Privacy Notice – Applicants and References

The categories of information that we collect, process, hold and share for applicants to The Pais Project include:

·       Personal information (such as name, contact details)

·       Special categories of data including characteristics information such as gender, age, nationality, marital status, religious affiliation

·       Qualifications

·       Employment and educational history

·       Reference information

·       Photograph and video

We collect this information in order to determine whether the applicant would be suited to the role. All of the information is necessary in the application and placement process. It also informs our recruitment procedures.

The lawful basis under which we collect, process, hold and share this information is contract.

This information is collected and stored using an online, password-protected system called AppSys. The information may also be stored and shared using password protected hard drives and Google Drive sheets with password protection. Should the application be successful, the data will be stored for up to 5 years after the placement has finished. Should the application be unsuccessful, the data will be stored for 1 year.

The information is shared with other Pais offices around the world, where relevant. Should the application be successful, the information is shared with potential placement churches. The full application pack including references will be shared where relevant.

Under data protection legislation, you have the right to request access to information about you that we hold. To make a request for your personal information, contact [email protected]

You also have the right to:

·       object to processing of personal data that is likely to cause, or is causing, damage or distress

·       prevent processing for the purpose of direct marketing

·       object to decisions being taken by automated means

·       in certain circumstances, have inaccurate personal data rectified, blocked, erased or destroyed; and

·       claim compensation for damages caused by a breach of the Data Protection regulations

If you would like to discuss anything about this Privacy Notice, please contact Louise [email protected]

Privacy Notice – Accepted Apprentices and References

The categories of information that we collect, process, hold and share for applicants to The Pais Project include:

·       Personal information (such as name, contact details)

·       Special categories of data including characteristics information such as gender, age, nationality, marital status, religious affiliation

·       Sensitive information including medical history, passport and visa details, police records

·       Qualifications

·       Employment and educational history

·       Reference information

·       Photograph and video

·       Financial details

We collect this information in order to determine whether the applicant would be suited to the role. All of the information is necessary in the application and placement process. It also informs our recruitment procedures. We collect sensitive information to ensure that our pastoral care structures are adequate, that all apprentices are fit to work with children in order to sponsor Visa management System and Financial systems.

The lawful basis under which we collect, process, hold and share this information is contract.

This information is collected and stored using an online, password-protected system called AppSys. The information may also be stored and shared using password protected hard drives and Google Drive sheets with password protection. The data will be stored for up to 5 years after the placement has finished.

Passport data is also processed by the Immigration services through the country applying to and the criminal record department for sending and receiving countries.

The information is shared with other Pais offices around the world, where relevant. The information is shared with potential placement churches.

Under data protection legislation, you have the right to request access to information about you that we hold. To make a request for your personal information, contact

[email protected]

You also have the right to:

·       object to processing of personal data that is likely to cause, or is causing, damage or distress

·       prevent processing for the purpose of direct marketing

·       object to decisions being taken by automated means

·       in certain circumstances, have inaccurate personal data rectified, blocked, erased or destroyed; and

·       claim compensation for damages caused by a breach of the Data Protection regulations

If you would like to discuss anything about this Privacy Notice, please contact [email protected]

 

Alumni forms – will be sent to the personnel department in the participating nation, stored on a password protected google drive and not shared with any third party.

Reference form Alumni – Will be sent to the appropriate nations, stored on a password protected google drive and not shared with any third party.

Transfer form – Will be sent to the personnel in the appropriate nation, stored on a password protected google drive and not shared with a third party.

Privacy Notice – Financial Supporters

The categories of information that we collect, process, hold and share for applicants to The Pais Project include:

·       Personal information (such as name, contact details)

·       Gift Aid declaration confirming status as UK tax payer

We collect this information in order to process donations and claim relevant Gift Aid.

The lawful basis under which we collect, process, hold and share this information is legal obligation.

This information is collected and stored using giving envelopes. The information may also be stored and shared using password protected hard drives and Google Drive sheets with password protection. The data will be stored for the duration of the donations plus 7 years, as is the legal obligation with financial paperwork. Donation data is from UK tax payers is processed using Donations Co-Ordinator, which shares the information with HMRC. 

The information is shared with HMRC in order to claim Gift Aid.

Under data protection legislation, you have the right to request access to information about you that we hold. To make a request for your personal information, [email protected]

You also have the right to:

·       object to processing of personal data that is likely to cause, or is causing, damage or distress

·       prevent processing for the purpose of direct marketing

·       object to decisions being taken by automated means

·       in certain circumstances, have inaccurate personal data rectified, blocked, erased or destroyed; and

·       claim compensation for damages caused by a breach of the Data Protection regulations

If you would like to discuss anything about this Privacy Notice, please contact [email protected]

Privacy Notice – Newsletter Recipients

The categories of information that we collect, process, hold and share for applicants to The Pais Project include:

·       Personal information (such as name, contact details)

We collect this information in order to keep the recipient up to date with the work of The Pais Project.

The lawful basis under which we collect, process, hold and share this information is consent.

This information is collected and stored online using MailChimp. The information may also be stored and shared using password protected hard drives and Google Drive sheets with password protection. The data will be stored until notified by the recipient that it should stop.

The information is not shared.

Under data protection legislation, you have the right to request access to information about you that we hold. To make a request for your personal information, contact [email protected]

You also have the right to:

·       object to processing of personal data that is likely to cause, or is causing, damage or distress

·       prevent processing for the purpose of direct marketing

·       object to decisions being taken by automated means

·       in certain circumstances, have inaccurate personal data rectified, blocked, erased or destroyed; and

·       claim compensation for damages caused by a breach of the Data Protection regulations

If you would like to discuss anything about this Privacy Notice, please contact [email protected]

Privacy Notice – Conference Attendees

The categories of information that we collect, process, hold and share for applicants to The Pais Project include:

·       Personal information (such as name, contact details)

·       Special categories of data including characteristics information such as gender, age

·       Sensitive information including allergies

·       Payment details

We collect this information in order to provide a place at the conference for the individual and ensures that their needs for accommodation and food are catered to. We also use this information to take payment for the conference.

The lawful basis under which we collect, process, hold and share this information is contract.

This information is collected and stored using an online, password-protected system called Eventbrite. The information may also be stored and shared using password protected hard drives and Google Drive sheets with password protection. The data will be stored until the event, after which consent will be obtained to retain the information.

The information is not shared.

Under data protection legislation, you have the right to request access to information about you that we hold. To make a request for your personal information, contact [email protected]

You also have the right to:

·       object to processing of personal data that is likely to cause, or is causing, damage or distress

·       prevent processing for the purpose of direct marketing

·       object to decisions being taken by automated means

·       in certain circumstances, have inaccurate personal data rectified, blocked, erased or destroyed; and

·       claim compensation for damages caused by a breach of the Data Protection regulations

If you would like to discuss anything about this Privacy Notice, please contact [email protected]

Privacy Notice – Registrations of interest

The categories of information that we collect, process, hold and share for applicants to The Pais Project include:

·       Personal information (such as name, contact details)

We collect this information in order to respond to the individuals request for information about the work of The Pais Project.

The lawful basis under which we collect, process, hold and share this information is consent.

This information is collected and stored online using the Pais Movement website, paper sign up forms at recruitment stands and an online, password-protected Google Form. The information may also be stored and shared using password protected hard drives and Google Drive sheets with password protection. The data will be stored until the individual has received the information that they requested, then it will be destroyed.

The information is not shared.

Under data protection legislation, you have the right to request access to information about you that we hold. To make a request for your personal information, contact [email protected]

You also have the right to:

·       object to processing of personal data that is likely to cause, or is causing, damage or distress

·       prevent processing for the purpose of direct marketing

·       object to decisions being taken by automated means

·       in certain circumstances, have inaccurate personal data rectified, blocked, erased or destroyed; and

·       claim compensation for damages caused by a breach of the Data Protection regulations

If you would like to discuss anything about this Privacy Notice, please contact [email protected]

Privacy Notice – Church Details

The categories of information that we collect, process, hold and share for applicants to The Pais Project include:

·       Personal information (such as name, contact details)

·       Religious affiliation

·       Financial details

We collect this information in order to provide the service to the placement church.

The lawful basis under which we collect, process, hold and share this information is contract.

This information is collected and stored using an online, password-protected Google Form. The information may also be stored and shared using password protected hard drives and Google Drive sheets with password protection. The information will be stored for the duration of the partnership with The Pais Project and an additional 2 years.

The information is shared with placed apprentices, e.g. the minister and line manager information. The information is not shared outside of The Pais Project.

Under data protection legislation, you have the right to request access to information about you that we hold. To make a request for your personal information, contact [email protected]

You also have the right to:

·       object to processing of personal data that is likely to cause, or is causing, damage or distress

·       prevent processing for the purpose of direct marketing

·       object to decisions being taken by automated means

·       in certain circumstances, have inaccurate personal data rectified, blocked, erased or destroyed; and

·       claim compensation for damages caused by a breach of the Data Protection regulations

If you would like to discuss anything about this Privacy Notice, please contact [email protected]

Privacy Notice – Employees

The categories of information that we collect, process, hold and share for applicants to The Pais Project include:

·       Personal information (such as name, contact details)

·       Special categories of data including characteristics information such as gender, age, nationality, marital status, religious affiliation

·       Sensitive information including medical history, passport and visa details, police records

·       Qualifications

·       Employment and educational history

·       Reference information

·       Photograph and video

·       Financial information

We collect this information in order to determine whether the applicant would be suited to the role. All of the information is necessary in the application and placement process. It also informs our recruitment procedures. We collect sensitive information to ensure that our pastoral care structures are adequate, that all staff are fit to work with children and in order to process visas. We collect financial information to ensure that the employee is paid and expenses can be reimbursed. This may be stored on our online banking services.

The lawful basis under which we collect, process, hold and share this information is contract.

This information is collected and stored on paper contracts, stored in a locked cupboard. The information may also be stored and shared using password protected hard drives and Google Drive sheets with password protection. The data will be stored for up to 5 years after the employment has finished. Passport data is also processed by the visa Management System and the criminal records system of the receiving nation. Financial and personal data is stored and processed using payroll software.

The information is shared with other Pais offices around the world, where relevant. The information is shared with potential placement churches.

Under data protection legislation, you have the right to request access to information about you that we hold. To make a request for your personal information, contact [email protected]

You also have the right to:

·       object to processing of personal data that is likely to cause, or is causing, damage or distress

·       prevent processing for the purpose of direct marketing

·       object to decisions being taken by automated means

·       in certain circumstances, have inaccurate personal data rectified, blocked, erased or destroyed; and

·       claim compensation for damages caused by a breach of the Data Protection regulations

If you would like to discuss anything about this Privacy Notice, please contact [email protected]

Privacy Notice – Trustees

The categories of information that we collect, process, hold and share for applicants to The Pais Project include:

·       Personal information (such as name, contact details)

·       Special categories of data including characteristics information such as gender, age, nationality, marital status, religious affiliation

·       Sensitive information including police records, history of bankruptcy

We collect this information to ensure that the legal requirements of becoming a trustee are met.

The lawful basis under which we collect, process, hold and share this information is legal obligation.

This information is collected and stored using paper forms stored in a locked cupboard. The information may also be stored and shared using password protected hard drives and Google Drive sheets with password protection. The data will be stored for up to 1 year after the resignation of a trustee.

The information is not shared.

Under data protection legislation, you have the right to request access to information about you that we hold. To make a request for your personal information, contact [email protected]

You also have the right to:

·       object to processing of personal data that is likely to cause, or is causing, damage or distress

·       prevent processing for the purpose of direct marketing

·       object to decisions being taken by automated means

·       in certain circumstances, have inaccurate personal data rectified, blocked, erased or destroyed; and

·       claim compensation for damages caused by a breach of the Data Protection regulations

If you would like to discuss anything about this Privacy Notice, please contact [email protected]

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