NRMTS – Privacy Notice
This privacy notice tells you what to expect when the Nottingham Roosevelt Memorial Travelling Scholarship collects personal information. It applies to information we collect about alumni and applicants, visitors to our website and social media.
We hold data electronically and on paper. We do not allow any third party access to our data, however, our IT support (outsourced) may work on programmes that hold that data. We store data via third party applications including Dropbox, Microsoft and Google products. We process and store data on our word processing, spreadsheet and document formatting software
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Visitors to our websites
When someone visits www.rooseveltscholarship.org 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 which does not identify anyone. We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website.
We use a third party provider, Mailchimp, to deliver our e-newsletters. We gather statistics around email opening and clicks using industry standard technologies including clear gifs to help us monitor and improve our e-newsletter. For more information, please see Mailchimp’s privacy notice.
Security and performance
NRMTS uses a third party service to help maintain the security and performance of its website. To deliver this service it processes the IP addresses of visitors to the NRMTS website.
We use a third party service, WordPress.com, to publish our website. These sites are hosted at WordPress.com, which is run by Automattic Inc. We use a standard WordPress service 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. WordPress requires visitors that want to post a comment to enter a name and email address. For more information about how WordPress processes data, please see Automatic’s privacy notice.
People who contact us via social media
We use a third party provider, Hootsuite to manage our social media interactions.
If you send us a private or direct message via social media the message will be stored by Hootsuite for three months. It will not be shared with any other organisations.
People who email us
We use a third party provider for our email services which supports Transport Layer Security (TLS) to encrypt and protect email traffic. If your email service does not support TLS, you should be aware that any emails we send or receive may not be protected in transit.
We will also monitor any emails sent to us, including file attachments, for viruses or malicious software.
We hold contact details of all Alumni on the basis of legitimate interest so that we can maintain contact and to provide information of what is happening with the scholarship, new scholars and alumni. The initial contact information is obtained from the application form. We hold data electronically and on paper. We will retain this for the life of the scholarship.
We will also be running a project to build the scholar archives and will obtain information such as the impact the scholarship has had on the alumni, their employers and Nottinghamshire. We will retain this for the life of the project.
Where we contact alumni via Trustees or the management committee to build up a better understanding of the Alumni we will take notes of the key parts of the conversations so that they can be shared amongst Trustees and management committee.
We will not sell information. We do not allow any third party access to our data, however, our IT support (outsourced web site processing) may work on programmes that hold that data. We hold data on third party storage providers such as Dropbox, Googledrive etc.
We hold bank details of standing orders that have been sent to the donor’s bank until the first donation has been received so that we can check we have the right details.
We hold details of Gift Aid forms for seven years after the last donation so that we can comply with Inland Revenue guidelines of being able to prove that the donation was Gift Aided.
What will we do with the information you provide to us?
All of the information you provide during the process will only be used for the purpose of progressing your application.
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 European Economic Area. 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 scholarship.
What information do we ask for, and why?
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 the scholarship. You don’t have to provide what we ask for but it might affect your application if you don’t.
If you use our online application system, this will be collected by a data processor on our behalf (please see below).
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 scholarship. Our recruitment team will have access to all of this information.
You may also be asked to provide equal opportunities information. This is not mandatory information – if you don’t provide it, it will not affect your application. This information will not be made available to any staff outside of our recruitment team in a way which can identify you. Any information you do provide, will be used only to produce and monitor equal opportunities statistics.
Our recruitment team shortlists applications for interview. They will be provided with your name or contact details or with your equal opportunities information if you have provided it.
We might ask you to attend several interviews at which the recruitment team might take notes. This information is held by NRMTS. We keep this data for three years so we have a record of our decisions.
Invitation to Final Interview
If we invite you to the final interview for the scholarship we will ask you for information so that we can carry out checks that you meet the qualification criteria. You must successfully prove you meet these criteria to be awarded the scholarship.
You will therefore be required to provide:
- Proof of your identity and age – you will be asked to provide original documents (which you will retain) and copies (which we will keep).
- Proof of your residence or working in Nottinghamshire – you will be asked to provide original documents (which you will retain) and copies (which we will keep).
- We will contact your referees, using the details you provide in your application, directly to obtain references
If we make a final offer, we will also ask you for the following:
- Bank details – to process payment of the scholarship
- Emergency contact details – so we know who to contact in case you have an emergency while on the scholarship
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 processor Reveal Web Solutions. 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. – CHECK THIS WITH TONY
How long is the information retained for?
If you are successful, the information you provide during the application process will be retained by us as part of your file for the duration of your scholarship plus 6 years following the end of your scholarship. This includes references.
If you are unsuccessful at any stage of the process, the information you have provided until that point will be retained for 3 years from the closure of the application process to check for consistency of multiple applications. We hold this on the basis of legitimate interest as we need to review the information the candidate has submitted.
Information generated throughout the assessment process, for example interview notes, is retained by us for 3 years following the closure of the application process.
Equal opportunities information is retained for 3 years following the closure of the application process whether you are successful or not.
Under the Data Protection Act 1998, you have rights as an individual which you can exercise in relation to the information we hold about you.
You can read more about these rights here – https://ico.org.uk/for-the-public/is-my-information-being-handled-correctly/
Complaints or queries
NRMTS tries to meet the highest standards when collecting and using personal information. For this reason, we take any complaints we receive about this very seriously. We encourage people to bring it to our attention if they think that our collection or use of information is unfair, misleading or inappropriate. We would also welcome any suggestions for improving our procedures.
This privacy notice was drafted with brevity and clarity in mind. It does not provide exhaustive detail of all aspects of NRMTS’s collection and use of personal information. However, we are happy to provide any additional information or explanation needed. Any requests for this should be sent to the address below.
If you want to make a complaint about the way we have processed your personal information please contact the secretary at firstname.lastname@example.org .
Access to personal information
NRMTS tries to be as open as it can be in terms of giving people access to their personal information. Individuals can find out if we hold any personal information by making a ‘subject access request’ under the Data Protection Act 1998. 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 NRMTS for any personal information we may hold you need to put the request in writing addressing it to email@example.com, or writing to the address provided 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 firstname.lastname@example.org .
Links to other websites
This privacy notice does not cover the links within this site linking to other websites. We encourage you to read the privacy statements on the other websites you visit.
Changes to this privacy notice
We keep our privacy notice under regular review. This privacy notice was last updated on 16 April 2018.
How to contact us
Nottingham Roosevelt Memorial Travelling Scholarship
8 The Corner
Notts NG14 7AE