Privacy policy
The FWB privacy policy, effective from 15th May 2024
On this page:
1. Overview
2. The type of personal information we collect
3. How we get this information and why we have it
4. Who your information is shared with
5. What legal basis we use to collect your information
6. How we store your information
7. Your rights
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Overview
Purpose of this privacy policy
Welcome to The FWB’s privacy policy.
The FWB is an employability and personal development organisation that supports people from underrepresented and marginalised backgrounds to access skilled and meaningful careers in the UK. We help employers dedicated to diversity to find a qualified pool of underrepresented talents and collaborate with them to offer work experience opportunities for our members. We also help our members to improve their prospects of accessing jobs that match their interests, skills and expertise. As part of our efforts to provide meaningful support, we also enrol the support of mentors who volunteer to share their expertise and experiences to advise and guide our members as they navigate their academic and career paths.
This privacy policy explains how we will process your personal data obtained in connection with your use of our website and services.
The FWB respects your privacy and is committed to protecting your personal data. This privacy policy tells you about how we look after your personal data. It tells you about your privacy rights and how the law protects you.
This website is not intended for children, and we do not knowingly collect data relating to children.
It is important that you read this privacy policy together with any other privacy policy we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data.
Who we are and how to contact us
The FWB is a trading style for Futures Without Borders CIC, a not-for-profit company limited by guarantee registered in England & Wales with company number 15351463, (referred to as “FWB”, "we", "us" or "our" in this privacy policy).
If you have any questions about this privacy policy, including any requests to exercise your legal rights, please contact us using the details below.
Name: Futures Without Borders CIC
Address: 7 Walter Road, SA1 5NF
Phone Number: 01792920167
E-mail: admin@thefwb.co.uk
We keep our privacy policy under regular review.
2. The type of personal information we collect
Personal data, or personal information, means any information about an individual from which that person can be identified. The personal data we collect about you will vary depending on how you use our website and services:
We currently collect and process the following information:
•Personal identifiers and characteristics (for example, name, profile pictures and video footage).
•Contact details (for example email addresses, addresses and telephone numbers).
•Work history information that you provide (for example in CVs, personal statements or your FWB Mentor profile).
•Skills and volunteering-related interests and availability.
•Feedback you provide us about your experience of using our website and services, for example, when you report content via our platform, send us emails or reply to surveys about the impact of our service.
•Customer service requests or queries received from you, about your use of our website or services via email, telephone or our website.
•Application data including information on applications or enquiries made by you, through our website, to/about Mentoring or vacancies advertised on our website.
•Data including information on the outcome of applications made by you, through our service; if you were placed into work experience opportunities or other roles you applied for.
•Conversation history; created when you use the messaging tools/ forms on our website to message or share information with us or other registered users.
•Marketing preferences (for example, to receive our emails or alerts).
•Technical data such as your internet protocol (IP) address, browser information, operating system and platform and URL clickstream to, through and from our website.
•Usage data about how you use our website and services, for example, searches carried out, opportunities and profiles viewed, page response times, download errors, length of visits to certain pages, and page interaction information.
•Equality and diversity information; we collect data from volunteers, members and mentors who consent on age, gender, and ethnicity.
•Monitoring information, in addition to the equality and diversity information we may collect from you we may also collect information for monitoring the use of our service such as your employment status and where you heard about our services.
3. How we get this information and why we have it
We receive personal information directly from you and, in some instances, from others. We process it to deliver and improve the services that we offer our users.
3.1 Information you give us
Most of the personal information we process is provided to us directly by you.
We use the information that you have given us in order to enable us to
o create and publish a Mentor profile or
o create and publish an organisation profile and role description to promote and recruit to work or work experience opportunities on behalf of your organisation
o carry out searches for Mentors or work opportunities
o apply for or recruit for work opportunities
o communicate and share information with other users
o receive vital information regarding our service and your account such as updates to terms or changes to our service
o subscribe to our newsletters or receive our opportunity or email alerts
o register you as a member or mentor
o ensure you meet the criteria we set for using our service
o provide services to members and organisations
o communicate with you about our services (e.g. by phone, email, chat)
o to make suggestions and recommendations to you about features, events or services that may interest you and that relate to personal and professional development, mentoring or other volunteering opportunities
o continually improve our service, evaluate, report on and promote our impact
o monitor and analyse equality and diversity within the use of our website
o handle complaints
o carry out our obligations arising from any contracts and agreements entered into between you and us
o protect The FWB and others: to comply with the law; enforce or apply our terms and conditions, acceptable use policies and other agreements; or protect the rights, property or safety of The FWB, our Members, Mentors or other users.
3.2 Information we collect about you
We may also receive personal information indirectly, from the following sources in the following scenarios:
From other users; Other users and registered organisations who provide information via our website or in communication with us via email or telephone.
We use this information in order to:
• Record the number of Mentoring sessions, employment and networking activities undertaken as a result of our services
• Protect FWB and others: to comply with the law; enforce or apply our terms and conditions, acceptable use policies and other agreements; or protect the rights, property or safety of FWB, our users or others.
From automatic technologies or interactions; As you interact with our website, we will automatically collect personal data such as using cookies, server logs and other similar tools and technologies. We use third-party providers of web analytics services (such as Google Analytics) to track and create reports on website traffic for us.
We use this information to provide you with a good experience when you browse our website, and it also allows us to improve our site. Specifically, in order to:
• Provide, troubleshoot, and improve FWB services. To provide functionality, analyse performance, fix errors, and improve usability, user experiences and relationships and the effectiveness of our services.
• Ensure that content from our site is presented in the most effective manner for you and your device.
• Administer our site and for internal operations, including troubleshooting, data analysis, testing, research, statistical and survey purposes.
• Improve our site to ensure that content is presented in the most effective manner for you and for your computer.
• Allow you to participate in interactive features of our service, when you choose to do so.
4. Who your information is shared with
Information about our users is an important part of our business and we are not in the business of selling our users’ personal information to others. FWB shares users’ personal information as described below.
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4.1 We share your information with
• Organisation users – To help you find work experience opportunities, we may share your name with employers to enable your candidacy to be considered for available roles, enrolment on work placement opportunities, and follow-up on placement outcomes where you have made an application to that organisation.
• Analytics and search engine providers that assist us in the improvement and optimisation of our site.
• Regulators and other authorities which will be provided concerning our statutory reporting obligations, investigation of complaints or enforcement action.
• Third-party service providers who provide the services that help us keep our business running such as email services, website hosting and support, payment and analytics services.
• Professional advisors such as lawyers, accountants, auditors or insurers who provide professional services to us.
Please note:
Publicly available information that you provide as part of your public profile or organisation profile is publicly available and our website is indexed by other sites such as search engines like Google. Your CV (or equivalent, such as a LinkedIn profile link) are not part of your public profile. These are only shared with organisations when you choose to apply for a role with them. Previous placements made through our service may appear as part of your profile.
Aggregated data could be derived from your personal data but is not considered personal data in law as this data will not directly or indirectly reveal your identity. For example, we may use aggregated data so that we can administer and improve our services, analyse trends, and monitor operations. We may pass some information to third parties for these purposes, but they will be in aggregate and anonymised formats.
Equality, diversity and monitoring information you may provide is only ever shared in aggregated form.
4.2 You can choose for us to share your information with
• Other FWB users – Mentors, members and organisation users share information with each other, via our website and messaging, when service requests and enquiries are made. This includes work history information and contact information and any content included in the messages exchanged via our platform.
• Social networks and other communication channels – Where you have been engaged with us to develop a ‘case study’ or provided an attributed quote and where we have your explicit consent to do so.
5. What legal basis we use to collect your information
The UK data protection laws require a legal basis for our use of personal information. Our basis varies depending on the specific purpose for which we use personal information. We use:
• Performing a contract - Where, in order to perform our obligations under a contract with you or to take steps at your request to enter into a contract with us, it is necessary for us to process your personal data. This includes, for instance, our use of it to;
o Review registrations for our service against our criteria.
o Enable you to apply for, or recruit to work experience and employment opportunities.
• Our legitimate business interests to enable you to register as a Mentor, for us to provide services, and to communicate with you about them. This includes, for instance, our use of it to;
o Manage our relationship with you for example notifying you of changes to terms or policies affecting you or to keep our records updates.
o Invite you to feedback on our services in order for us to improve them.
o Administer our business, for example inviting you to events, in the provision of administration and IT services.
o Improve our website, services and user experiences and relationships.
o Protect our business and network security.
o Detect and prevent fraud and abuse in order to protect the security of our users, ourselves, or others.
• Your consent - When we ask for your consent to process your personal information for a specific purpose that we communicate to you. This includes, for instance, our use of it to
o Develop case studies that promote the work and impact of our organisation.
o Store non-essential cookies on your device.
o To process special category data for the specified purposes laid out above.
When you consent to our processing of your personal information for a specified purpose, you may withdraw your consent at any time, and we will stop the processing of your data for that purpose. You can unsubscribe at any time by emailing 'unsubscribe’ to admin@thefwb.co.uk
• Compliance with a legal obligation - When we use your personal information to comply with laws and in relation to our statutory reporting obligations, investigation of complaints or enforcement action.
Please note we may process your personal data for more than one lawful ground depending on the specific purpose for which we use your data.
6. How we store your information​
6.1 Keeping it secure
The FWB will take all steps reasonably necessary to ensure that your personal data is treated securely and in accordance with this privacy policy.
The FWB aims to ensure that there are appropriate physical, technical and managerial controls in place to protect any personal data you may provide to us. All our staff and volunteers receive training on handling data securely and we limit access to your personal data to those employees, contractors and other third parties where there is a business need. Where we use external companies to collect or process data on your behalf, we check their data processing compliance statements.
Access to web pages on our site is encrypted via SSL, meaning data exchanged between your browser and our site remains private. Our web servers are protected with malware antivirus protection. Although we will do our best to protect your data, we cannot guarantee the security of your data transmitted to our site.
Our site contains links to external websites. If you follow a link to an external site, please check their policies before you submit any personal data to these websites.
6.2 Retaining your information
We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.
To determine the appropriate retention period for personal data, we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal, regulatory, tax, accounting or other requirements.
If you opt-out of marketing, we will retain your identity data and contact data on our marketing opt-out list unless you specifically ask us not to. We screen against this list before we send out marketing communications to ensure that we do not contact individuals who have opted out.
In some circumstances we will anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes, in which case we may use this information indefinitely without further notice to you.
7. Your data protection rights
Users can update their personal data at any time to ensure it is accurate, adequate and limited to what is necessary. This can be done by contacting us at admin@thefwb.co.uk.
Under data protection law, you have, subject to certain exemptions, a number of rights, including:
• Your right of access - You have the right to ask us for copies of your personal information.
• Your right to rectification - You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
• Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances.
• Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal information in certain circumstances.
• Your right to object to processing - You have the right to object to the processing of your personal information in certain circumstances.
• Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.
You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you. Please contact us at admin@thefwb.co.uk or by post at Futures Without Borders CIC, 7 Walter Road, Swansea, SA1 5NF if you wish to make a request.
If you have any concerns about our use of your personal information, you can make a complaint to us at admin@thefwb.co.uk.
If you are not happy with any aspect of how we collect and use your data, you have the right to complain to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would be grateful if you would contact us first if you do have a complaint so that we can try to resolve it for you.
It is very important that the information we hold about you is accurate and up to date. Please let us know if at any time your personal information changes by emailing us at admin@thefwb.co.uk