliance officer in respect of our data protection activities is:
Our ICO reference is A8489107
Talking Point (last updated) January 2022