DATA & PRIVACY POLICY

 

The Boost Partnership is aware of its obligations under the General Data Protection Regulation (GDPR) and is committed to processing your data securely and transparently. This privacy notice sets out, in line with GDPR, the types of data that we hold on you. It also sets out how we use that information, how long we keep it for and other relevant information about your data.

 

This notice applies to our clients, consultants and suppliers. Data Controller Details The Boost Partnership, meaning that it determines the processes to be used when using your personal data.

Our contact details are as follows:

 

The Boost Partnership 4 Lloyd Court, London, SE1 0BX,

Telephone 0203 289 3174 info@theboostpartnership.com

 

Data Protection Principles

  • In relation to your personal data, we will:

  • process it fairly, lawfully and in a clear, transparent way

  • collect your data only to maintain contact and communication with you during a potential or new project

  • collect your data to purchase goods, materials and services from you

  • only use it in the way that we have told you about

  • ensure it is correct and up to date

  • keep your data for only as long as we need it

  • process it in a way that ensures it will not be used for anything that you are not aware of or have consented to (as appropriate), lost or destroyed

Types Of Data We Process

We hold limited data about you, including;

  • your personal details including your name, business address, business email

  • address and contact phone numbers

  • financial data for payments such as VAT registration and bank details

 

How We Collect Your Data

We collect data about you usually when we enter into contract negotiations where we will collect the data from you directly.

Personal data is kept securely within the Company’s Email and IT systems.

 

The Legal Basis For Processing Your Data

The law on data protection allows us to process your data in order to perform the contract that we are party.

 

We need to collect your personal data in order to:

  • Carry out the service that we have entered into with you

  • Communicate with you with regard the performance of that contract

  • Keep you informed of events for marketing purposes

  • Processing necessary for the performance of a contract with the data subject or to take steps to enter a contract

  • Legitimate Purposes of running the business

  • Processing necessary for the purposes of the legitimate interests of the data controller or a third party, except where such interests are overridden by the interests or fundamental rights or freedoms of the data subject

  • Contact details of clients and facilitator team members for project contacts for legitimate running of the business

  • Data used for purchasing services for the legitimate running of the business

 

Special Categories of Data

We may need to process special categories of data in accordance with more stringent

guidelines. Most commonly, we will process special categories of data when you have

given explicit consent to the processing, or we must process the data in order to carry

out our legal obligations. We do not need your consent if we use special categories of personal data in order to carry out our legal obligations or exercise specific rights under employment law.

 

However, we may ask for your consent to allow us to process certain particularly sensitive data. If this occurs, you will be made fully aware of the reasons for the processing. As with all cases of seeking consent from you, you will have full control over your decision to give or withhold consent and there will be no consequences where consent is withheld.

 

Consent, once given, may be withdrawn at any time. There will be no consequences where consent is withdrawn.

 

Sharing Your Data

Your data will be shared with colleagues within The Boost Partnership where it is necessary for them to undertake their duties.

This includes;

  • Account Management to handle your reporting requirements and general contract queries

  • Technical staff to communicate with you with regards technical aspects of the contract

  • Finance staff to handle invoicing and payment queries

  • Management to handle client reviews

 

In some cases, we share your contact information with third parties, notably other members of the design, facilitation or events team, in order to fulfil the contract obligations. We limit to only where it is essential.

 

We do not share your data with bodies outside of the European Economic Area.

 

Protecting Your Data

We are aware of the requirement to ensure your data is protected against accidental loss or disclosure, destruction and abuse. We have implemented processes to guard against such.

The Boost Partnership will

• Prevent unauthorised access to its processing systems

• Ensure its employees only have access to personal data specific to their job role

• Ensure personal data cannot be copied, modified or removed without authorisation during processing or transmission

• Ensure that the security measures implemented protect personal data against Accidental or unauthorised destruction or loss, alteration, disclosure or access

• Notify the client, consultant or supplier of any notifiable breach without undue delay and at the latest within 72 hours of it becoming aware of the breach.

 

Personal data is kept within our Email and IT systems, with limited information in hardcopy format. All soft copy personal data is held in systems that are access controlled.

Servers have the following security features;

  • Firewall protection

  • All drives containing confidential information can be accessed by management only

  • 3rd party access is controlled by Active Directory profiles

 

Email system has the following security features;

  • Wix/ Google Email spam filter is used to block viruses

  • Where we share your contact data with third parties, contracts ensure that the data is processed managed and stored as specified in this document and in our Contract with the Customer.

  • Sub processors will be required to implement appropriate technical and organisational measures to ensure the security of personal data and meet GDPR.

 

How Long We Keep Your Data For

We keep your personal data for no longer than reasonably necessary, but may be for a period of 7 years beyond the contract with you. Examples include: in case of any legal claims/complaints, accounting etc., for example for accounting purposes we must keep records for 6 years from the end of the last company financial year they relate to

 

Your Rights In Relation To Your Data

The law on data protection gives you certain rights in relation to the data we hold on you. These are:

  • the right to be informed. This means that we must tell you how we use your data, and this is the purpose of this privacy notice

  • the right of access. You have the right to access the data that we hold on you.

  • To do so, you should make a subject access request.

  • the right for any inaccuracies to be corrected. If any data that we hold about you is incomplete or inaccurate, you are able to require us to correct it

  • the right to have information deleted. If you would like us to stop processing your data, you have the right to ask us to delete it from our systems where you believe there is no reason for us to continue processing it

  • the right to restrict the processing of the data. For example, if you believe the data we hold is incorrect, we will stop processing the data (whilst still holding it) until we have ensured that the data is correct

  • the right to portability. You may transfer the data that we hold on you for your own purposes

  • the right to object to the inclusion of any information. You have the right to object to the way we use your data where we are using it for our legitimate interests

  • the right to regulate any automated decision-making and profiling of personal data. You have a right not to be subject to automated decision making in way that adversely affects your legal rights.

  • Where you have provided consent to our use of your data, you also have the unrestricted right to withdraw that consent at any time. Withdrawing your consent means that we will stop processing the data that you had previously given us consent to use.

 

There will be no consequences for withdrawing your consent. However, in some cases, we may continue to use the data where so permitted by having a legitimate reason for doing so.

 

You are under no statutory or contractual requirement or obligation to provide us with your personal data, but failure to do so will have the following consequences: Reduce or prevent communication with you during the contract; delay or prevent payment for goods and services.

 

If you wish to exercise any of the rights explained above, please contact:

The Boost Partnership 4 Lloyd Court, London, SE1 0BX, 0203 289 317 info@theboostpartnership.com or damian@theboostpartnership.com

 

Making A Complaint

The supervisory authority in the UK for data protection matters is the Information Commissioner (ICO). If you think your data protection rights have been breached in any way by us, you are able to make a complaint to the ICO.

ENVIRONMENTAL POLICY

 

The Boost Partnership environmental policy complies with the ISO 14001:2015 standard.

 

The Boost Partnership acknowledges its responsibility to, and the commercial advantages of, maintaining a sound environment. We recognise the importance no matter how small, of the impact of our activities on the environment and that there is a need to constantly consider ways in which we can conserve energy and minimise waste in all activities that we undertake.

 

The environmental policy is defined by the Senior Partners of the organisation and provides the framework for setting and reviewing environmental objectives and targets.  The Boost Partnership maintains a publicly available policy that is available on request. The policy is communicated to all persons working for or on behalf of the organisation.

 

Waste Management

It is our policy to work with our staff and suppliers to ensure that all waste is disposed of in line with legal and environmental requirements.

 

Recycling and use of Recycling Materials

To utilise, and promote the use of, recycled materials whenever possible, ensuring that materials are disposed of in an environmentally safe manner at the end of their useful life.

 

Energy Conservation

To manage electricity, water and gas supplies to ensure minimum consumption through energy efficient initiatives. It is our policy to make efficient use of natural light within our building and to conserve energy by adopting an ‘only turn on when using’ approach to equipment.

 

We also endeavour to screen suppliers to ensure that materials provided by third parties adhere to green credentials. We also seek out opportunities where we can use our position in London to raise awareness of energy conservation to stakeholders.

 

Environmental Management Awareness

To raise and maintain a high level of understanding of, and participation in, environmental best practices by staff and suppliers. Environmental objectives and targets are set and audited by the internal auditor, the Office Manager.

 

Pollution

The Boost Partnership is committed to and ensures the continual improvement and the prevention of pollution and will remain committed to this objective.

 

Legal requirements

We are committed to compliance with applicable legal and with other requirements to which The Boost Partnership subscribes that relate to our impact on the environment and our environmental aspects.

 

NB: The policy document is also communicated to those we work with and on behalf of and distributed to colleagues on an annual basis.

EQUALITY & DIVERSITY POLICY

 

This policy sets out our approach to equal opportunities and the avoidance of discrimination at work. It applies to all aspects of employment with us, including pay and benefits, terms and conditions of employment, dealing with grievances and discipline, dismissal, redundancy, leave for parents, requests for flexible working, and selection for employment, promotion, training or other developmental opportunities. It also covers the treatment and conduct of all parties.

 

The Policy Statement

The Boost Partnership values diversity. By respecting and using diversity it can maximise its impact through meeting individual needs and staying in touch with the changing societies in which it

works.

 

Staff, Freelancers and Partners recognise and fulfil their personal role in making AUKDD a genuinely inviting and inclusive organisation.

 

The Boost Partnership has a commitment to diversity, which is about:

  • Recognising and valuing difference

  • Recognising and seeking to redress inequality and disadvantage

  • Treating all in a fair, open and honest manner

  • Recognising the right of volunteers, employees and service users to be treated with dignity and respect

 

The Boost Partnership is committed to:

  • Equality of opportunity

  • Tackling discrimination and disadvantage

  • Tackling harassment and intimidation

  • Making its workforce and the organisation as a whole more representative of the diverse communities in London.

  • Encouraging other organisations to adopt similar policies on Equality and Diversity

 

The Boost Partnership AUKDD will not tolerate less favourable treatment on the grounds of sex, gender, gender reassignment, age, race, colour, nationality, ethnic or national origin, disability, marital/civil partnership status, sexual orientation, pregnancy or maternity, responsibility for dependents, trade union or political activities, criminal record, place of residence, religion, faith or other beliefs, health status or any other reason which cannot be shown to be justified. AUKDD will

never use cultural practices as a justification for, or to ignore an issue of, safeguarding.

 

The Boost Partnership believes that discrimination is wrong and should be actively opposed. Discrimination denies human dignity, a freedom for people to be themselves, and a place in

a free society.

 

Our commitment includes training managers and all other employees and volunteers about their rights and responsibilities under the equality policy. Responsibilities include staff conducting themselves to help the organisation provide equal opportunities in employment, and prevent bullying, harassment, victimisation and unlawful discrimination. All staff and volunteers should understand they, as well as their employer, can be held liable for acts of bullying, harassment, victimisation and unlawful discrimination, in the course of their employment, against fellow employees, volunteers, customers, suppliers and the public.

 

Provision of Services

The Boost Partnership aims to deliver educational services throughout the UK without discriminating against, stigmatising or patronising older people. Every service user will be treated in a professional manner, with courtesy and respect.

 

Users of our services and those who take part in our activities will be informed that The Boost Partnership is committed to an Equality and Diversity Policy so that:

 

  • They will know a policy exists and a copy is available so as to guide all members of

  • the organisation and others to share the commitment and code of practice of Equality

  • and Diversity.

  • All who come into contact with The Boost Partnership will know the standards that we are trying to achieve and have the opportunity to assist us in trying to achieve them.

  • They will know they have the right to complain, if they feel these standards are not being adhered to or are dissatisfied with the service provided to them.

 

The Boost Partnership will make sure that its services meet the needs of its diverse communities by involving communities in identifying their needs and by seeking to meet these needs.

The Boost Partnership will develop services to make sure there is maximum take up by all communities and particularly those groups facing disadvantage and discrimination. It will do this by:

  • Providing information in plain English and use methods other than written documents

  • to present information as appropriate,

  • Offering information on request in accessible formats, including spoken community

  • languages, large print, audio tape/CD, on DVD in British Sign Language and on the

  • internet as appropriate.

  • Accessing interpretation, translation and sign language services on request as appropriate

Discrimination

The Boost Partnership will not unlawfully discriminate against or harass other people including current and former employees, job applicants, volunteers, clients, service users, customers, suppliers and visitors. This applies in the workplace, outside the workplace (when dealing with customers, suppliers or other work-related contacts), and on work-related trips or events including social events.

 

The following forms of discrimination are prohibited under this policy and are unlawful:

(a) Direct discrimination: treating someone less favourably because of a Protected Characteristic. For example, rejecting a job applicant because of their religious views or because they might be gay.

(b) Indirect discrimination: a provision, criterion or practice that applies to everyone but adversely affects people with a particular Protected Characteristic more than others, and is not justified. For example, requiring a job to be done full-time rather than part-time would adversely affect women because they generally have greater childcare commitments than men. Such a requirement would be discriminatory unless it can be justified.

(c) Harassment: this includes sexual harassment and other unwanted conduct related to a Protected Characteristic, which has the purpose or effect of violating someone's dignity or creating an intimidating, hostile, degrading, humiliating or offensive environment for them. Harassment is dealt with further in our Anti-harassment and Bullying Policy.

(d) Victimisation: retaliation against someone who has complained or has supported someone else's complaint about discrimination or harassment.

(e) Disability discrimination: this includes direct and indirect discrimination, any unjustified less favourable treatment because of the effects of a disability, and failure to make reasonable adjustments to alleviate disadvantages caused by a disability.

 

Recruitment and Selection

The Boost Partnership will ensure that recruitment practices fulfil the requirement of the equality and diversity policy.

Vacancies should generally be advertised to a diverse section of the labour market. Advertisements should avoid stereotyping or using wording that may discourage particular groups from applying. All posts will have a job description and person specification, which will contain essential and desirable skills, qualifications and experience.

 

Person specifications will only contain details which are required. Job applicants should not be asked questions which might suggest an intention to discriminate on grounds of a Protected Characteristic. For example, applicants should not be asked whether they are pregnant or planning to have children.

 

Shortlisting should be done by more than one person if possible. The format for interview will be agreed before it takes place and will remain constant for all interviews for the position. Every effort will be made to make provision for staff or others with a disability through reasonable adaptations.

 

Posts which are deemed suitable will be advertised as available for job share. Job shares may also be available to staff in suitable posts on request, and providing that a suitable job sharer may be recruited.

 

All staff involved in recruitment and selection will be aware of this policy and adhere to it at all times. All applicants for posts will be treated strictly on merit, against objective criteria that avoid discrimination.

 

As an exception, posts targeted at specific groups of people will be exempted, as allowed by legislation. All application forms will include an optional and detachable section for equality and diversity monitoring, which will not be used as part of the selection process. The information will be

individually confidential and used for assessing recruitment and advertising practices periodically.

 

An appointed person will be responsible for vetting, in confidence, applicants for sensitive posts; this may include Disclosure and Barring Service (DBS) checks. Reasons for the decision to appoint, or not, will be noted and kept for at least six months.

 

Disabilities

If an employee is disabled or becomes disabled, they are encouraged to talk about their condition so that reasonable adjustments or support may be considered as appropriate.

 

Training and Development

The Boost Partnership recognise and fulfil their personal role in making the organisation a genuinely inviting and inclusive organisation. The Boost Partnership will ensure that all staff and co-faciltators know about the Equality and Diversity policy and their responsibilities within it, by including it within Induction Training, and ensuring it has a high profile within our internal communications and practices.

Additional role specific training will be undertaken to ensure understanding of and commitment to Equality & Diversity policies and procedures as appropriate.

 

Recording and Monitoring of Service Provision

The Boost Partnership will monitor and review the take up of the service. Monitoring will be carried out on the basis of ethnic background, gender, age, place of residence, sexual orientation and disability. Provision of individual monitoring data will be supplied on a voluntary basis, using agreed

categories.

 

Responsibilities

The Boost Partners the ultimate responsibility to provide, implement and review the policy. It is the responsibility of all to support the policy by ensuring that The Boost Partnership activities promote equality and diversity. The Senior Partner Damian McAlonan  holds the day to day responsibility for ensuring that the policy is implemented and, in the first instance, for dealing with or taking action on disciplinary offences.

 

The Partners will receive a report analysing any data on an annual basis, in order to retain oversight of the impact and implementation of the policy.

 

Breaches of this policy

The Boost Partnership takes seriously complaints of bullying, harassment, victimisation and unlawful

discrimination by fellow employees, volunteers, customers, suppliers, visitors, the public and any others in the course of the organisation’s work activities.

 

We take a strict approach to breaches of this policy, which will be dealt with in accordance with our Disciplinary Procedure. Serious cases of deliberate discrimination may amount to gross misconduct resulting in dismissal without notice. If anyone believes that they have suffered discrimination the matter can be raised through The Boost Partnership Grievance Procedure or Bullying and Harassment Policy. Complaints will be treated in confidence and investigated as appropriate.

 

Employees must not be victimised or retaliated against for complaining about discrimination.

 

However, making a false allegation deliberately and in bad faith will be treated as misconduct and dealt with under our Disciplinary Procedure.

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Headquarters: 12 Moorgate London EC2R 6DA 

1st New Zealand House 80, Haymarket, London SW1Y 4TE

Tel: 44 20 3289 3174  | mail: info@theboostpartnership.com 

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