Volunteers

RADICAL RECRUIT CIO – VOLUNTEER AGREEMENT 

Welcome to volunteering with Radical Recruit CIO.  

The following is for volunteer information and training purposes. By signing this, you are considered to have read, understood, and agree to the following volunteer policy provisions which comprise the Volunteer Agreement:

1. Volunteer Code of Conduct

2. Non-Disclosure

3. Safeguarding Procedures Policy

4. Complaints Policy

5. Privacy Policy for Candidates and Supporters

If you have any questions relating to the Volunteer Agreement, please put these in writing and send to:  volunteers@radicalrecruit.co.uk.

 We are also happy to schedule a call or a meeting on request to discuss any concerns and answer any questions that you may have.

Volunteer Code of Conduct

This Code of Conduct sets out what we can each reasonably expect from your volunteering role within Radical Recruit CIO. Radical Recruit CIO very much appreciates you giving your time to volunteer with us and is committed to providing volunteers with a supportive environment. We hope and expect that you will find your volunteer experience enjoyable and rewarding.

Volunteer Role 

• Your role as volunteer is set out in a role description that outlines the tasks and experience, we seek from volunteers. We offer monthly opportunities to volunteer at our workshops and flexibility in terms of your time commitment to the role.  You can register for our events and workshops by clicking on the relevant links in our regular bulletins.

• Your role may involve direct or indirect contact with children and vulnerable adults, all volunteers may be requested to hold a valid enhanced Disclosure and Barring Service (DBS) certificate. Roles which require a DBS certificate will be communicated to you at point of application and the cost of the application will be covered by Radical Recruit CIO. 

• DBS certificates may be required prior to commencement in specific roles.   The role Description will note any DBS requirement and you will not be able to start your role until a satisfactory DBS certificate is received.  In roles requiring a DBS, you will be asked to renew your certificate every 3 years.

Briefing and Training

We will provide an induction or briefing note explaining what we do and how volunteers fit within our organisation. We will also provide training to assist you to meet the standards we expect from volunteers and to ensure your health and safety.

Supervision and Support

Your main point of contact during your volunteering with us is Alisha Bobb. You will receive regular contact from Alisha to agree any targets for your volunteering role/s and discuss any problems or concerns you may have.

You will receive a debrief at the end of every volunteering session. Additional support can be requested by email:  volunteers@radicalrecruit.co.uk

We expect you to:

• Perform your role to the best of your ability at all times; 

• Adhere to the direction of and follow all reasonable requests of Radical Recruit CIO’s staff; 

• Support and/or participate in our projects without expectation of compensation beyond reimbursement of out-of-pocket expenses in accordance with our expenses policy;

• Please give Alisha Bobb as much notice as possible if you are unable to volunteer when expected; 

• Act lawfully and follow all applicable policies, procedures and standards at all times, when: on Radical Recruit CIO’s property and/or participating in any of our projects;  you are representing Radical Recruit CIO: including but not limited to the health and safety policy, our safeguarding and welfare procedures, the whistleblowing policy, the equal opportunities policy, the anti-harassment and bullying policy, the data protection policy, the no-smoking policy and the electronic information and communications systems policy; 

• Comply with the Bribery Act 2010; 

• Respect and uphold the reputation of Radical Recruit CIO at all times;

• Report immediately: all injuries and accidents occurring, whether to you and/or participants in any of our projects;

• Report any loss or damage to personal, participant or Radical Recruit CIO property whilst volunteering;

• Be courteous towards others; and

• Return all property belonging to Radical Recruit CIO on or before the last date of volunteering.

We expect you not to:

• Participate in any form of inappropriate behaviour or activity when volunteering or act in any way that brings Radical Recruit CIO into disrepute;

• Bully, harass or unlawfully discriminate;

• Give any advice on legal, medical or welfare issues (please refer all enquiries of this nature to Alisha

• Attempt to defraud Radical Recruit CIO in any manner; 

• Carry out volunteer duties when in an unfit state (whether due to the influence of alcohol, other drugs or otherwise)

• Carry out private trading on Radical Recruit CIO premises;

• Use Radical Recruit CIO name and/or brand and/or equipment to promote private trading;

• Share your personal details (for example, private telephone number, home or email address) nor seek this information from any members of the public unless agreed with a member of paid staff);

• Share confidential information (for example. security, account or password information) with anyone, including other personnel, family, or friends; and

• Expect tips, gratuities or other rewards from supporting or participating in any of our projects.

You can expect us to:

• Support and deal with you in accordance with our equal opportunities policy;

• Provide to you at our cost such clothing and/or equipment as we deem appropriate for the fulfilment of your volunteer role; and

• Provide appropriate guidance to you in preparation for and during the delivery of your volunteering with Radical Recruit CIO.

Insurance

We will provide adequate insurance cover for you while you are undertaking voluntary work approved and authorised by us.

Leaving/Ending this Agreement

We ask that you give us as much notice as possible if you want to stop volunteering with us.

Legal Status

This Volunteer Code of Conduct is binding in honour only and nothing in this Volunteer Code of Conduct is intended to form a legally binding contract or to create an employment relationship either now or at any time in the future between Radical Recruit CIO and our volunteers. However, please note the legal implications of you breaching your Non-Disclosure obligations detailed in section 2 below.

This Volunteer Code of Conduct may be cancelled, revoked or, superseded at any time at the sole discretion of Radical Recruit CIO. [The Code of Conduct may be cancelled at any time at your discretion].

Non-Disclosure

As a volunteer at Radical Recruit CIO, you will have access to (or may learn of) information of a confidential nature including information relating to Radical Recruit CIO, personal volunteer and candidates details.

When someone gives you confidential information, they need to be sure that we will not pass this on to anyone else without their prior permission. The only exception to this is if you have been party to any information which raises a concern to you, such as a safeguarding matter. In this case, you will be expected to share this with Emma Freivogel who is the nominated safeguarding officer at Radical Recruit CIO.  

Confidential information includes (but is not limited to) emails, words and presentations, printed documents including CV’s and Radical Recruit CIO profiles, loose notes, diaries, memoranda, drawings, photographs, electronic, magnetic and optical storage, and computer printouts.

While volunteering with Radical Recruit CIO you may come across information that is confidential. By signing this agreement, you agree that you will never disclose such confidential information to anyone outside of the project, subject to the exception outlined above.

You also agree to respect the intellectual property of Radical Recruit CIO and not to pass on any Radical Recruit CIO forms or documentation you may use while volunteering to anyone outside of the business.

Breaches of this agreement could result in termination of volunteering with Radical Recruit CIO and/or legal action taken against you.

Safeguarding Procedures Policy

Radical Recruit CIO makes a positive contribution to a strong and safe community and recognises the right of every individual to stay safe and free from harm.  Radical Recruit CIO has a responsibility to safeguard the people who come into contact with our services including volunteers.

Radical Recruit CIO may come into contact with children, young people and/or adults at risk of harm through the following activities:

• Pre-work support including one-to-one and group coaching, training, webinars;

• Recruitment consultancy including recruitment events; or

• Post-placement support including regular monitoring and review of candidate progress and welfare.

This policy seeks to ensure that Radical Recruit CIO undertakes its responsibilities concerning the protection of children, young people and/or adults at risk of harm and will respond to concerns appropriately. The policy establishes a framework to support paid and unpaid staff in their practices and clarifies the organisation’s expectations.  Safeguarding adults, children and young people is everyone’s business.

Definition of ‘a child’: A child is under the age of 18 (as defined in the United Nations Convention on the Rights of a Child).

Definition of ‘adult at risk’ An adult at risk is 'any person who is aged 18 years or over and at risk of abuse or neglect because of their needs for care and support'. (Care Act 2014 ).

The principal pieces of legislation governing this policy are:

• Working together to safeguard Children 2010

• The Children Act 1989

• The Adoption and Children Act 2002

• The Children Act 2004 

• Safeguarding Vulnerable Groups Act 2006

• Care Act 2014

• Public Interest Disclosure Act 1998

• The Police Act 1997

• Mental Health Act 2007

• NHS and Community Care Act 1990

• Rehabilitation of Offenders Act 1974

• Health and Care Act 2022

• Care Act 2014

• Mental Capacity Act 2005

• Equality Act 2010

• Human Rights Act 1998

• Data Protection Act 2018

• UK GDPR Act 2021

• Public Interest Disclosure Act 1998

• No Secrets 2000, a Government White Paper

Safeguarding is about embedding practices throughout the organisation to ensure the protection of children, young people and adults at risk of harm wherever possible. In contrast, child and adult protection is about responding to circumstances that arise.

Abuse is a selfish act of oppression and injustice, exploitation, and manipulation of power by those in a position of authority. This can be caused by those inflicting harm or those who fail to act to prevent harm. Abuse is not restricted to any socio-economic group, gender, or culture.

It can take several forms, including the following:

• Physical abuse

• Sexual abuse

• Emotional abuse

• Bullying

• Neglect

• Financial (or material) abuse

• Discriminatory abuse

• Organisational abuse

• Domestic abuse

• Modern Slavery

• Self-neglect (applies to adults only)

This may include a person who:

• Is elderly and frail.

• Has a mental illness including dementia.

• Has a physical or sensory disability.

• Has a learning disability.

• Has a severe physical illness.

• Is a substance misuser.

• Is homeless.

• Is in or has left prison

• Is in or has left care

Personal characteristics that may increase risk include:

• Not having the capacity to make decisions about their safety including fluctuating mental capacity associated with mental illness and other conditions.

• Communication difficulties.

• Physical dependency - being dependent on others for personal care and activities of daily life.

• Low self-esteem.

• Experience of harm/abuse.

• Childhood experience of harm/abuse.

Social and situation factors that may increase risk include:

• Being cared for in a care setting where care is dependent on others.

• Not getting the right amount of the right kind of care that they need.

• Isolation and social exclusion.

• Stigma and discrimination.

• Lack of access to information and support.

• Being the focus of anti-social behaviour.

All staff (paid or unpaid) have a responsibility to follow the guidance provided in this policy and related policies and to pass on any welfare concerns using the required procedures.

We expect all staff (paid or unpaid) to promote good practice by being an excellent role model, contribute to discussions about safeguarding and to positively involve people in developing safe practices.

Additional specific responsibilities

Radical Recruit has a responsibility to ensure:

• The policy is in place and appropriate.

• The policy is accessible.

• The policy is implemented. 

• The policy is monitored and reviewed. 

• Appropriate standards of work from the Designated Senior Manager 

• Sufficient resources (time and money) are allocated to ensure that the policy can be effectively implemented. 

• Promote the welfare of children, young people, and adults at risk of harm.

• Ensure staff (paid and unpaid) have access to appropriate training/information.  

• Receive staff concerns about safeguarding and respond to all seriously, swiftly, and appropriately. 

• Keep up to date with local arrangements for safeguarding and DBS requirements.

• Develop and maintain effective links with relevant agencies. e.g. through attendance at strategy meetings, initial case conferences, core groups. CAF meetings.

• Take forward concerns about responses. 

The Designated Senior Manager/lead officer is Emma Freivogel, CEO.

The scope of this Safeguarding Policy is broad-ranging and in practice, it will be implemented via a range of policies and procedures within the organisation. These include:

• Grievance and disciplinary procedures – to address breaches of procedures/policies.

• Health and Safety policy, including lone working procedures, mitigating risk to staff and clients.

• Equal Opportunities policy– ensuring safeguarding procedures are in line with this policy, particularly around discriminatory abuse and ensuring that the safeguarding policy and procedures are not discriminatory.

• Data protection (how records are stored, processed and access to those records)

• Confidentiality (or limited confidentiality policy) ensuring that service users are aware of your duty to disclose.

• Staff induction

• Staff training

Safe recruitment

Radical Recruit CIO ensures safe recruitment through the following processes:

• Providing the following safeguarding statement in recruitment adverts or application details –‘We recruit in line with safe recruitment practices.’

• Job or role descriptions for all roles involving contact with children, young people and/or adults at risk of harm will contain reference to safeguarding responsibilities.

• There are person specifications for roles which contain a statement on core competency concerning child or adult protection/ safeguarding.

• Interviews are conducted according to equal opportunity principles and interview questions are based on the relevant job description and person specification.

• DBS checks will be conducted for specific roles for all staff (paid or unpaid) working with children, young people, and adults at risk of harm. Portable/ carry over DBS checks from another employer will not be deemed to be sufficient. It is a criminal offence for individuals barred by the ISA to work or apply to work with children or vulnerable adults in a wide range of posts.

• No staff are confirmed in post before checks for suitability are completed (including DBS and 2 references). 

Disclosure and Barring Service Gap Management

The organisation commits resources to provide Disclosure and Barring Service checks on staff (paid or unpaid) whose roles involve contact with children, young people and adults at risk of harm.

To avoid DBS gaps, Radical Recruit CIO will ensure established staff and roles are regularly reviewed through:

• A three-year rolling programme of renewing DBS checks for holders of all identified posts.

• Existing staff (paid or unpaid) who transfer from a role which does not require a DBS check to one which involves contact with children, young people or adults at risk will be subject to a DBS check. 

Service delivery contracting and sub-contracting.

• There are systematic checking of safeguarding arrangements of partner organisations.

• Safeguarding will be a fixed agenda item on any partnership reporting meetings.

• Contracts and memorandums of agreement for partnership delivery work will include clear minimum requirements, arrangements for safeguarding and non-compliance procedures’.

Radical Recruit CIO commits resources for induction, training of staff (paid and unpaid), effective communications and support mechanisms concerning Safeguarding. The induction will include:

• Discussion of this Safeguarding Policy (and confirmation of understanding);

• Discussion of other relevant policies;

• Ensure familiarity with reporting processes, the roles of line manager and Designated Senior Manager (and who acts in their absence); and

• Initial training on safeguarding including safe working practices, safe recruitment and adult safeguarding. 

Training

All staff who, through their role, are in contact with children, young people, and adults at risk of harm will have access to safeguarding training at an appropriate level. Sources and types of training will include Safeguarding Level 2 Training for all candidate facing roles and the Radical Recruit CIO team.

Communications and discussion of safeguarding issues

Commitment to the following communication methods will ensure effective communication of safeguarding issues and practice:

Inclusion of safeguarding as a regular agenda item across the following communications and discussions include:

• team meetings;

• SLT meetings;

• One to one meetings (formal or informal) and;

• Participation in multi-agency safeguarding procedures and meetings to be involved in child/adult protection procedures as required;

• Provision of a clear and effective reporting procedure which encourages reporting of concerns;

• Encouraging open discussion (e.g., during supervision and team meetings) to identify any barriers to reporting so that they can be addressed; and

• Inclusion of safeguarding as a discussion prompt during supervision meetings/ appraisals to encourage reflection.

Support 

We recognise that involvement in situations where there is risk or actual harm can be stressful for the staff concerned. The mechanisms in place to support staff include:

• Debriefing support for paid and unpaid staff so that they can reflect on the issues they have dealt with;

• Seeking further support as appropriate e.g., access to counselling; and 

• Staff who have initiated protection concerns will be contacted by the line manager /Designated Safeguarding Officer within 24 hours.

Professional Boundaries

Professional boundaries are what define the limits of a relationship between a support worker and a client. They are a set of standards we agree to uphold that allows this necessary and often close relationship to exist while ensuring the correct detachment is kept in place.

Radical Recruit CIO expects staff to protect the professional integrity of themselves and the organisation.

The following professional boundaries must be adhered to:

• Giving and receiving gifts from candidates – Radical Recruit CIO does not allow paid or unpaid staff to give gifts to or receive gifts from clients. However, gifts may be provided by the organisation as part of a planned activity’.

• Staff contact with user groups - Personal relationships between a member of staff (paid or unpaid) and a client who is a current service user is prohibited by Radical Recruit. 

It is also prohibited to enter into a personal relationship with a person who has been a service user over the past 12 months.

The following policies also contain guidance on staff (paid or unpaid) conduct: Staff Code of Conduct, Volunteer Code of Conduct, Conflicts of Interest and Professional Boundaries policy.

The process outlined below details the stages involved in raising and reporting safeguarding concerns at Radical Recruit CIO.

1. Make sure you are in a place of safety, never put yourself at risk of harm.

2. Call 999 if you or somebody else are in immediate danger or if a crime is in process, or if a person presents as seriously unwell or injured (even if they ask you not to).

3. Listen without judgement should a person disclose they are being abused – never promise to keep it a secret.

4. Don’t make assumptions or confront the alleged perpetrator.

5. Report your concerns to your line manager or the Designated Safeguarding Officer as soon as reasonably practicable.

6. The Designated Safeguarding Officer will talk to the person who is suspected of being abused or at harm.

7. The relevant member of staff or Designated Safeguarding Officer will complete the Local Authority Safeguarding Vulnerable Groups Incident Report Form if required and submit to the local authority within 24 hours of making a contact

• In the case of a child, a referral to the relevant authority (including the relevant Safeguarding Children’s Board) will be submitted if there is any doubt regarding their safety or welfare.

• In the case of an adult, a decision to submit a safeguarding concern will be based on capacity and consent.   Where there is any doubt, Radical Recruit will seek advice from the relevant authorities.

1. The relevant Line Manager or Designated Safeguarding Officer will ensure that feedback from the Local Authority is received and their response recorded.

Every local authority has a process for reporting, and this will be adopted by Radical Recruit CIO.  Radical is expected to complete the local authorities initial contact form when informing them of a concern about a child or young person under the age of 18. The use of this form and compliance with the policy will be mandatory.

If the immediate manager is implicated, then their line manager or peer will make the report.

Allegations Management

Radical Recruit CIO recognises its duty to report concerns or allegations against its staff (paid or unpaid) within the organisation or by a professional from another organisation.

The process for raising and dealing with allegations is as follows:

1. Any member of staff (paid or unpaid) from Radical Recruit CIO is required to report any concerns in the first instance to their line manager/ safeguarding manager/ peer at which time a written record of the concern will be completed by the individual receiving the report.

2. Contact local authority for advice.

3. Follow the advice provided.

Radical Recruit CIO recognises its legal duty to report any concerns about the unsafe practice by any of its paid or unpaid staff to the Independent Safeguarding Authority (ISA), according to the ISA referral guidance document.

Monitoring

The organisation will monitor the following Safeguarding aspects:

• Safe recruitment practices 

• DBS checks undertaken.

• References applied for new staff.

• Records made and kept of supervision sessions.

• Training – register/ record of staff training on child or adult at risk protection.

• Monitoring whether concerns are being reported and actioned.

• Checking that policies are up to date and relevant.

• Reviewing the current reporting procedure in place.

• Ensuring a Designated senior manager responsible for Safeguarding is in post.

Managing information

Information will be gathered, recorded, and stored in accordance with the following policies: Data Protection, GDPR and Privacy and Confidentiality.

All staff must be aware that they have a professional duty to share information with other agencies to safeguard children and adults at risk. The public interest in safeguarding children and adults at risk may override confidentiality interests. However, the information will be shared on a need-to-know basis only, as judged by the Designated Safeguarding Officer.

All staff are aware that they cannot promise candidates or their families/ carers that they will keep secrets.

All staff and volunteers should review this policy on commencement in their role and following updates and reviews of the policy.

The Designated Safeguarding Officer is:  Kirsty Palmer

Email:  kirsty@radicalrecruit.co.uk

Call:  07889598569

Complaints Policy

If you are unhappy about any of Radical Recruit CIO’s service, please speak to the relevant staff member, manager or Director. If you are unhappy with an individual in Radical Recruit CIO sometimes it is best to tell him or her directly. If you feel this is difficult or inappropriate, then speak to the staff member's manager or the Director.

Often, we will be able to give you a response straight away. When the matter is more complicated, we will give you at least an initial response within five working days.

If you are not satisfied with our response or wish to raise the matter more formally, please write to the CEO. All written complaints will be logged. You will receive a written acknowledgment within three working days. The aim is to investigate your complaint properly and give you a reply within ten working days, setting out how the problem will be dealt with. If this is not possible, an interim response will be made informing you of the action taken to date or being considered.

To make a complaint to the Founder, please email:  emma@radicalrecruit.co.uk

Finally, please also let us know if you are happy with Radical Recruit CIO’s services.

Privacy Policy for Candidates and Supporters

Radical Recruit is a personal data controller in its own right. This means that Radical Recruit is responsible for deciding how it holds and uses personal information about you. You are being sent a copy of this privacy notice to ensure transparency and compliance with the UK General Data Protection Regulation (UK GDPR). As a personal data controller, Radical Recruit has a responsibility to protect the privacy rights of individuals whose personal data it collects, processes, and stores. By providing this privacy notice, Radical Recruit is fulfilling its obligation to inform individuals about how their personal data will be used, the purposes for which it will be used, and how long it will be retained. This notice also helps to build trust with individuals and demonstrates Radical Recruit's commitment to protecting their privacy rights. This document aims to make you aware of how and why your personal data will be used, namely for the purposes of the recruitment exercise, and how long it will usually be retained for. It provides you with certain information that must be provided under the UK General Data Protection Regulation (UK GDPR). 

Data Protection Principles 

Whenever we are processing your personal data, Radical Recruit will comply with data protection law and principles, which means that your data will be:

• Used lawfully, fairly and in a transparent way;

• Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes;

• Relevant to the purposes we have told you about and limited only to those purposes;

• Accurate and kept up to date;

• Kept only as long as necessary for the purposes we have told you about; and

• Kept securely.

The type of personal information we collect. 

To carry out our core recruitment activities, we collect, store, and use personal data about you which may include:

• Your name and title

• Date of birth and/or age

• Address and postcode including 5-year address history.

• Gender

• Dependants

• Private and corporate e-mail address

• phone number

• Employment history

• Education history

• Financial personal data and compliance documentation including salary information.

• References verifying your qualifications and experience.

• Documents that verify your right to work in the United Kingdom

• Curriculum vitae

• Photographs

• Employment details and preferences

• Links to your professional profiles available in the public domain e.g. LinkedIn, Twitter, Facebook for Business or corporate website

• Bank details 

Some of the personal data we collect about you is considered as being sensitive personal data, which requires a higher level of protection. This may include:

• Race or ethnicity

• Religion

• Sexual preferences

• Cultural requirements 

• Alcohol and other drug use

• Trade union membership

• Disability or other illness, physical or mental health including any medical condition, health, and sickness records, including:

  • how your disability affects you at work

  • records relating to your leaving employment for reason of ill-health, injury, or disability; and

  • details of any absences (other than holidays) from work including time on statutory parental leave and sick leave

• Criminal convictions/offending behaviour

• Experience of homelessness

• Experience of the care system

• Experience in the armed forces

• Your refugee status

• Experience of domestic violence

How we collect your personal data 

Most of the personal information we process is provided to us directly by you. However, we also receive personal data indirectly, including from the following sources:

• Any relevant social media sites such as LinkedIn, Twitter, Facebook, Instagram, etc

• Corporate websites 

• Job board websites 

• Online CV libraries

• Your business card

• Personal recommendations 

• Former or present employers 

• Background check agencies

• Job Centre Plus

• Disability consultants and assessors

• Commissioners and funders

• Statutory services including social workers, probation officers and personal assistants,

• Educational establishments.

• Third party referral and inclusion partners including charities and not for profit organisations.

How we use your information

• if you are a supporter, we will primarily use the personal data that you provide to us to contact you about our work, fundraising and events.

• if you are a candidate, we will primarily use your personal data to allow us to perform our contract with you to facilitate placing you with a partner organisation.  However, we may also use your personal data to do the following:

  • Decide about your engagement with a partner organisation.

  • Make decisions or recommendations about tools and equipment that can enable you to do your job.

  • Check you are legally entitled to work in the UK.

  • Administer the contract for service that we have entered into with you.

  • Assess qualifications for a particular job or task with a partner organisation.

  • Make decisions about your continued engagement with us.

  • Make arrangements for the termination of our working relationship.

  • Education, training, and development requirements prior to your engagement with a partner organisation

  • Ascertain your fitness to work with a partner organisation.

  • Comply with our health and safety obligations.

  • Prevent fraud.

  • Administer the Radical Relief Fund 

  • Reimburse out of pocket expenses.

  • Refer you to appropriate sources of support.

  • Report on the impact of our work

We may share this information with trusted third-party vendors: 

Sharing personal data with third-party entities is a necessary part of running an organisation that provides recruitment services to people who may diverse life experiences or have protected characteristics under the law. Below are some examples of why we might share data with these parties, our legal basis for sharing the data, and where they will hold data:

B-Radical: As a recruitment agency, B-Radical may need access to personal data such as a candidate's name, address, and employment history to find suitable job opportunities. The legal basis for sharing this data is to fulfil the legitimate interests of both the job seeker and the recruiter. The data is likely to be held in their CRM system.

Talisman CRM: Talisman CRM provides customer relationship management services to organisations like ours. We may share personal data with them to manage our relationships with clients, donors, and volunteers. The legal basis for sharing this data is to fulfil our contractual obligations to Talisman CRM, who will hold the data in their CRM system.

Fluid IT: IT services providers like Fluid IT may have access to personal data to maintain and improve our technology systems, including hardware, software, and networks. The legal basis for sharing this data is to fulfil the legitimate interests of our organisation. Data will be held securely on their servers.

Shazamme and Word Press: Shazamme and Word Press are website providers, and we may share personal data with them to manage and update our website. The legal basis for sharing this data is to fulfil the legitimate interests of our organisation. The data is likely to be held on their servers.

Funders and Commissioners: Funders and commissioners provide financial support to our organisation and may require access to personal data to monitor our activities and assess our impact. The legal basis for sharing this data is to fulfil our contractual obligations to our funders and commissioners. Data may be held by them or by third-party auditors or evaluators.

Volunteers: We may need to share personal data with volunteers to facilitate their involvement with our organisation. The legal basis for sharing this data is to fulfil the legitimate interests of both the volunteer and our organisation. The data may be held in our CRM system or on paper files.

Potential or current employers/clients: We may share personal data with potential or current employers or clients to facilitate job placements or service provision. The legal basis for sharing this data is to fulfil the legitimate interests of both parties. The data is likely to be held in their HR or CRM systems.

Statutory services including the Job Centres: We may share personal data with statutory services such as the Job Centres to facilitate job placements or access to benefits. The legal basis for sharing this data is to fulfil our legal obligations and the legitimate interests of the individual. Data will be held in their systems.

Charities or organisations providing relevant services that we do not offer: We may share personal data with charities or organisations that provide complementary services to ours, such as the Fuel Bank Association or Suited and Booted. The legal basis for sharing this data is to fulfil our legitimate interests and to provide the best service possible to our clients. Data may be held in their CRM or on paper files.

Training Providers: We may share personal data with training providers to facilitate training for our staff or clients. The legal basis for sharing this data is to fulfil our contractual obligations. The data may be held in their CRM or on paper files.

Associate consultants including Disability Assessors and Trainers: We may share personal data with associate consultants to facilitate assessments or training for our clients. The legal basis for sharing this data is to fulfil our contractual obligations. The data may be held in their CRM or on paper files.

Other trusted third-party vendors: We may share personal data with other trusted third-party vendors to provide services such as printing or data processing. The legal basis for sharing this data is to fulfil our legitimate interests and to provide the best service possible to our clients. Data may be held in their systems or on paper files.

It is important to note that when sharing personal data with third-party entities, we have a legal obligation to ensure that appropriate measures are taken to protect the data and that the data is only used for the purposes for which it was shared. We will also ensure that appropriate contracts are in place with these parties, outlining our expectations and requirements for data handling and processing.

Our legal basis for sharing this data is to fulfil our contractual obligations, our legitimate interests, or our legal obligations. Third-party entities are likely to hold data in their own systems, and we will take appropriate measures to ensure that the data is protected and used only for the purposes for which it was shared.

Under the UK General Data Protection Regulation (UK GDPR), the lawful bases we rely on for processing this information are: 

• Consent – we may be able to offer you a choice as to whether or not we collect, store, share or otherwise process your personal data. This will be made clear to you and will not be done unless we have your consent;

• Contract – in some cases we need to collect personal data to fulfil a contract, this personal data will always be anonymised.  For example, where we are required to report on candidate diversity;

• Legitimate interest – where processing is necessary for the purposes of our legitimate interests, except where such interests are overridden by your interests or fundamental rights and freedoms which require protection of personal data;

• Legal obligation – sometimes we may need to store and share personal data where we have a legal obligation to do so.  For example, we may need to store personal data to comply with health and safety legislation; and/or

• Public interest – where we are working to assist with public law we will collect your personal data under public interest. We will be clear about why we have to collect this personal data, how it will used, who you can expect it to be shared with and why.

When processing special category and criminal conviction data, organisations operating within the UK must comply with the UK General Data Protection Regulation (UK GDPR) and ensure they have a lawful basis for processing such data. The UK GDPR provides specific legal bases for processing this type of data, which include:

• Explicit consent – where you have given explicit consent to the processing of your special category or criminal conviction data for the purposes for which it was collected.

• Contract – where the processing of special category or criminal conviction data is necessary for the performance of a contract with you.

• Substantial public interest – where the processing of your special category or criminal conviction data is necessary for reasons of substantial public interest, provided that there is a legal basis in UK law to do so.

• Legal claims - the processing of special category or criminal conviction data is necessary for the establishment, exercise, or defence of legal claims.

• Employment, social security, and social protection - where the processing of your special category or criminal conviction data is necessary for the purposes of supporting you to acquire and sustain employment.

• Vital interests - the processing of special category or criminal conviction data is necessary to protect the vital interests of you or another person where the individual is physically or legally incapable of giving consent.

• Public interest in the area of public health – where the processing of your special category data is necessary for reasons of public interest in the area of public health.

Organisations must ensure that any processing of special category or criminal conviction data is necessary and proportionate to the purpose for which it is processed, and that appropriate safeguards are in place to protect individuals' rights and freedoms. In addition, organisations must be transparent about their processing activities and provide individuals with information about how their personal data is being used.

How we store your personal information 

Your information is securely stored.

We retain different types of data for differing periods. The criteria we use to determine whether we should retain your data and how long for includes:

• The nature of the personal data

• Its perceived accuracy of your data

• Your engagement levels with our services

• Our legal obligations following an offer or when a placement has been made.

We may archive part or all of your data, or retain it on our financial systems but delete all or part of it from our recruitment software system. On removal, we may anonymise parts of your data – particularly following a request for suppression or deletion of your data – to ensure we do not re-enter your data to our database unless you have requested us to do so.

Our current retention period for data on candidates who have not been placed or are no longer showing any signs of engagement with our website or via any other modes of contact including by phone and email is three years.

Where we store your person information

Your personal data is stored securely on our internal systems, and we currently hold a Cyber Essentials Plus certificate to prove that we do everything possible to protect the data we hold from cyber-attacks.    Our servers are stored within the EEA and are subject to strict security controls.

Your data protection 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 information. 

• Your right to rectification - You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete. 

• Your right to erasure - You have the right to ask us to delete or remove personal information where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal information where you have exercised your right to object to processing (see below). 

• Your right to restriction of processing - You have the right to ask us to suspend the processing of personal information about you, for example if you want us to establish its accuracy or the reason for processing it.

• Your right to object to processing – You have the right to object to the processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal information for direct marketing purposes.

• Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

Please contact us at: 

kirsty@radicalrecruit.co.uk 

phone number: 07889 598569

 if you wish to make a request.

Changes to this Privacy Notice 

We reserve the right to update this privacy notice at any time, and we will provide you with a new privacy notice when we make any substantial updates. We may also notify you in other ways from time to time about the processing of your personal information.

How to complain

If you have any concerns about our use of your personal information, you can make a complaint to us at: 

kirsty@radicalrecruit.co.uk 

phone number: 07889 598569

 if you wish to make a request.

You can also complain to the ICO if you are unhappy with how we have used your data.

The ICO’s address:            

Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

Helpline number: 0303 123 1113

ICO website: https://www.ico.org.uk

Changes to this policy

Any changes we make to our privacy policy will be posted on our website and, where appropriate, you will be notified by e-mail. Please check back frequently to view any updates or changes to our privacy notice or for any further information please email hello@radicalrecruit.co.uk