1. Background

1.1 IWM takes your privacy seriously. This privacy policy sets out how we use and protect any information about you which is obtained via this website. We may change this policy from time to time by updating this page. You should check this page periodically to ensure that you are happy with any changes. This policy is effective from 1 August 2014

1.2 If you have any queries about the content of this policy, please email recruit@iwm.org.uk

2. Policy Summary

2.1 We respect your privacy and take great care with the information we obtain. We only ask for personal data when it is necessary for the recruitment process or the operation of this site.

2.2 If we want to use your data for any purpose outside of the terms of this policy, we will ask you first.

3. What is covered by this policy

3.1 This policy covers all web pages on the IWM recruitment site https://iwm.tal.net

3.2 By submitting your personal data via this website you are agreeing to its use as set out by this policy.

4. Identity of the Data Controller

4.1 All personal data you submit to IWM via this site is controlled by IWM.

4.2 IWM has contracted WCN to manage the site and store the data you submit on IWM’s behalf. However your data remains the responsibility of IWM, who will ensure that it will be stored securely and only used in accordance with the UK Data Protection Act 1998 and this policy.

5. How do we collect personal information?

5.1 We respect your privacy and take great care with the information we obtain

5.2 IWM may collect the following about you via this website:

• Information you provide when opening an online application account (‘account data’). This will usually be your name, email address and password

• Information you provide when applying for jobs with IWM (‘application data’). This will be a mixture of personal data and sensitive personal data. Sensitive personal data consists of information as to your racial or ethnic origin, political opinions, trade union membership, health, sexual life, commission of criminal offences and/or involvement in criminal proceedings

• Information we gather via cookies: transactional data and information about how you arrived at the IWM website and what you did when you got here.

5.3 The terms of how we collect and use this data are outlined below.

6. Information You Submit: Account and Application Data

6.1 Your contact details and application data are confidential. We will ensure that these are stored securely and only used in accordance with the terms of this policy

6.2 Your application data will be used for the following purposes:

• To assess your suitability for the role(s) you have applied for

• To verify, where appropriate, the information you have submitted

• For equal opportunity monitoring purposes. This data will be aggregated and anonymised when used for reporting purposes

If we want to use your data for any other purpose, we will ask you first.

6.3 In acknowledging an application we are not verifying the content, accepting the application or making any offer of employment or engagement. We are not obliged to accept any applications.

6.5 IWM is an equal opportunity employer. All employment decisions are made purely on merit.

7. Information we collect: Cookies on this site

7.1 We may monitor your use of this website and record your email address for our internal purposes. This may be done via "cookies". Our website uses cookies to distinguish you from other users of the website or as part of the security of this site.

7.2 A cookie is a small file of letters and numbers that we put on your computer. Any cookie we set will only contain random but unique information which is set to expire when you close the browser. The cookie does not contain any personal or sensitive information.

7.3 The cookie information can only be used by the browser when it sends requests for new web pages to our servers - the browser will not allow the cookie to be used for any other purpose. The cookie information will always be protected by strong encryption whenever the content is sent to us. The use of these cookies are essential for the correct and secure operation of our website.

7.4 Cookies are attached to a domain

7.5 Cookies include:

• This cookie helps us ensure your privacy by protecting against 'bad' people trying to submit information on your behalf without you knowing.

• wcn_status: This may be set for users visiting https://iwm.tal.net

• If you log in then this cookie allows us to remember that you have provided login detail and can associate all further input with your login account. If you do not login then the 'session' cookie allows us to link together any information you enter on different pages while on our site so that, if you do login later, then we can record that information against your user account. wcn_session: This may be set for users visiting https://iwm.tal.net

8. Who we share your information with

8.1 We will share your information with:

8.2 Those, in IWM and externally, who are involved in controlling the recruitment process for the post you have applied for

8.3 WCN, who is specifically contracted to manage data collected via this site for IWM in accordance with its instructions. WCN and any third party storage providers it uses are required to store data securely and confidentially and can only use it in accordance with IWM’s written instructions. The data you submit via this site will always be stored in countries situated in the European Economic Area.

8.4 IWM does not sell or share information submitted via this website with other external organisations, unless it is necessary for the purposes stated in this policy or if there is a legal requirement to do so.

9. Your Rights

9.1 You can view the application data you have submitted at any time by logging into your account. You are free to update and correct your details, up until the time they are submitted in an application.

9.2 Information you have submitted as part of a job application cannot be edited, updated or changed once it is submitted.

9.3 You also have the right to submit a request for a copy of the personal data we hold about you, whether submitted as an application or otherwise. You should do this by sending a written request, stating who you are and the data you wish to see to. Please note that we may ask for further information to verify your identity.

9.5 If you believe the personal data we hold about you is incorrect (and you cannot update it yourself via your account), please notify us at recruit@iwm.org.uk. If the data is found to be incorrect we will take steps to resolve the situation.

10. Security

10.1 We are committed to ensuring your information is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect online. All the information you submit via this website is stored securely and managed in accordance with the Data Protection Act.

10.2 You should always take the following steps when submitting personal information to any websites:

• Always check the privacy policy of the website before you submit your data. Make sure you are clear about how it will be used and who the site will share it with

• If you have an account, keep your password secure and do not share it.

• Regularly change your passwords, make them at least 8 characters and do not use obvious keywords or references. Use a mixture of characters, symbols and numbers

• Don’t use the same password for different accounts. This means that whoever has access to one password can access all your online accounts

• Be very careful when submitting financial information such as credit card or bank details. Only submit these via secure websites (look for the padlock in the address bar)

11. Ownership

This policy is owned by the IWM Director of Business and Governance.

It was approved on 14 August 2014 will be reviewed in 2016

Although this is an IWM website it is hosted and operated by our partner, WCN. Their contact information is World Careers Network OLC, 5-7 Bridgeworks, The Crescent, London, SW19 8DR.