GDPR Policy – Use of personal data

Our GDPR (General DataProtection Regulation) Policy regarding Use of Personal Data: While most of the information that we receive, especially from customers, is given to us without our asking (CVs, etc), we  make our customers and suppliers aware of how we use their data and check in with them when the situation changes (e.g., after an internship is complete).  This information for each stakeholder group is included below.

Partners who send us interns

We use contact and other information to:

  • Keep in touch in relationship to bookings made
  • Create and send invoices and follow them up
  • Book tours for you if you visit and request them

Your information is currently kept in several secure and encrypted, cloud-based software packages and on our hard drives which are protected with encryption:

  • Microsoft 365 for emails and sometimes documents
  • Dropbox for internship management
  • Dropbox for general document storage
  • Sabra Systems for operating in the cloud  
  • Potentially SurveyMonkey
  • Sometimes Mailchimp for occasional newsletters

If you are going to stop working with us to organise internships, please let us know. You can then choose if you would like your personal details deleted or retained for our newsletter and for future opportunities to work together. 

If you need us to change what we hold about you (contact details, last name, etc), just ask.

Interns and job shadowing staff

When you apply for an internship through Werkcenter Scotland, we receive your personal information through your school or agency, or sometimes directly from you.  We use your information in various forms to organise your internship and related bookings.

The information provided by you or your agency typically includes any of the following:

  • CV
  • Registration form
  • Introduction letter/letter of motivation
  • Presentation

We may gather additional information directly from you to help us find the right hosts and for our own information management systems. These could include:

  • Allergies, especially to cats, which some host families have
  • Dietary requirements, again to match to host families
  • English level
  • Photos for travel passes and general recognition in advance
  • Date of birth (relevant to some work, and some host families)
  • Police checks (required by some placements, usually provided by the sending partner rather than requested from the intern directly)
  • Feedback on the experience in Glasgow, including with the host family and host employer
  • Bookings for tours

This information is held by us securely and encrypted in cloud software such as Dropbox, Sabra Systems, WordPress, MailChimp, SurveyMonkey, and Microsoft 365.

Some of the information we gather is shared with:

  • host families who are choosing whether to host you in their homes and want to find out more about you. (CVs, motivation or introduction letters, presentations, registration forms, photos, and sometimes particularly positive feedback about the host)
  • host employers and potential host employers who are considering hosting you (CVs and any letters or presentations, photos, date of birth if relevant, police checks if required, and sometimes particularly positive feedback about the host employer)
  • English school, if requested (more basic information such as, name, nationality, date of birth, contact details and English level)
  • The tour companies (name, country, phone number and email as required for booking)

You may also choose to join the Interns’ WhatsApp group to connect to other interns socially, and occasionally a project will have their own Facebook or WhatsApp groups, which, they proactively join. We don’t hold any data on you in this case, beyond the phone number for WhatsApp.

In the feedback survey we send out at the end of your internship, we will ask you if would mind if we quote anything particularly nice that you say, and give you options about if and how we can quote what you have said.

At the end of the placement, we will ask you if you would like to join our mailing list for future newsletters or to like our Facebook page if you haven’t already.

We will keep your name in our files for management purposes, but at the end of the year, we delete all other personal information and files no longer needed, leaving only the newsletter contact details if they chose to join the mailing list, and any feedback they authorised us to quote. If you would like us to delete your personal information sooner, just ask.  

Although interns generally want to keep in touch with their host family and host employer when they go home, we will ask you if you would like them to delete your CV and other personal documents if they have them on file, and we will let them know your data preferences.

Any pictures of you taken with your consent during the internship period may be used for marketing purposes and will be stored in dated folders and deleted after two years.

At the end of your placement, we will delete your personal data, aside from your name which we need for management purposes. At the end of the year, we will delete your personal data from the recovery backup of our database software. We can also ask your host family and host employer to delete your files, though you may choose to have them keep your details.

Please let us know what you would like us to do:

  • Please delete all my files, aside from my name
  • Please ask my host family to delete my files
  • Please ask my host employer to delete my files
  • Please add me to your newsletter mailing list with the following email address_____________________

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Host families

Information we have about you and what we do with it

As a host family, you provide a variety of information about yourself and your home at the point of registration. We keep this in securely encrypted cloud software and shape it into the host family section of the welcome packs for the interns you host.

We produce Welcome Packs which contain information about you and your home share these with the interns you host and the relevant agency managing the interns’ contract in their home country. The financial details you provide go directly into our online banking so that we may pay you by bank transfer, and then we delete your bank details from the registration form or message you provided them on.

In addition, we communicate by email, text message, Facebook messenger or WhatsApp, depending on what works for you, and we may introduce other secure communication systems such as apps.

Managing and updating your information

We also ask periodically if the information we hold is up to date, and we will change anything that you advise us needs to be changed.

We check in with host families periodically to check availability and see if you are still happy to host. If at some point you tell us that you don’t want to host for us anymore, then we will delete your information from our systems.

Your management of interns’ personal information

As a supplier to us, you have access to interns’ personal data (on their CVs, etc), and we need to ensure that their personal data is not kept longer than necessary. Your interns are very likely to want to keep in touch with you, but they may ask that their CV or other files are deleted and you just keep their contact details.   In any case, we will let you know.

Control of your information

If at any time you would like to find out what information we have about you, or to update it, just ask and we will send you a copy.

 

Host employers

Information we have about you and what we do with it

As a host employer, you provide us with contact details and other background information on your company, either in the form of a Work Plan template, or through emails, texts, telephone calls, messenger or other mobile applications.  We keep this information in securely encrypted cloud software and on our encryption-protected computers, and we shape it into the Work Placement section of the welcome packs for the interns you host.

We share the welcome packs with the interns you host and the relevant agency managing the interns’ contract in their home country.

In addition, we communicate by email, text message or WhatsApp, depending on what works for you, and we may introduce other secure communication systems such as apps.

We will also send you a feedback survey at the end of each placement using SurveyMonkey.

Managing and updating your information

We check in with host employers periodically to see if you are still happy to host.  If at some point you feel you don’t want to host our interns anymore, then we will delete your information from our systems unless you ask us to retain it for any possible future opportunities that may arise. If you would like to still receive occasional newsletters we may produce, we will give you that option too.

We ask periodically if the information we hold about you and your organisation is up to date, and we will change any information about you that you advise us needs to be changed.

Your management of interns’ personal information

As a supplier to us, you have access to interns’ personal data (on their CVs, etc), and we need to ensure that their personal data is not kept longer than necessary. Your interns are very likely to want to keep in touch with you, but they may ask that their CV or other files are deleted and you just keep their contact details.   In any case, we will let you know.

Control of your information

If at any time you would like to find out what information we have about you, or to update it, just ask and we will help you with that.

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