At Migrant Leaders, we are committed to protecting and using your personal data in a fair and transparent manner and in accordance with all applicable regulations and laws. We are classed as the “Data Controller” for all the data we collect as we determine how and why this data is collected and used.
The following Privacy Notice and Cookies Policy describe the types of data we collect and how Migrant Leaders collects, retains and uses the information as well as detailing your rights as the data subject.
All following references to “we” and “us” refer to Migrant Leaders, a charity registered with the Charity Commission in England and Wales under registration number 1176049.
This policy is set out as follows:
Migrant Leaders is a charity that works directly with young migrants and others from deprived neighbourhoods, educational institutions and employers to provide bespoke support pathways towards the fulfilment of our beneficiaries’ true potential. We develop and deliver programmes working with third parties and volunteers. For further details please see our programme page.
As a summary, we collect personal data so that we can provide services to our beneficiaries. The legal basis for the processing of personal data is:
Please read this Privacy Notice and Cookies Policy in full.
You may withdraw your consent or ask us to remove your profile and/or delete any personal data at any time by emailing [email protected] (see Section 10). Please be aware that:
Registered address: Chenies House, Woodbank, Rickmansworth WD3 4GZ
If you have any data protection questions and/or complaints in any way connected with this policy, please do not hesitate to contact us by email on:
You may also contact the CEO of Migrant Leaders directly, as our nominated representative for all data processing related queries:
Please refer to the complaint section at the end of this document for further details on your rights as the data subject and/or should you have any concerns and/or wish to make a complaint.
We collect your personal data so as to enable us to consider you as a beneficiary or volunteer for Migrant Leaders, as part of your registration to access the Migrant Leaders Digital Zone on our website, and when you subscribe to our newsletters. Personal data includes sensitive personal data which, under the law, is considered as Special Category Data (SCD) that requires additional safeguarding. Please see Section 4 for further details about this.
Special Category Data (SCD) will be requested through our Candidate Application Form, and Equality Monitoring Form on our website, it may also be requested via interview or correspondence. The law requires explicit consent from you to collect SCD data and by completing our forms or responding to verbal/written requests you give us explicit consent to process SCD data, and share anonymised and aggregate statistics through our website and via regular reports on our performance to our supporters and other stakeholders. Please note only anonymised and aggregated statistics will be shared with our supporters and other stakeholders, and your SCD will only be accessible to Migrant Leaders and as highlighted under Third-Party Data Processors (section 8), unless explicit written consent to share otherwise has been received from you.
The law requires Migrant Leaders to identify a lawful basis under GDPR for collecting your data. We meet the criteria under Article 6 of the GDPR when you give explicit consent to process personal data and Article 9 of the GDPR to pursue our legitimate interests. This data is fundamental for Migrant Leaders to demonstrate the eligibility of our beneficiary pool, in aggregate terms, and in line with our core objectives as a charity and our purpose of supporting young people to fulfil their potential. We also meet the criteria under Article 10 because we have duties as a provider of a Regulated Activity under Safeguarding requirements and will ask for DBS checks/certificates where required.
The types of personal data that we collect are summarised below with a detailed explanation of why we collect those specific categories. We have limited the data we collect to what is strictly required for us to provide the services we offer and to check eligibility while minimising any bias in selection for our programmes.
Name and Contact Details
We collect candidate’s name and contact details, email and mobile phone numbers so we are able to contact you about your application, the Migrant Leaders Development Programme, our events, any opportunities from our corporate partners and to connect you to matched mentors.
We will share candidate’s name and contact details with their allocated mentor so that they can contact candidates to provide them with mentoring. This personal data may also be used by Migrant Leaders’ staff, and any external organisations that it employs, for the additional purposes of:
School/ College/ University currently attended & Year Group
We ask for the name of your current place of study and your year of study to determine eligibility for our programme. The information allows us to determine which events to invite you to. Further, where Migrant Leaders has established a working relationship with named members of staff at a school, we will periodically enter correspondence with them and provide them with updates on the progress of your application.
Hometown and Postcode
Applications for the Migrant Leaders Development Programme will only be considered from residents ofthe United Kingdom. We will therefore collect your hometown and postcode details as this data allows us to determine eligibility for our programme, and to analyse and report on the locations of our beneficiaries.
Migrant Leaders will collect information about your career aspirations, current education and career level, extra-curricular experience as well as sector interests.
Your personal reasons for applying and future aspiration statements are to allow you to highlight your expectations, key interests, skills and ambitions to inform us when we consider potential mentoring match/es. This will be supplemented if you are selected for interview and by relevant information you give us during the interview process. This may be recorded in interview notes and in our database.
How did you hear about us?
We may ask you how you found out about Migrant Leaders. We will use the information you provide to inform and analyse the effectiveness of our marketing and campaigning activities.
Mentors, talent ambassadors, corporate ambassadors and other volunteers will be asked for their name, contact details, email address/es, job title, employer and/or company details and publicly available Linked In profile URL. This to enable us to communicate with you and match mentors with potential mentees.
Volunteer mentors will primarily be UK residents, a minority may be volunteering from overseas and where this is the case the country will be used to determine the correct method of criminal record checks is applied. The Home Office Guidance on Criminal Records Checks and the police guidance on International Child Protection Certificate will be consulted for any overseas volunteers.
A copy of a written enquiry, e.g. email, or a summary description of the nature of a verbal enquiry, will be kept so that we can tailor responses accordingly and keep a record of enquiries and responses given.
Your name and contact details are required for registration purposes at events you choose to attend and for other opportunities that require a name by us, or any of our corporate partners, so that we can contact you about them.
Where we use Third-Party event hosting, registration and/or ticketing websites, for example Eventbrite, we will ensure all third parties respect the security of your personal data and treat it in accordance with GDPR, and we only make use of them to process your personal data for specified purposes and in accordance with our instructions.
Eventbrite is an event registration and ticketing platform - please use the following link for further information: https://www.eventbrite.co.uk/support/articles/en_US/Troubleshooting/eventbrite-privacy-policy?lg=en_GB
Please note that for any person who has registered, secured a ticket or been given a complimentary ticket and has attended one of our events, we will record who attended, the event and the date and time of attendance. This is so that we can seek feedback, report on numbers attending and produce analysis for future marketing as required.
Dietary Information – where food is provided at our events, we will ask you to supply special dietary requirements so that we can ensure all needs and restrictions are met.
Migrant Leaders will ask you, as an applicant for the Migrant Leaders Development Programme, to tick one or more applicable category to verify that you classify as an eligible candidate in accordance with our charitable objectives. We collect this and other diversity data to be able to report on our impact and effectiveness. You do not have to provide this information and can indicate this on the Equality Monitoring form.
Other diversity data categories
· Household Income
As highlighted above this will be used on an anonymised and aggregate basis in the form of statistics to report the eligibility of and impact on our beneficiaries. Individual data will only be accessible to the Migrant Leaders Executive Team and as highlighted under Third-Party data processors (Section 8), unless explicit written consent to share it has been received from you.
Mentors will be asked for a copy of their most recent DBS Certificate or will be asked to provide information and consent to enable Migrant Leaders to apply for an Enhanced DBS Check with a children’s barred list check, where appropriate. We are required to collect information about DBS checks because mentoring young people of 16-18 years of age is a regulated activity under safeguarding legislation
We collect data in multiple ways, including but not limited to:
Much of the personal information we process is provided to us directly when you complete any of the forms on our website, e.g. Candidate Application Form, Equality Monitoring Form. We could also receive personal information indirectly, from the following sources and scenarios:
The information we collect will be stored electronically and only accessible to Migrant Leaders and Third-Party data processors as outlined in this notice (section 8). Personal information will not be shared unless explicit consent is received from you to permit sharing the data or as outlined in the explanations for collecting each data type above. Handwritten interview notes will be held in paper files for reference to assist us with matching mentees and mentors.
We keep all the information you have given to Migrant Leaders for 7 years so that we have your data for as long as possible while you are within our eligible age group or over 25 years old and still a beneficiary. If there has been no meaningful contact in this time frame, we will dispose of your personal information by removing your data from our database and files.
Before we remove your data we may contact you to ask for your permission and to give you the option to allow us to keep your data stored. We will let you know how long and for what purpose we intend to keep your data.
To process your data, we are required to establish a clear lawful basis for doing so. For more information on the lawful bases on which personal data may be processed please visit the Information Commission Office’s summary. The lawful bases we use to process your data include:
Your freely given, specific and informed consent to process your data. You have the right to withdraw your consent at any time as highlighted in this notice (see section 10).
Where the processing of data is necessary for our legitimate charitable interests, we may undertake such activities. However, it should not outbalance your interests, rights and freedoms. These activities should be in line with your expectations and you have the right to object to this processing at any time by contacting us at [email protected]
Exercising our obligations
Where the processing of data is necessary for the purposes of performing or exercising obligations or rights which are imposed or conferred by law on the controller or data subject in connection with employment (including voluntary work), social security or social protection and we have appropriate policy documents in place. See our policies on requesting and handling DBS certificate information.
We may have to share your personal data with our data processors (subcontractors) to provide our services. We require all third parties to respect the security of your personal data and to treat it in accordance with GDPR, and we only permit them to process your personal data for specified purposes and in accordance with our instructions.
Our data processor is Kajabi as website host– please use the following link for further information: https://kajabi.com/policies/privacy)
Under data protection law, you have the following rights:
You are not required to pay any charge for exercising your rights. If you make such a request, we have one month to respond to you.
Please contact us at [email protected] you wish to make a Subject Access Request or exercise your other GDPR rights, make a complaint and/or have any questions regarding the above.
You can also complain directly to the Information Commissioner’s Office (ICO) if you are unhappy with how we have used your data or responded to your request/query. You can do this via www.ico.org.uk, in writing or by telephoning the ICO, please see the address and helpline number below:
Information Commissioner’s Office
Wycliffe House, Water Lane
Helpline number: 0303 123 1113
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