earliest opportunity so they aware of how their information will be processed by us and aware of their rights in relation to that information.

ASTRiiD is expressly designed to help those members of the invisible talent pool who have long term health conditions. Potential employers will therefore reasonably infer that all candidates using ASTRiiD have long term health conditions. If you do not wish potential employers to make this inference, we respectfully request that you do not use ASTRiiD Services.

Other than confirmation that you have a long term health condition, it is ASTRiiD’s policy that we do not ask for or collect any other sensitive data. We therefore ask that you please do not reveal any other sensitive data about yourself or others in any communication with us.

If you do reveal sensitive data, for example by in an email, you will be giving express consent for us to process that information by storing the email or other communication.

Information received from 3rd parties

We occasionally receive referrals of potential employers from people who support ASTRiiD. We will typically receive a name and an email address and/or a phone number.

3. How we use your information

Our primary purpose in collecting your information is to provide you with a successful job matching experience. By submitting your information to ASTRiiD and using ASTRiiD Services you agree that we may use your information for the following purposes:

Providing the job matching service

As a candidate, we will use your information as follows:

• To match your skills, experience and location with open roles;
• To share your skills and experience with potential employers;
• To facilitate contact with employers who would like to engage with you;
• To assist in the successful completion of the hire; and
• To administer any promotion, survey or competition that you enter via our website. As a point of contact at a potential employer, we will use your information as follows:

• To discuss whether you would like to register with us as a prospective employer;
• To facilitate contact with candidates who would like to engage with you;
• To assist in the successful completion of the hire; and
• To administer any promotion, survey or competition that you enter via our website.

Communication and customer service

We may communicate with our users via email, phone and other methods for the purposes of:

• assisting the conclusion of a successful hire;
• responding to requests for customer service;
• resolving complaints from candidates and prospective employer contacts;
• carrying out collection activities;
• resolving disputes about billing or transactions; and
• conducting customer surveys. We use your email address to:

  confirm your registration with ASTRiiD;

To support our business and provide services to you

ASTRiiD works with third-party service providers who provide important functions that allow us to deliver our job matching service.

This includes business partners under contract with us who support our business operations, such as running our website. We need to disclose user data to them from time to time so that the services can be performed. Our contracts dictate that these business partners only use your information in connection with the services they perform for us, and not for their own benefit.

By accepting this Privacy Policy and maintaining an account with ASTRiiD, you expressly consent to the transfer of your data to those third parties for the purposes listed.

Where required by law

We may disclose necessary information to the police and other law enforcement agencies, governmental bodies, regulatory authorities and other third parties, where we are legally compelled and/or permitted to do so.

Mergers and acquisitions

It is possible that in the future ASTRiiD could buy, merge with, or be acquired by, another organisation. We may disclose your information to the prospective seller or buyer of such business or assets, along with its professional advisers. If ASTRiiD or a substantial proportion of its assets are acquired by a third party, information held by us about our customers will be transferred to the successor organisation, which would continue to be bound by this Privacy Policy unless and until it is amended.

Analytics and search engine providers

We share your IP address with analytics and search engine providers that assist us in the improvement and optimisation of our site.

Third party websites

Our site may, from time to time, contain links to the websites of organisations that support us, report our activities or offer complementary services.

ASTRiiD is committed to adequately protecting your information regardless of where the data resides and to providing appropriate protection for your information where such data is transferred outside of the EEA.

The information that we collect from you may be transferred to, and stored in, a country outside the European Economic Area (EEA). It may also be processed by staff operating outside the EEA who work for us or for our suppliers. We will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this privacy policy.

The laws in some countries may not provide as much legal protection for your information as in the EEA. In these circumstances, our policy to protect your data is to rely on findings of adequacy by the European Commission.

Please note that these websites have their own privacy policies and we do not accept any responsibility or liability for those policies. Please check those policies before you submit any information to third party websites.

6. Transferring data overseas

European Commission (for countries in scope of those findings), the EU-US Privacy Shield (for transfers to the USA) or standard contractual clauses adopted by the European Commission or the UK Information Commissioner (for all other countries).

By submitting your information and making use of ASTRiiD Services, you agree to such transfers, storing or processing. We will take all steps reasonably necessary to ensure that your information is treated securely and in accordance with this Privacy Policy.

We will do our best to protect your information, however we cannot guarantee the security of your information transmitted to our site or sent to us by email or other non-secure electronic methods; any such transmission is at your own risk. Once we have received your information, we will use protective procedures and security features to try to prevent unauthorised access.

7. Data Retention Policy

It is our policy to retain personal data for 5 years after the closure of an account so that we can

monitor ongoing success rates. In some circumstances, such as an enquiry from a law enforcement agency, we may have to hold it longer. We may also retain information if required to protect our

interests, for example in case of litigation. When data falls outside those retention periods we will take steps to delete it from our system. Where you have asked us not to contact you, we will retain that information on a ‘do not contact’ list to reduce the risk of us contacting you in the future.

8. Systems Security Policy

ASTRiiD has security measures in place designed to prevent data loss, to preserve data integrity, and to control access to the data. Only authorised employees of ASTRiiD and our business partners processing data on our behalf have access to your personal data. All ASTRiiD employees and volunteers who have access to your personal data are required to comply with our privacy policy. All business partners are requested by ASTRiiD to ensure that any of their employees who have access to your personal data have signed non-disclosure agreements. Contracts with business partners acting as data processors for ASTRiiD involving personal data require an adequate level of security and require that personal data is processed only as instructed by ASTRiiD.

System security and monitoring

ASTRiiD is supported by Salesforce’s Community Cloud platform, which holds all candidate and employer contact details. A description of the security measures in place to protect your data can be found in the privacy policy at salesforce.com.

Where we use other hosted IT services, we rely on their integrated security measures and you can read their security policies for added reassurance.

Other personal information is held securely by our suppliers in secure data centres with high levels of physical and technical security, including using firewall systems, data encryption and anti-virus protection. They use security surveillance systems to detect and prevent illegitimate access to and activities on our systems.

Password security

To control access to our services, every customer is required to input a Username and Password. To help us protect your information, you are advised to do the following:

• Do not choose a password that could be easily guessed by another person.
• Avoid using personal information such as your name, birth date or telephone number, or ordinary words found in a dictionary.
• Memorise your password – do not write it down.
• Never reveal the password to anyone else. We will never ask you for your password and you should not disclose it to anyone claiming to work for us or our business partners.
• Do not use the same password on other services.

Customer responsibilities

We keep our security technology up-to-date to protect your information, but we do not have control over the devices you use to access ASTRiiD Services.

It is your responsibility to safeguard your online information and transactions by taking all reasonable measures which may include the following:

• Do not share your information or provide any opportunities for anyone to gain access to your information through your devices.
• Do not click on any internet link contained in an email which directs you to an ASTRiiD website. Always manually type our address https://www.astriid.org.uk into your internet browser.
• Log out and close your browser before visiting other websites once you have finished using the ASTRiiD website for the time being.
• Ensure that you use the latest version of your internet browser and that you have up-to-date anti-virus, firewall and other security software installed on your device.

9. Customer rights

You have the following rights:

To ask us to correct any information we hold about you if it is incorrect.

Whilst we endeavour at all times to keep your information accurate, we welcome your corrections. You can correct your profile at any time by logging onto your account via the ASTRiiD website.

To ask us to erase your information if we no longer have any reason to hold it, also known as the ‘right to be forgotten’.

Our Data Retention Policy (see section 7) explains the circumstances when we retain information, however outside of those periods we will delete your information in line with our data retention policy and on request. We will maintain a record that you made an erasure request to reduce the likelihood of us contacting you in the future but we will use that information for no other purpose.

To ask us to return to you information you provided to us, also known as ‘data portability’.

You can ask us to send you in electronic format the information you provided to us under our Terms and Conditions or under consent.

To ask us not to process your information where you previously gave consent or where we are exercising our legitimate interest.

If you make a request for us to stop processing your information, we will investigate to see if there is a compelling reason for processing to continue and will discuss the conclusion of the investigation with you.

You cannot object to processing which is a legal obligation or where we must process your information to satisfy a contract to which you are a party. If you previously gave consent and we processed your data on the basis of that consent, you cannot object to that past processing, however you can ask us to stop processing it in the future.

To ask not to be subjected to automated decision making and profiling.

ASTRiiD puts the human factor at the heart of our customer service. There are no circumstances when profiling or other automated decision making will have a legal impact on you. We do use an algorithm to make suggested matches, but this has no legal effect.

To ask for a copy of the information we hold about you.

We will endeavour to respond to your request within 30 days, however at time of high demand we may need 90 days to compile a full response.

To ask us not to process your information for marketing purposes.

You can do this by checking or unchecking certain boxes on the forms we use to collect your information, or by logging onto your account and managing your contact preferences, or by clicking on the ‘unsubscribe’ link at the foot of every marketing or promotional email.

The Data Controller

Contacting us with questions or requests

Complaints

If you believe that we have breached a privacy law with which we should comply, please send an email to us at [email protected]. We aim to respond in a reasonable time, normally within 30 days. Our administration team will look after your complaint and will give you additional information about how it will be managed.

Complaints to the UK Information Commissioner

You may exercise any of the above rights by contacting us at [email protected]

10. Contacting us

The Data Controller is ASTRiiD Limited, Registered office address : The Farmhouse, Oldfield Lane

Leverton Outgate, Boston Lincolnshire PE22 0AE, registered charity 1176645.

If you want to exercise your right to access your information or have any questions about this Privacy Policy, ASTRiiD’s information practices, or your dealings with ASTRiiD, you can contact us emailing us at [email protected] or by writing to us at the above address.

You have the right to complain to the UK Information Commissioner’s Office if you believe we have not handled your request in an appropriate manner. For information on contacting the Commissioner, please see their website.

11. Changes to this Privacy Policy

We may amend this Privacy Policy at any time, as new features are added to the ASTRiiD Services or as we incorporate suggestions from our customers. Any changes we may make will be posted here on our website, so please check back frequently.

Your continued use of our website after the posting of a new version of this Policy will constitute your acceptance of, and agreement to, any changes. If you disagree with the terms of this Privacy Policy, you may close your account at any time.