CWCDA Privacy Notice

It is important that you read this notice and any additional Privacy Notices that we may provide, to ensure that you are aware of how Coventry & Warwickshire CDA is using your data.

Introduction
Coventry & Warwickshire CDA needs to keep certain information about its employees and users of its services to allow it to monitor, for example: performance, achievements, and health and safety.

It is also necessary to process information so that staff can be recruited and paid, as well as fulfil legal obligations to funding bodies and government. To comply with the law, information must be collected and used fairly, stored safely and not disclosed to any other person unlawfully. To do this, Coventry & Warwickshire CDA complies with the Data Protection Principles which are set out in the Data Protection Act 2018 and any subsequent enactments.

Data will not be used or shared for any commercial or marketing purposes.

The information you provide to Coventry & Warwickshire CDA where strictly necessary to fulfil contractual obligations may be shared with project partners and the relevant funding body to which you are receiving our services through.

Data Protection Principles
Personal information that we hold about you must be:
• Accurate and up to date.
• Used lawfully, fairly and in a transparent way.
• Collected only for valid purposes that have been explained to you.
• Relevant to the purposes we have told you about.
• Only kept as long as is necessary.
• Kept securely.
How We Use Your Personal Data
As the controller Coventry & Warwickshire CDA will only use your personal data legally. This may be in the following areas:
• To perform a contract e.g. To deal with your case and to undertake statistical analysis.
• For legal reasons e.g. To confirm your identity, carry out auditing requirements and comply with legislation.
• Legitimate Interest.
• Consent.

We may share your information outside of Coventry & Warwickshire CDA. This may include: IT providers and sending your curriculum vitae to a potential employer.
If we have to share data with a third party, we expect them to respect the security of your data and treat it in accordance with the law.

Coventry & Warwickshire CDA does not directly send data outside the European Union if data is transferred out of the European Union Coventry & Warwickshire CDA would ensure that details are treated in a way that is consistent with EU laws on data protection.

Data Retention
Personal information will be retained as long as necessary to fulfil the purposes that it was collected for. This will include satisfying legal, accounting and reporting requirements.

Details of retention periods may vary for different projects. These can be provided by our data controller if required.

Your Rights
• To ensure that we hold accurate information please keep us informed if your personal information changes.
• Right to be informed – You have the right to be informed about how your personal information is processed.
• Right to access – You have the right to access your personal information and to check that we are lawfully processing it.
• Right to correction – You have the right to have any incomplete or inaccurate information held on you corrected.
• Right to erasure – You have the right to ask for the removal of personal information where there is no good reason for Coventry & Warwickshire CDA to continue processing it. You may not erase data that is needed to meet a legal obligation. Data cannot be erased when the lawful purpose for processing data is either contract or consent.
• Right to object to processing – You have the right to object to the processing of personal information where legitimate interest is being relied on and you object on this ground. You may also object where Coventry & Warwickshire CDA is processing your personal information for direct marketing purposes.
• Right to restrict processing – You have the right to suspend the processing of personal information, for example if you want Coventry & Warwickshire CDA to establish its accuracy.
• Rights to data portability – You have the right to request the transfer of your data.
• You will not have to pay a fee to access your personal information. However, the Coventry & Warwickshire CDA may charge a reasonable fee if your request for access is excessive.
• Right to withdraw consent – If the lawful purpose for the processing of your personal information is your consent, you have the right to withdraw that consent at any time. Withdrawal will not affect the lawfulness of processing before the withdrawal.

Job Applicants, Current and Former Employees
When individuals apply to work for Coventry & Warwickshire CDA, we will only use the information they supply to us to process their application and to monitor recruitment statistics. Where we want to disclose information to a third party, for example where we want to take up a reference or obtain a ‘disclosure’ from the Criminal Records Bureau we will not do so without informing them beforehand unless the disclosure is required by law.

Personal information about unsuccessful candidates will be held for 6 months after the recruitment exercise has been completed, it will then be destroyed or deleted. Once a person has taken up employment with Coventry & Warwickshire CDA, we will compile a file relating to their employment, this will be kept securely.

Personal information regarding people that leave employment at Coventry & Warwickshire CDA will be retained for 12 months, unless statutory or contractual funding retention periods are stipulated, it will then be destroyed or deleted.

Coventry & Warwickshire CDA Website
When someone visits the Coventry & Warwickshire CDA website, we 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. We collect this information in a way which does not identify anyone.

Our website uses cookies to distinguish you from other users of our website.

Cookies let you navigate between pages efficiently, remembering your preferences, and generally improve the user experience. They can also help to ensure that adverts you see online are more relevant to you and your interests. The cookies used on this website have been categorised based on the categories found in the ICC UK cookie guide.
Our website uses -

Category 1: Strictly necessary cookies:
These cookies are essential in order to enable you to move around the website and use its features, such as accessing secure areas of the website.

Category 2: Performance Cookies:
These cookies collect anonymous information on the pages visited.
These cookies collect information about how visitors use a website, for instance which pages visitors go to most often, and if they get error messages from web pages. These cookies don’t collect information that identifies a visitor.

Category 3: Functionality Cookies:
These cookies remember choices you make to improve your experience.
These cookies allow the website to remember choices you make (such as your user name, language or the region you are in) and provide enhanced, more personal features.

If you do not consent to the other cookies being used, you must notify us of the cookies to which you do not consent.

Evaluation
All personal data held by Coventry & Warwickshire CDA or research contractors for the purposes of evaluation of any project will be permanently deleted no more than six months after the research has been completed (i.e. when the final report is published).

Complaining
Coventry & Warwickshire CDA has persons responsible for overseeing Data Protection. If you have any questions about this privacy notice or how Coventry & Warwickshire CDA handles your personal information, please contact the responsible person. Coventry & Warwickshire CDA will aim to respond to your request or query within one month or provide an explanation of the reason for any delay.

If you feel that the Coventry & Warwickshire CDA processing of your personal information infringes data protection laws, you have a legal right to lodge a complaint with the Information Commissioners Office.

You can contact them via their website https://ico.org.uk or phone 0303 123 111

We reserve the right to update this privacy notice at any time and will provide a new privacy notice when substantial updates are made.

Contact details of CWCDA Data Controller
Contact	The Data Protection Team
Address	CWCDA (G4) Enterprise House, Courtaulds Way, Coventry, CV6 5NX
Telephone Number	024 7663 3911
Email	info@cwcda.co.uk

Version control: V2 - October 2023