The Babraham Institute (BI) (we or us) is committed to protecting and respecting your privacy.
This policy (together with our Cookies Policy, Terms & Conditions and any other documents referred to) sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us. Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it.
For the purpose of the General Data Protection Regulation (GDPR), the data controller is the Babraham Institute, Babraham Research Campus, Cambridge, CB22 3AT
Information we may collect from you
Through our website (www.babraham.ac.uk), we may collect and process the following data about you:
- Information that you provide by filling in forms on our website. This includes information provided when applying to vacancies, contacting the Institute, reporting a problem or subscribing to services we may offer.
- If you contact us, we may keep a record of that correspondence.
- We may also ask you to complete surveys to help us improve our services, although you do not have to respond to them.
- When you browse the website, we collect details of your visits to our site including, but not limited to, traffic data, location data, weblogs and other communication data, as well as the resources that you access.
We may also access information from other sources when you interact with the Institute online:
- We can collect information about your interests and browsing behaviour from Google Analytics, Google AdWords, and social media providers such as Facebook, LinkedIn, and Twitter.
Personal information you provide us is stored on secure servers. The transmission of information via the internet is not completely secure. We do our best to protect your personal data but we cannot guarantee the security of your data transmitted to our site; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to prevent unauthorised access.
We 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.
How we use personal information
We use information held about you in the following ways:
- To respond to your enquiries and keep a record of our communications with you
- To ensure that content from our site is presented in the most effective manner for you and for your computer
- To provide you with information, events or services that you request from us or which we feel may interest you, where you have consented to be contacted for such purposes
- To allow you to participate in interactive features of our service, when you choose to do so
- To notify you about changes to our site
- To send you updates, information and newsletters if you request them
Collecting and using personal data
Personal data is used to keep you informed by providing information that you have subscribed to receive, for example, news, publications and events or to respond to individual requests and enquiries submitted (directly or those submitted via a webform). By supplying this information you are consenting to the Babraham Institute storing and using it for the purposes for which it was provided. We will not use your personal information to contact you unless you have specifically requested to receive information from us.
We will hold your personal data for no longer than necessary for the purposes explained in this document.
We collect and process personal data relating to job applications in a variety of ways, including through application forms, CVs, right to work documentation, interviews or other forms of assessment.
The information we collect about you includes
- your name, address and contact details, including email address and telephone number;
- details of your qualifications, skills, experience and employment history;
- information about your current level of remuneration;
- whether or not you have a disability for which the organisation needs to make reasonable adjustments during the recruitment process; and
- information about your entitlement to work in the UK.
We may also process special categories of data, such as information about ethnic origin, sexual orientation, religion or belief for the purpose of equal opportunities monitoring. This equality data is anonymised and retained for up to five years after the relevant recruitment process and contributes significantly to our equality4success programme.
Your data will be stored on your application record and on other IT systems (including email) and, where necessary to process your application, will be shared with members of the HR team and the interview panel for the role you have applied for.
We will not use your identifiable personal data for any purpose other than the recruitment exercise for which you have applied.
If your application for employment is unsuccessful, we will hold your data for 365 days after the end of the relevant recruitment process. After this period your data will be deleted or destroyed.
If your application for employment is successful, data gathered during the recruitment process will be transferred to your Human Resources file (electronic and paper based) and retained during your employment. The periods for which your data will be held will be provided to you in a new privacy notice.
You are under no statutory or contractual obligation to provide data as part of the application process however, if you do not provide the information, we may be unable to process your application.
Reasons we can collect and use your personal information
We rely on Article 6(1)(f) of the GDPR as the lawful basis on which we collect and use your personal data. That means that we can collect and use your personal data on the basis that it is necessary for the purposes of our legitimate interests, except where our interests are overridden by your privacy interests.
Our legitimate interests are carrying on our business, providing services to our clients, and raising awareness of the Institute online, in print, and in person.
Disclosure of your information
Our site may, from time to time, contain links to and from the websites of our partner networks and affiliates. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites.
We will not share your personal information with any other third party.
Under the General Data Protection Regulation you have a number of important rights free of charge. In summary, those include rights to:
- fair processing of information and transparency over how we use your use personal information
- access to your personal information and to certain other supplementary information that this Privacy Notice is already designed to address
- require us to correct any mistakes in your information which we hold
- require the erasure of personal information concerning you in certain situations
- receive the personal information concerning you which you have provided to us, in a structured, commonly used and machine-readable format and have the right to transmit those data to a third party in certain situations
- object at any time to processing of personal information concerning you for direct marketing
- object to decisions being taken by automated means which produce legal effects concerning you or similarly significantly affect you
- object in certain other situations to our continued processing of your personal information
- otherwise restrict our processing of your personal information in certain circumstances
For further information on each of those rights, including the circumstances in which they apply, see the Guidance from the UK Information Commissioner's Office (ICO) on individuals' rights under the General Data Protection Regulation.
If you would like to exercise any of those rights, please contact us (see below).
If you would like to unsubscribe from any email or newsletter you can also click on the 'unsubscribe' button at the bottom of the email or newsletter. It may take a few days for the change to take effect.
Challenging our use of personal data
We hope that we can resolve any query or concern you raise about our use of your information.
The General Data Protection Regulation gives you right to lodge a complaint with a supervisory authority, in particular in the European Union (or European Economic Area) state where you work, normally live or where any alleged infringement of data protection laws occurred. The supervisory authority in the UK is the Information Commissioner who may be contacted at ico.org.uk/concerns.
This privacy notice was published on 23rd May 2018 and last updated on 23rd May 2018
We may change this privacy notice from time to time. You should check this policy occasionally to ensure you are aware of the most recent version.
If you have concerns about how your data is being processed or would like to report a possible data breach please contact the Data Protection Officer: DPO@Babraham.ac.uk