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DWG team and applicants privacy statement

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This privacy statement applies to employees and freelancers who currently work, or worked, for or on behalf of DWG as well as current or former applicants for DWG vacancies.

Your personal data is protected under the EU General Data Protection Regulation (GDPR). Digital Workplace Forum Group Ltd., trading as Digital Workplace Group (DWG), is committed to protecting and respecting your privacy in accordance with its responsibilities under the GDPR. DWG only collects data from you that is needed to engage in a lawful employment or freelance/consultancy contract with you and to provide the services we offer to our clients.

This internal privacy statement explains when and why we will collect personal information about people who:

  • apply for an employment or freelance/consultancy position with DWG
  • currently work for DWG or are under a freelance/consultancy contract with DWG
  • were formerly employed by or had a freelance/consultancy contract with DWG.

It details how we use this data, the conditions under which we may disclose it to others, and how we keep it secure. It also explains how you can access, update, amend and delete your data.

Submitting information to DWG

When submitting an application or query form, accepting an employed position or entering into a freelance/consultancy contract with DWG, you are accepting and consenting to the practices described in this privacy statement. In this privacy statement, “we”, “us” and “our” means Digital Workplace Group (DWG) and “you” and “your” means the individual who is using the website, accepting (or has accepted) an employed position or entering (or has entered) into a freelance/consultancy contract.

This statement describes:

  • when we will collect information about you
  • how this information is stored
  • how, if and when this information is used
  • how we keep your personal information safe.

Please read our privacy statement carefully before using the DWG website.

Table of contents

Who we are and how to contact us
When do we ask for personal information?
What type of information is collected from you?
What is our legal basis for processing your personal data?
How long is your information held?
Who has access to your information?
Does DWG transfer your information outside Europe?
What are your rights?
How you can access, update, amend and delete your data?
What security precautions does DWG have in place to protect the loss, misuse or alteration of your information?
How do I contact the regulator?
Does DWG use cookies?
Does DWG link to other websites?
When was this privacy statement last reviewed?
What else you should know about your privacy?
Who do you contact for additional information?

Who we are and how to contact us

DWG is a strategic partner, covering all aspects of the evolving digital workplace industry through membership, benchmarking and consultancy services. DWG provides independent guidance to more than 100 leading corporations and public institutions to advance client intranets and broader digital workplaces, through peer learning, impartial evaluations and practitioner expertise.

DWG is the data controller responsible for the information collected via this website and/or via other communication channels and/or contracts we have with you.

You can access, update, amend and delete your data held by DWG using the email address admin@digitalworkplacegroup.com or by writing to us at Digital Workplace Group, 30 City Road, London EC1Y 2AB.

When do we ask for personal information?

We obtain personal information from you in the following ways:

  • when you submit your recruitment application and provide supporting information such as a CV
  • during recruitment interviews and assessments
  • when undertaking pre-employment checks, vetting and obtaining references from external parties
  • when you begin employment (such as emergency contacts and bank account information)
  • when you begin as a contracted freelancer/contractor (such as performance or pay review data, disciplinary records or occupational health information).

What type of information is collected from you?

The personal information we collect from you may include:

  • name, address, telephone number(s), and email addresses
  • Skype ID, Twitter name/address, LinkedIn URL
  • National Insurance number and tax coding
  • bank account details
  • date of birth and gender
  • employment history and other relevant information concerning experience, skills, qualifications and achievements
  • employment references and any pre-employment/pre-contract screening information
  • notes and outcomes of any pre-employment/pre-contract interviews and assessments
  • proof of your right to work in the UK (such as a copy of a passport and/or visa)
  • terms and conditions of employment or contract
  • information about your conduct, including details of any disciplinary or grievance procedures in which you have been involved, warnings issued to you and related correspondence
  • records about your performance and training and development
  • details of any pension arrangements and other employee benefits
  • details of expense claims and payments
  • invoicing details relating to freelance/consultancy contracts and work
  • the reasons for any periods of absence (e.g. annual leave, maternity/paternity leave, sickness absence)
  • medical records (such as self-certification forms, occupational health reports, return to work forms, GP consultation records and reports)
  • details of emergency contacts, next of kin
  • birth certificate/adoption certificate of your children (if provided, e.g. for parental leave purposes)
  • photographs
  • details of your working schedule (days of work and working hours), attendance at work and hours worked on projects you are or have been involved with.

All processing of personal data by DWG must be carried out on one of the following lawful bases: consent, contract, legal obligation, vital interests, public task or legitimate interest.

We process data to enter into an employment or freelance/consultancy contract with you and to meet our obligations under your employment or freelance/consultancy contract. For example, we need to process your data to provide you with a contract, to pay you in accordance with your contract and to administer benefits, pension and insurance entitlements.

We need to process your data to ensure that we are complying with our legal obligations. For example, we are required to check an employee’s entitlement to work in the UK, to deduct tax, to comply with health and safety laws and to enable employees to take periods of leave to which they are entitled.

In addition to the above we also have a legitimate interest in processing your personal data before, during and after the employment relationship. We will process your data for the purposes of our legitimate interests in order to:

  • verify your identity, experience and qualifications
  • set up secure access to our systems and give you secure online access to relevant databases and third-party cloud-based services
  • pay you or your company
  • administer employee benefits, calculate any tax, NI or statutory payments due
  • record and manage any absences, including sickness and annual leave
  • manage your performance and attendance and make decisions about appropriate training and development
  • manage any employment disputes, including disciplinary actions or grievances
  • supply references to prospective employers
  • protect our clients, employees, freelancers/consultants and other individuals and maintain their safety, health and welfare
  • record presentations and meetings with our clients, with client consent
  • support organizational change initiatives
  • ensure that the information we hold about you is kept up to date
  • deal with any employee/employer-related disputes that may arise
  • assess and analyse the information to help improve the operation of, and manage the performance of, our business
  • prevent, detect and prosecute fraud and other crime
  • administer our occupational safety and health programmes
  • protect the safety and security of our workforce, guests, property and assets
  • investigate and respond to claims against us
  • manage our insurance, including to get insurance cover and manage any insurance claims
  • protect our company, its employees and clients by taking appropriate legal action against third parties who have committed criminal acts or are in breach of legal obligations to us
  • maintain emergency contact and beneficiary details
  • carry out any other activities that we advise you of (if applicable law requires your express consent for such additional use or disclosure we will obtain it from you)
  • effectively handle any legal claims or regulatory enforcement actions taken against our company
  • enable the purchase or sale (or prospective purchase or sale) of any business or asset
  • carry out other purposes as part of our business activities when reasonably required by us.

In specific situations we can collect and process your data with your consent. When required, you will be asked for consent. If you choose not to consent, we will respect your decision and not process your data in the ways for which consent was requested, unless required to do so to fulfil our legal obligations. You may ask to withdraw such consent at any time by emailing admin@digitalworkplacegroup.com.

How long is your information held?

We keep your personal information for the duration of your employment plus an additional time afterwards where we have a proper reason or legal basis to do so in order to fulfil the following purposes:

  • to maintain records for legal reasons in relation to employment law, tax law and any other contractual or statutory obligation
  • in connection with any anticipated legislation in order to respond to correspondence, complaints and to establish and defend any legal rights
  • where there is a legitimate business interest such that it is necessary to retain your personal information.

To ensure that personal data is kept for no longer than necessary, DWG shall review and consider what data should be retained, for how long and for what reason on a regular basis.

Who has access to your information?

We only share your information with third parties in order to provide the services we offer to our clients or which you expect from us as part of your contract or working practices. We make sure that the third parties which handle your information are GDPR compliant, that your data is secure and that your privacy is protected.

We will not sell or rent your information to third parties.

We will not share your information with third parties for marketing purposes without explicitly asking for your permission ahead of time. You may ask to withdraw such consent at any time by emailing admin@digitalworkplacegroup.com. We will not make use of your information for any reason not outlined in this privacy statement without your consent, unless we are under a duty to disclose your personal data in order to comply with a legal obligation.

Does DWG transfer your information outside Europe?

The information you provide to us may be transferred to countries outside the European Union (EU). This may happen if any of the hosted servers or hosted infrastructure on which our services and tools are based are from time to time located in a country outside the EU. We will only transfer to those countries or organizations outside the EU that can demonstrate they are GDPR compliant, for example, those that participate in and have certified their compliance with the EU-US Privacy Shield Framework and Swiss-US Privacy Shield. By submitting your personal data you are agreeing to this transfer, storage and processing. If we transfer your information outside the EU in this way, we will do our best to ensure that appropriate security measures are taken so that your privacy rights continue to be protected as outlined in this privacy statement. If you use our services while you are outside the EU, your information may be transferred outside the EU in order to provide you with those services.

What are your rights?

We recognize that you have rights as a “data subject” and that we have an obligation to uphold these. This privacy statement outlines how we are transparent in our processing. You can get in touch with us to find out more information or to exercise any of your rights set out below. You are in control of your data and can restrict and object to the way we use it. You also have the right to be informed about your data and to access, amend, update and delete it. You also have the right to obtain all the data we hold about you and reuse it for your own purposes. This is known as “data portability”. Any such requests made to DWG shall be dealt within a timely manner. Some rights may be limited because:

  • we may be obliged by law or regulation to keep information
  • there may be a compelling legitimate interest to carry on processing your data.

In upholding your rights we must respect other people’s privacy as well, which means we may need to redact or remove information where it includes personal data about someone else, even if it is connected to your data.

How can you access, update, amend and delete your data?

You have the right to ask for a copy of the information we hold about you. You can do this by emailing us at admin@digitalworkplacegroup.com or writing to us at Digital Workplace Group, 30 City Road, London EC1Y 2AB.

If you would like DWG to amend or delete your data, or change how we process your data, please contact us at the following email address: admin@digitalworkplacegroup.com.

What security precautions does DWG have in place to protect the loss, misuse or alteration of your information?

When you give us personal information we do our best to ensure that it is treated securely to prevent misuse, loss or unauthorized access in accordance with GDPR. DWG shall ensure that personal data is stored securely using modern software that is kept up to date. Access to personal data shall be limited to personnel who need access and appropriate security shall be in place to avoid unauthorized sharing of information.

When personal data is deleted this will be done securely, such that the data is irrecoverable.

In the event of a breach of security leading to the accidental or unlawful destruction, loss, alteration, unauthorized disclosure of or access to personal data, DWG shall promptly assess the risk to people’s rights and freedoms and, if appropriate, report this breach to the Information Commissioner’s Office (ICO).

For further information on how your information is used and how we maintain the security of your information, please email us at admin@digitalworkplacegroup.com.

If you feel your privacy is being infringed in any way, please email us at admin@digitalworkplacegroup.com.

How do you contact the regulator?

If you feel your data has not been handled correctly, or you are unhappy with our response to any requests you have made to us regarding the use of your personal data, you have the right to lodge a complaint with the ICO.

You can contact the ICO by calling 0303 123 1113 or visiting the “Report a concern” page of the ICO site: www.ico.org.uk/concerns. (Please note we cannot be responsible for the content of external websites).

Does DWG use cookies?

Cookies are text files used by your computer’s browser to store visitor session data. Cookies, by themselves, do not identify the individual user. Cookies are commonly used on the internet and do not harm your system. DWG uses cookies to store login details for our secure site. We also use cookies to gather information about how you use our sites and to evaluate the effectiveness of our advertising and promotions. DWG does not store any personal information in cookies that can be used to identify you. It is possible to switch off cookies in your browser preferences. Turning off cookies may result in a loss of functionality when using our website. For more information on cookies, visit our website. Our website may contain links to websites run by other organizations. This privacy statement applies only to our own website, so we encourage you to read the privacy statements on other websites you visit. We cannot be responsible for the privacy statements and practices of other sites, even if you access them through links on our website. In addition, if you linked to our website from a third-party site, we cannot be responsible for the privacy statements and practices of the owners and operators of such third-party sites and recommend that you check their respective privacy statements.

When was this privacy statement last reviewed?

We keep this privacy statement under regular review. It was last updated in November 2018.

What else should you know about your privacy?

Please keep in mind that whenever you voluntarily disclose personal information online, for example on message boards, through email or in chat areas, it can be collected and used by others. If you post personal information online that is accessible to the public, you may receive unsolicited messages from other parties in return. Please be careful and responsible whenever you are online. If you feel that your privacy is being infringed in any way by using the DWG website (or DWG’s member extranet), please contact a member of our web team at: admin@digitalworkplacegroup.com.

Who do you contact for additional information?

Should you have additional questions about our privacy practices and data processes, please contact us at admin@digitalworkplacegroup.com and a member of the DWG team will get back to you as soon as possible.
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