This Privacy Notice tells you what to expect in relation to personal information about you which is collected, handled and processed by FHI 360 UK.

FHI 360 UK of Thomas House, 84 Ecclestone Square, London, SW1V 1PX, United Kingdom is the Data Controller.

We acknowledge and agree that any personal data/information of yours that we handle will be processed in accordance with all applicable data protection laws.

The information we may collect 

The information about you we may collect, hold and process depends on your interaction with us:

(A) Information collected and processed for finding you a suitable role is as follows:

• Your name and gender.
• Your postal address.
• Your email address.
• Your telephone number.
• CV/work history.
• Job preferences including role and geographical areas.
• Any other work related information you provide, for example, education or training certificates.

(B) Information in respect to individuals that have worked for us previously or may work for us may include as follows:

• Passport.
• In some cases, permits and visas.
• Date of Birth.
• Relationship or marital status.
• Full details of job offers and placements.
• Performance history with us.
• Outcome of criminal record checks and security clearance for certain roles.
• References.
• Financial information.
• Photographs, video or media.
• Health information (strictly limited to such information we require to discharge our legal and duty of care obligation or to perform required business functions such as travel).
• Recordings of Zoom or Teams meetings.
• A log of our communications with you by email and telephone.

(C) Information from visitors to our website:

Comments
When visitors leave comments on the site, we collect the data shown in the comments form, and also the visitor ‘s IP address and browser user agent string to help spam detection.

An anonymized string created from your email address (also called a hash) may be provided to the Gravatar service to see if you are using it. The Gravatar service privacy notice is available here: https://automattic.com/privacy. After approval of your comment, your comment and profile picture are visible to the public.

Media
If you upload images to the website, you should avoid uploading images with embedded location data (EXIF GPS) included. Visitors to the website can download and extract any location data from images on the website.

Contact forms
When you upload your work and CV details on our website, this information is added to (A), above.

Cookies
If you leave a comment on our site, you may opt-in to saving your name, email address and website in cookies. These are for your convenience so that you do not have to fill in your details again when you leave another comment. These cookies will last for one year.

If you have an account and you log in to this site, we will set a temporary cookie to determine if your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser.

When you log in, we will also set up several cookies to save your login information and your screen display choices. Login cookies last for two days, and screen options cookies last for a year. If you select ‘Remember Me‘, your login will persist for two weeks. If you log out of your account, the login cookies will be removed.

If you edit or publish an article, an additional cookie will be saved in your browser. This cookie includes no personal data and simply indicates the post ID of the article you just edited. It expires after 1 day.

Embedded content from other websites
Articles on this site may include embedded content (e.g., videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.

These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracing your interaction with the embedded content if you have an account and are logged in to that website.

How we use the information
This information will have been provided, or will be provided, by you.  In the case of references, these will be from your previous employer.  The outcome of criminal record checks and security clearance checks, where relevant, will be supplied by the Disclosure and Barring Service or other external company applicable to the placement.

The above information is used to provide our services to you in our capacity as a specialist international development consultancy, to find you suitable work whether on a temporary or permanent basis based on your requirements as set out below.

The information under A above may be used as follows:

• To match your skill sets with specific roles to assist in finding you the positions that most suit you.
• To put forward your details to our current and/or prospective clients and for you to be considered for vacancies.
• To place you with our current and/or prospective clients.
•  
• To keep you informed of available opportunities as they arise.

The information under B above may be used as follows:

• To establish that you have the right to work.
• To undertake relevant security and criminal record checks as required by our clients and prospective employers and as permitted by law.
• To deal with any duty of care, medical, and health and safety issues relating to certain positions.
• To put in place contractual arrangements and documentation once a role has been secured.
• To secure necessary visas and travel documents, if necessary.
  To pay you if placed.

The information under C above may be used as follows:
If you leave a comment, the comment and its metadata are retained indefinitely. This is so we can recognize and approve any follow-up comments automatically instead of holding them in a moderation queue.

For users that register on our website (if any), we also store the personal information they provide in their user profile. All users can see, edit, or delete their personal information at any time (except they cannot change their username). Website administrators can also see and edit that information.

How we hold the information
All the personal data we have is stored on our database in the UK.

Disclosure of your information
Your CV and related information may be shared or sent to the prospective organisation we are working with when you are put forward for an opportunity or where required for the fulfilment and ongoing management of a contract you are performing services on.   Once you have secured a placement additional information will be provided to the prospective organisation to enable the placement to proceed. Such clients will usually be located inside the United Kingdom (UK) or the European Economic Area (EEA) but may be outside of the UK/EEA.  While these countries may have different data protection laws, possibly weaker than those in the UK, personal information shall not be transferred to a country or territory outside the EEA without an adequate level of protection or the appropriate safeguards are in place for your rights and freedoms, such as standard contractual clauses.  We will take steps to limit the flow of your personal information across borders, transferring only where the transfer is required for legitimate use, or where you otherwise consent. Subject to the above, your personal information may be accessible to our entities or offices and employees located in various countries, where such accessibility is required for the performance of the contract or you otherwise consent.

Other trusted third parties that we may share your data with are as follows: HM Revenue and Customs, pension scheme providers, legal advisers and other companies for the purpose of undertaking pre-engagement checks for the role or for paying you.

What is the legal basis for processing the information?
We will rely on your consent to process the information mentioned above which is collected at the outset of the recruitment process.

Information and documentation to establish your right to work is processed by us as we are legally obliged to do so.

Information in relation to criminal record checks, which are relevant for some roles, will be processed on the basis that it is necessary for us to comply with the law or consent will be obtained, if required.

Once a position has been found for you, we will process your personal data, including financial information, for the purpose of you entering into a contract to fulfil your role and to enable us to pay you, depending on the specific contractual arrangements and circumstances.

Once a placement has been secured, we may also process your data on the basis of our legitimate interests (i.e. for administrative purposes).

The Inter-Agency Misconduct Disclosure Scheme

As participants of the Inter-Agency Misconduct Disclosure Scheme, and its commitment to Safeguarding of Vulnerable Persons and Children, FHI 360 UK may securely request and share details relating to serious breaches of misconduct as required solely for use in respect of recruitment decision making.

Your rights
Some limitations may apply, but you have the right at any time to ask for a copy of the information about you that we hold, or to request we correct, amend, transfer or delete information.  If you would like to make a request relating to your personal data, please email privacy@fhi360uk.com stating it is a ‘data subject request.’

Retention of your data
Your data will be retained for no longer than is necessary and in accordance with our Data Retention Policy.

Withdrawal of consent
If you have provided us with your consent to process your data, for the purpose of using our services and us finding you suitable work, you have the right to withdraw this at any time.  In order to do so you should contact us by emailing privacy@fhi360uk.com

Concerns
If you have a concern about your personal data, you should contact us in the first instance or the Information Commissioners Office at https://ico.org.uk/concerns.

Contact
Please address any questions, comments and requests regarding our data processing practices to privacy@fhi360uk.com

Changes to the Privacy Notice
This Privacy Notice may be changed by us at any time. 

Date:
29/8/23