Privacy policy

This notice (referred to as this “privacy notice”) explains what Personal Data the Institute of Chartered Accountants England and Wales (ICAEW) holds about you in connection with your use of ICAEW Volunteers, how we collect it, and how we use and share Personal Data collected via the website. Please ensure that you read this privacy notice and any other privacy notices we may provide to you from time to time when we collect or process Personal Data about you.
 

1. Who can I contact if I have any questions? 

ICAEW is the controller for the Personal Data collected through the recruitment process, unless this is stated otherwise. ICAEW is registered with the Information Commissioner’s Office (ICO) with registration number (Z5765897). In this notice, references to ‘we’, ‘us’ or ‘our’ mean ICAEW. 

You can contact ICAEW in a number of ways:

  • Email: data.protection@icaew.com
  • Post: The Data Protection Office, ICAEW, Metropolitan House, 321 Avebury Boulevard, Milton Keynes, MK9 2FZ UK
  • Telephone: +44 (0)1908 248 250
     

2. What is Personal Data?

Personal Data is any information which directly or indirectly identifies an individual, for example, your name, address, membership and/or student number, NI number, qualifications, date of birth, photos, videos or voice recordings.

Special categories of personal data are a set of personal data that we are required to look after even more carefully. Special categories of personal data include details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data. We will not collect special categories of personal data about you as part of your use of ICAEW Volunteers except for where special category data is included within any CVs you upload.
 

3. Personal Data we collect about you

You give us your personal data in your direct interactions with us as part of the recruitment process for example, for recruiters, by creating an organisational profile and posting a role vacancy. Or, for applicants, by completing an application, submitting your CV and supporting documents. Both recruiters and candidates provide some level of personal data in creating an online account on ICAEW Volunteers or ICAEW Recruiter services

Personal Data collected directly from you

Identity Data

Your name and title 
Contact Data Your address and contact details, including personal and work email address 
Education Data Details of your education including establishment, qualifications gained and grades
Career Data Details of your academic and professional qualifications, skills, experience and employment history as well as your preferred next role 
Member Data

Your Member number


We do not collect personal data from third party sources.


4. What if you do not supply your Personal Data

By creating an account, you accept ICAEW Volunteers terms and conditions. If you do not provide us with your Personal Data, we will not be able to process or administer your ICAEW Volunteers account properly or at all. To create an account, only name and email address is required, all other fields are optional.
 

5. Purposes and legal basis for which we will use your Personal Data

Processing data from role applicants allows our recruiters to manage the recruitment process, assess and confirm a candidate's suitability and decide to whom to offer a role. In order to comply with data protection laws, we need a lawful basis to process your Personal Data. We use the following lawful bases to obtain and use your Personal Data.

  • Performance of a Contract We need to process your Personal Data to take steps at your request, prior to entering into a contract with you. 
  • Consent Some Personal Data is processed because you have given your consent. Consent can be withdrawn at any time by either logging into your online member account and amending your preferences or by contacting us at dataprotection@icaew.com.
  • Legitimate Interest Where processing the Personal Data is in our legitimate interests (or those of a third party) provided that your fundamental rights do not override such interests. We make sure we consider and balance any potential impact on you (both positive and negative) and your rights before we process data for our legitimate interests

The tables below describe the ways in which we use your personal data and the legal bases we rely on to do so. Where appropriate we have also set out our legitimate interests in processing your personal data.

  • Table A covers the Personal Data we collect and hold about you as an applicant. 
  • Table B covers the Personal Data we collect about you as a recruiter (where applicable) 
     

Table A – Personal Data collected and used about you as an applicant

Purpose and/or activity Type of Data Legal basis for processing
To register you as a member of ICAEW Volunteers and to administer and manage your journey

Identity Data, Contact Data, Career Data, Education Data

Performance of a contract: to enable you to register as a member of ICAEW Volunteers and to administer and manage your journey.
To provide you with update information and service reminders through email

Identity Data, Contact Data

Legitimate Interest: where we have a legitimate interest to communicate with you and send you service emails about your account.
To provide you with newsletters and role alerts through email

Identity Data, Contact Data

Consent: where you have opted-in to receive these types of communications from us.
Sending your personal data to recruiters

Identity Data, Contact Data, Education Data, Career Data, Member Data

Consent: where you have opted in to be searchable by recruiters or applied to a role.
Research

Identity Data, Contact Data, Education Data, Career Data

Consent: where you have consented to take part in our research activities.
Anonymisation of personal data for the onward activities of Management Information and Business Intelligence. All Personal Data Legitimate Interest of the ICAEW for business improvement and intelligence purposes.
Internal Audit A sample of all Personal Data Legitimate Interests: where we have a legitimate interest in auditing our internal processes and procedures to ensure that we are complying with applicable laws and internal and managing risk appropriately.

 

Table B – Personal Data collected and used about you as a recruiter

Purpose and/or activity Type of Data Legal basis for processing
To register you as a recruiter member of ICAEW Volunteers and to administer and manage your recruiter journey

Identity Data, Contact Data

Performance of a contract: to enable you to register as a member of ICAEW Volunteers and to administer and manage your recruiter journey.
Research

Identity Data, Contact Data

Consent: where you have consented to take part in our research activities.
Anonymisation of personal data for the onward activities of Management Information and Business Intelligence. All Personal Data Legitimate Interest of the ICAEW for business improvement and intelligence purposes.
Internal Audit A sample of all Personal Data Legitimate Interests: where we have a legitimate interest in auditing our internal processes and procedures to ensure that we are complying with applicable laws and internal and managing risk appropriately.

 

6. Special Category Data

There is no requirement to include or provide special category data, however if any special category information is included within CVs, then the act of uploading them will constitute your explicit consent to enable that data to be used for recruitment purposes.


7. How long will Personal Data be retained?

We keep Personal Data that we obtain about you as part of your ICAEW Volunteers account for no longer than is necessary for the purposes for which it is processed. How long we keep your information will depend on how long you hold an active ICAEW Volunteers account, the nature of the Personal Data concerned and the purposes for which it is processed. 
 

8. Sharing your Personal Data

ICAEW Volunteers will share your personal data with third-party processors who provide services to the organisation. These services include:

  • Website content and hosting providers.

We may share your personal data with organisations where we have a legal obligation, contract or other legitimate interest, or where you have provided your consent for us to do so including:

  • Recruiters.


9. Transferring Data overseas

9.1 In some cases, we or our suppliers may need to transfer Personal Data outside the European Economic Area (EEA) and/or United Kingdom (UK). 

9.2 Where we transfer your Personal Data outside of the UK, we will ensure a similar degree of protection is afforded to it by ensuring one of the following safeguards is implemented:

(a) we will transfer your Personal Data to countries that have been deemed to provide an adequate level of protection for Personal Data by the UK;

(b) where we use certain processors, we may use specific contracts approved by the UK which give Personal Data the same protection it has within the UK. When we rely on this measure we will ensure that the third-party can comply with the provision of such contracts and we have confirmed that the country to which the Personal Data is transferred has adequate data protection laws in place to protect Personal Data.

9.3 In some cases we may transfer data overseas where you are applying for a post overseas. In these cases, we will transfer personal data based on a derogation where the transfer of data is necessary for conclusion or performance of a contract concluded in the interests of the data subject (you) between ICEW and a third party, the overseas recruiter.

9.4 Please contact us at data.protection@icaew.com if you would like further information about the specific mechanism used by us when transferring your Personal Data.


10. How we protect your Personal Data

We have appropriate security measures in place to prevent personal information from being accidentally lost or used or accessed in an unauthorised way. We limit access to your personal information to those who have a genuine business need to know it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.

We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.
 

11. Your rights

Under data protection law, you have rights including:

  • Your right of access – You have the right to ask us for copies of your personal data.
  • Your right to rectification – You have the right to ask us to rectify personal data you think is inaccurate. You also have the right to ask us to complete personal data you think is incomplete.
  • Your right to erasure – You have the right to ask us to erase your personal data in certain circumstances.
  • Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal data in certain circumstances.
  • Your right to object to processing – You have the right to object to the processing of your personal data in certain circumstances.
  • Your right to data portability – You have the right to ask that we transfer the personal data you gave us to another organisation, or to you, in certain circumstances.
  • Rights related to automated decision making, including profiling -You have the right not to be subjected to a decision based solely on automated processing (including profiling) which may significantly affect you. We do not make any recruitment decisions, solely using automated decision-making technologies. 

In most cases we will deal with your request as soon as possible and at the latest within one calendar month of the request. If we need to extend the time period for responding to your request, we will let you know within the one-month period. We do not charge a fee for any such requests, unless there are exceptional circumstances.

If you wish to exercise any of your rights, please contact our Data Protection Office via email on data.protection@icaew.com.
 

12. Complaints

If you have any concerns about the personal data we use about you, you have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues, by contacting them at www.ico.org.uk. We would, however, appreciate the chance to deal with your concerns before you approach the ICO, so please feel free to contact us in the first instance.

 

Last Updated 24 January 2022

 

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