Forces Families Jobs - Privacy Policy

Forces Families Jobs is an employer-jobseeker introduction service being delivered by a tri-Service partnership between the Naval Families Federation (NFF), Army Families Federation (AFF) and Royal Air Force Families Federation (RAF-FF).

This Privacy Notice provides details of the personal data we collect from you, what we do with it, how you might access it and who it might be shared with.

We collect and use your personal data in accordance with this our Privacy Policy. 

Please do not submit such personal data to us if you do not wish us to collect it. 

PLEASE NOTE: Your current employer may be a customer of Forces Families Jobs, or a client of one of our customers. Forces Families Jobs cannot restrict the employers who access profiles on our database and cannot be held responsible for any eventuality.

Our contact information (data controller)

The Forces Families Jobs website is owned and managed by the Army Families Federation (AFF), a charitable incorporated organisation registered in England and Wales with registered charity number 1176393 and a charity registered in Scotland with registered charity number SC048282.

For the purposes of the General Data Protection Regulation and other laws, most of which apply across the European Union (including in the United Kingdom), the Army Families Federation (AFF) acts as the “data controller”.

We are located at this address:

IDL 414, Floor 1, Zone 6, Ramillies Building, Marlborough lines, Monxton Road, Andover SP11 8HJ

Telephone: 01264 382323

Company Email: data@aff.org.uk

Definitions

Data processing

Any operation or set of operations which is performed on personal data or on sets of personal data, whether or not by automated means, such as collection, recording, organisation, structuring, storage, adaptation or alteration, retrieval, consultation, use, disclosure by transmission, dissemination or otherwise making available, alignment or combination, restriction, erasure or destruction. 

Personal data

Any information relating to an identified or identifiable natural person ('data subject'); an identifiable natural person is one who can be identified directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person.

Data subject

An individual, of any nationality and age, who is the subject of the personal data.

Data controller

Any person, partnership or company who determines how and for what purposes personal data is processed. A third party may carry out processing on the controller’s behalf, although the data controller remains responsible for the processing.

Data processor

A natural or legal person, public authority, agency or other body which processes personal data on behalf of the controller. 

Job seeker

Military spouses, partners and family members (over 18) of currently serving and transitioning military personnel who are looking for employment.

Applicant

Someone who meets the criteria as a FFJ job seeker who has registered on the FFJ website and applied for a advertised position.  

Employer

In the context of FFJ an employer is a ‘forces friendly’ company or organisation (i.e. that has signed the Armed Forces Covenant or is able to demonstrate its commitment to the Armed Forces) and has registered with the FFJ website to offer positions to job seekers.

Special categories of personal data

Personal data revealing a data subjects racial or ethnic origin, political opinions, religious or philosophical beliefs or trade union membership or the processing of genetic data, biometric data for the purposes of uniquely identifying a natural person, data concerning health or data concerning a natural person's sex life or sexual orientation.  

What we do with your personal data

We process personal data only for the purpose for which it is collected. The purpose is dependent on whether you use only our website, or additionally, our services. If you use our services, you are required to register and we collect your personal data. We use this personal data for the provision of the service or the performance of the contract. We may use your personal data for other similar purposes, including marketing and communications, but that will only occur where we have your consent or another legal justification for doing so.

From registered job seekers we process and retain personal data for the following purposes and periods, with the applicable legal basis.

Processing purpose

Legal basis

Retention period

Registration for our job seeking service

We have a CONTRACT with the data subject

For as long as job seeker is active; or 6 months thereafter

Informing of relevant news and services where the subject has a reasonable expectation of receiving it

It is in our LEGITIMATE INTEREST

For as long as job seeker is active; or 6 months thereafter

Sharing job seeker CV with potential employer

We have data subject's CONSENT

As per the privacy notice of the employer

Job alerts by email

We have a CONTRACT with the data subject

For as long as job seeker is active; or 6 months thereafter

 

From employer clients where the personal data of employees or business representatives is collected, we process and retain personal data for the following purposes and periods, with the applicable legal basis.

Processing purpose

Legal basis

Retention period

Delivery of service to registered employers

We have a CONTRACT with the data subject

for as long as contract and legal obligations require

From website visitors we process and retain personal data for the following purposes and periods, with the applicable legal basis.

Processing purpose

Legal basis

Retention period

Aggregated statistical information about site visitors and users for internal use and for other lawful purposes

We have data subject's CONSENT

For 24 months or until consent is withdrawn

From enquiring job seekers we process and retain personal data for the following purposes and periods, with the applicable legal basis.

Processing purpose

Legal basis

Retention period

Direct marketing to inform of relevant news and services

We have data subject's CONSENT

For 24 months or until consent is withdrawn

People enquiring about services and candidate opportunities.

We have data subject's CONSENT

Until consent is withdrawn

What personal data do we collect?

The personal data we collect depends on whether you just visit our website or use our services. If you visit our website, you do not need to provide us with any personal data. However, your browser transmits some data automatically, which could include some limited types of personal data such as the date and time of retrieval of one of our web pages, your browser type and settings, your operating system, the last web page you visited, the data transmitted and the access status, and your IP address.

If you use our services, personal data is required to fulfil the requirements of a contractual or service relationship, which may exist between you and our organisation.

From employers using our services we may collect this personally identifiable data:

Name, workplace location and employer, work email, mobile phone number,

From our job seekers we may collect:

name; email; telephone contact details; address; date and place of birth; education history; employee performance data; employer; employment history; ID number (passport; driving licence; NI); online identifiers; photographs together with identifiers; interests and hobbies; gender; marital status; current salary; notice period

Special Category Personal Data

We may collect sensitive personal data where it is submitted voluntarily by the job seeker within their application or CV, such as health-related information where it’s relevant to employment, trade union membership, religious beliefs, political opinions or racial or ethnic origin, and criminal record, and only do so with the data subject’s explicit consent.

Data subjects may choose to provide us with sensitive personal data for a number of different reasons. For example, health data may be relevant to inform prospective employers about specific needs or protected rights within the workplace.  In these cases, and by choosing to disclose such information, the data subject is providing us with explicit consent to process the sensitive personal data.

Who might we share your personal data with?

The core purpose of our service is to share job seekers’ details with potential employers. When a job seeker submits their CV or uses our CV builder, their data is stored on our website server and is only shared with prospective employers with the job seeker’s permission.

Once a job seeker consents to their data being transferred to a potential employer and that data is so transferred, that employer becomes the data controller. The terms and conditions under which a potential employer uses our services includes provision which alerts them to their responsibilities under Data Protection Law. However, once personal data has been transferred from us to a potential employer, we have no legal control over their processing of that data and you should contact them directly to obtain information about their data processing policies.

To maintain and improve our services, your personal data may need to be shared with or disclosed to service providers, other Controllers or, in some cases, public authorities. We may be mandated to disclose your personal data in response to requests from a court, police services or other regulatory bodies. Where feasible, we will consult with you prior to making such disclosure and, in order to protect your privacy, we will ensure that we will disclose only the minimum amount of your information necessary for the required purpose.

We transfer personal data to the following organisations and locations:

Organisation name

Data subject type

Location

Role

Microsoft Ireland Operations, Ltd – website server hosting

Candidate applications, website visitor IP addresses

EU/EEA (Netherlands)

Processor

Broadbean Technology

Candidate

EU/EEA

Processor

Employers you request we share your data with

Candidate application data within submitted CVs

UK

Controller

When a Processor or Controller is in a country outside the EU, we apply the necessary safeguards which may include, confirming whether the EC approves of transfers to the country, whether we need to use the EC's model contracts or, if the transfer is internal to our organisation, commitment to Binding Corporate Rules.

Once a controller has received your data, they may transfer it outside the EEA for their own purposes and is responsible to data subjects directly under Data Protection Law. We no longer have legal control of that processing and you should contact controllers directly to obtain information about their data processing policies.

How do we safeguard your personal data?

We limit the amount of personal data collected only to what is fit for the purpose, as described above. We restrict, secure and control all of our information assets against unauthorised access, damage, loss or destruction; whether physical or electronic. We retain personal data only for as long as is described above, to respond to your requests, or longer if required by law. If we retain your personal data for historical or statistical purposes we ensure that the personal data cannot be used further. While in our possession, together with your assistance, we try to maintain the accuracy of your personal data.

Third party privacy practices

This Privacy Policy does not address, and we are not responsible for, the privacy, information or other practices of any third parties to which the Forces Families Jobs website contains links. The inclusion of a link on the website does not imply endorsement of the linked site or service by us or by the Army Families Federation. Please note that we are not responsible for the collection, usage and disclosure policies and practices (including the data security practices) of other organisations or any other software application developer or provider, social media platform, operating system or wireless service provider, or device manufacturer, including any personal information you disclose to other organisations through or in connection with our social media pages.

Please note that although we require customers who use our services, such as employers seeking to recruit staff, to agree to use the information made available solely for recruitment-related purposes, we do not control their use of any information that they have access to as part of receiving our services. Please be aware your current employer may be a client of our Forces Families Jobs website. Although it is a requirement of employer clients using our services in our contract and terms and conditions not to use personal information for any purpose other than to search for prospective candidates for genuine roles, we cannot restrict the employers who access profiles on our database and cannot be held responsible for any eventuality.

How can you access your personal data?

You have the right to request access to any of your personal data we may hold. If any of that information is incorrect, you may request that we correct it. If we are improperly using your information, you may request that we stop using it or even delete it completely.

If you would like to make a request to see what personal data of yours we might hold, you may make a request from data@aff.org.uk

Where you have previously given your consent to process your personal data, you also have the right to request that we port or transfer your personal data to a different service provider or to yourself, if you so wish.

Where it may have been necessary to get your consent to use your personal data you have the right to withdraw that consent at any time after you have given it. If you withdraw your consent, we will cease using your personal data without affecting the lawfulness of processing based on consent before your withdrawal.

Our Supervisory Authority

You have the right to lodge a complaint with any Supervisory Authority. See our Supervisory Authority contact details below:

INFORMATION COMMISSIONER’S OFFICE

United Kingdom
Water Lane, Wycliffe House 
Wilmslow - Cheshire SK9 5AF 
international.team@ico.org.uk 
+44 1625 545 745 
www.ico.org.uk