West Midlands Care Association Data Privacy Policy  

This Privacy Policy outlines West Midlands Care Association (" we ", " our "," the Association " or " the Company ") practices with respect to information collected from users who access our websites www.wmca.care www.proud2.care www.helpmefind.care (" Sites "), or otherwise share personal information with us (collectively: " Users "). 

Processing of your personal information (meaning, any information which may potentially allow your identification with reasonable means; hereinafter " Personal Information ") is necessary for the performance of our contractual obligations towards you and providing you with our services, to protect our legitimate interests and for compliance with legal and financial regulatory obligations to which we are subject.

When you use the Site or use one of our products or services (eg an event booking), you consent to the collection, storage, use, disclosure and other uses of your Personal Information as described in this Privacy Policy.

We encourage our Users to carefully read the Privacy Policy and use it to make informed decisions. 

We collect two types of data and information from Users. 

The first type of information is un-identified and non-identifiable information pertaining to a User(s), which may be made available or gathered via your use of the Site (“ Non-personal Information ”). We are not aware of the identity of a User from which the Non-personal Information was collected. Non-personal Information which is being collected may include your aggregated usage information and technical information transmitted by your device, including certain software and hardware information (e.g. the type of browser and operating system your device uses, language preference, access time, etc.) in order to enhance the functionality of our Site. We may also collect information on your activity on the Site (e.g. pages viewed, online browsing, clicks, actions, etc.).

The second type of information Personal Information which is individually identifiable information, namely information that identifies an individual or may with reasonable effort identify an individual. Such information includes:

• Device Information: We collect Personal Information from your device. Such information includes geolocation data, IP address, unique identifiers (e.g. MAC address and UUID) and other information which relates to your activity through the Site.
  
• Registration information: When you use our site to book events for example you will be asked to provide personal information such as name, email address and the name of the company you work for
  

We do not rent, sell, or share Users’ information with third parties except as described in this Privacy Policy.

We may use the information for the following:

• Communicating with you – sending you notices regarding our services, providing you with technical information and responding to any customer service issue you may have;
  
• To communicate with you and to keep you informed of our latest updates and services;
  
• To serve you advertisements when you use our Site (see more under "Advertisements"); 
  
• To market our websites and products (see more under "Marketing"); 
  
• Conducting statistical and analytical purposes, intended to improve the Site.
  

In addition to the different uses listed above, we may transfer or disclose Personal Information to our subsidiaries, affiliated companies and subcontractors.

In addition to the purposes listed in this Privacy Policy, we may share Personal Information with our trusted third party providers, who may be located in different jurisdictions across the world, for any of the following purposes: 

• Hosting and operating our Site;
  
• Providing you with our services, including providing a personalized display of our Site;
  
• Storing and processing such information on our behalf; 
  
• Serving you with advertisements and assist us in evaluating the success of our advertising campaigns and help us retarget any of our users;
  
• Providing you with marketing offers and promotional materials related to our Site and services; 
  
• Performing research, technical diagnostics or analytics;

We may also disclose information if we have good faith to believe that disclosure of such information is helpful or reasonably necessary to: (i) comply with any applicable law, regulation, legal process or governmental request; (ii) enforce our policies (including our Agreement), including investigations of potential violations thereof; (iii) investigate, detect, prevent, or take action regarding illegal activities or other wrongdoing, suspected fraud or security issues; (iv) to establish or exercise our rights to defend against legal claims; (v) prevent harm to the rights, property or safety of us, our users, yourself or any third party; or (vi) for the purpose of collaborating with law enforcement agencies and/or in case we find it necessary in order to enforce intellectual property or other legal rights.

National Data Opt Out

At this time, we do not share any data for planning or research purposes for which the national data opt-out would apply. We review all of the confidential patient information we process on an annual basis to see if this is used for research and planning purposes. If it is, then individuals can decide to stop their information being shared for this purpose. You can find out more information at https://www.nhs.uk/your-nhs-data-matters/.

You may request to: 

1. Receive confirmation as to whether or not personal information concerning you is being processed, and access your stored personal information, together with supplementary information. 
   
2. Receive a copy of personal information you directly volunteer to us in a structured, commonly used and machine-readable format. 
   
3. Request rectification of your personal information that is in our control.
   
4. Request erasure of your personal information. 
   
5. Object to the processing of personal information by us. 
   
6. Request to restrict processing of your personal information by us.
   
7. Lodge a complaint with a supervisory authority.
   

However, please note that these rights are not absolute, and may be subject to our own legitimate interests and regulatory requirements. 

If you wish to exercise any of the aforementioned rights, or receive more information, please contact our Data Protection Officer (“DPO”) using the details provided below:



West Midlands Care Association

Globe House

Park lane

Halesowen
B63 2RA

enquiries@wmca.care

We may use your Personal Information, such as your name, email address, telephone number, etc. ourselves or by using our third party subcontractors for the purpose of providing you with promotional materials, concerning our services, which we believe may interest you. 

Out of respect to your right to privacy we provide you within such marketing materials with means to decline receiving further marketing offers from us. If you unsubscribe we will remove your email address or telephone number from our marketing distribution lists. 

Please note that even if you have unsubscribed from receiving marketing emails from us, we may send you other types of important e-mail communications without offering you the opportunity to opt out of receiving them. These may include customer service announcements or administrative notices or information relevent to your membership of the Association or the projects and support we are delivering that you have engaged with.

Proud to Care West Midlands (www.proud2.care) is the Associations care recuitment website. 

Proud to Care may collect your data for recruitment, selection and employment related purposes only.

What information is being collected? 

Application 

The personal information we are collecting as part of your enquiry will typically consist of; 

·       Your contact information (Name, address, email, contact telephone number) 

·       A description of your work experience, skills and education 

·       Your responses to specific application questions 

·       Any referee contact information you provide us (Name, address, email, contact telephone number) 

We may also collect special category data which will consist of your; 

·       Religion 

·       Ethnic origin 

·       Sexual orientation 

·       Disability status 

·       Gender identity

·       Age

This special category data may be passed to interested parties who are looking to recruit but will not be presented in a way that can identify you, except in the case whereby you have indicated you have a disability and a hiring manager may need to make reasonable adjustments for you at interview. Outside of this, any sensitive personal data provided, will be used only to produce and monitor equal opportunities statistics. 

Assessments 

As part of the selection process you may be required to participate in assessment days; complete tests or occupational personality profile questionnaires; and/or to attend an interview – or a combination of these. Information will be generated by you and by the recruiting organisation. For example, you might complete a written test, or the recruiting organisation might take interview notes. 

Offer and Pre-Employment Checks 

When an offer of employment is made, you will be asked for information so that pre-employment checks can be carried out. 

The recruiting organisation will typically; 

·       Ask you to provide proof of your identity and ability to work in the UK 

·       Request proof of your qualifications that are relevant to the role 

·       Ask you to complete a Criminal Record check via the Disclosure and Barring Service (When required) 

·       Contact your referees, using the details you provide in your application, directly to obtain references 

·       Ask you to complete a questionnaire about your health in order to establish your fitness to work. 

·       Request your bank and tax details from you – in order to process your salary payment 

·       Ask for your Emergency contact details – so we know who to contact in case you have an emergency at work 

How is it collected? 

Your application information is collected through a secure recruitment system, populated by yourself with the information you have entered. Once you have submitted your application, further information may be collected as you move through the recruitment and selection process. This information could be requested or provided verbally and/or written (online or paper). Your information may also be collected from a variety of other sources typically; 

·     Referees you have provided consent for 

·     DBS checks (where required) 

·     Medical information (if required) 

Why is it being collected? 

Your information is being collected to; 

·       Assess your suitability for the job in question. 

·       Enable the Recruiting organisation to verify the accuracy of information which you provide. 

·       Comply with relevant laws or regulations. 

·       Check and verify your identity. 

·       Produce and monitor equal opportunities statistics. 

 
Your application may be reviewed electronically or via paper form. The recruiting organisation has processes in place to ensure your data is securely and confidentially managed. 

How long will you keep my data for? 

Your data will be retained for 6 months from the date of your last access/update to your candidate account.  Once it reaches this retention end date it will be deleted/destroyed along with any other information gathered throughout the recruitment process. 

We will contact you before your account is deleted to ask whether you would like to continue to be notified about vacancies that become available.

If you are successful you will become an employee of the recruiting organisation. 

Your data collected throughout the recruitment process i.e. (application form, References, emergency contacts) will be transferred by the recruiting organisation into their HR and payroll system to create your employee record. 

Who will it be shared with? 

Your personal data may be passed to third party organisations working in partnership with the recruiting organisation to assist them in the recruitment process. This could include screening and interviewing prospective employees, medical checks or background checks. 

Whilst working in partnership with these third-party organisations who have access to your information, will be governed by an agreement applicable to data protection and privacy laws. 

Your rights 

Under the Data Protection Legislation, you have rights as an individual which you can exercise in relation to the information we hold about you. 

You can read more about these rights here – https://ico.org.uk/your-data-matters/ 

Recruiting Organisations 

The recruiting organisation is the data controller and responsible for the way your personal data is handled. 

You can find more information about the recruiting organisation on their own company website including their contact information and details of their Data Protection officer. 

West Midlands International Recruitment Partnership (WMIRP) The West Midlands International Recruitment Partnership is a partnership of public and private sector organisations who have come together to deliver International Recruitment support within the West Midlands region. Headed and co-ordinated by the West Midlands Association of Directors of Adult Social Services (WM-ADASS), it consists of the fourteen local authorities within the region (Birmingham, Coventry, Dudley, Herefordshire, Sandwell, Shropshire, Solihull, Staffordshire, Stoke-on-Trent, Telford and Wrekin, Walsall, Warwickshire, Wolverhampton, Worcestershire), five care associations (West Midlands Care Association (WMCA), Partners in Care Shropshire, Staffordshire Care Association (SARCP), Herefordshire Care Association and Warwickshire Association of Home Care Providers (WAHCP)), West Midlands Employers, Lifted Sponsor switch and Bridget Care.

WMCA hosts elements of this support work either directly or through our trading style of Proud to Care West Midlands (www.proud2.care and www.revoked.support)

WMCA may collect your data in order to facilitate requests for support if you are a displaced individual or booking information for jointly hosted webinars

What information is being collected? 

Application 

The personal information we are collecting as part of your enquiry or booking will typically consist of; 

·       Your contact information (Name, address, email, contact telephone number) 

·       Your previous employer

We will not collect special category data such as;

·       Religion 

·       Ethnic origin 

·       Sexual orientation 

·       Disability status 

·       Gender identity

·       Age

This data may be passed to other members of WMIRP in order faciltate your support requests

How is it collected? 

Your support request  information is collected through a secure system, populated by yourself with the information you have entered. Once you have submitted your application, further information may be collected as you move through the support process. This information could be requested or provided verbally and/or written (online or paper).

Why is it being collected? 

Your information is being collected to; 

·       Assess your support needs

·       Comply with relevant laws or regulations. 

 
Your request will be reviewed electronically. WMCA has processes in place to ensure your data is securely and confidentially managed. 

How long will you keep my data for? 

Your data will be retained for 6 months from the date of the last access/update to your support record.  Once it reaches this retention end date it will be deleted/destroyed along with any other information gathered throughout the support process. 

Who will it be shared with? 

Your personal data may be passed to third party organisations working within the WMIRP

Whilst working in partnership with these third-party organisations who have access to your information, will be governed by an agreement applicable to data protection and privacy laws. 

Your rights 

Under the Data Protection Legislation, you have rights as an individual which you can exercise in relation to the information we hold about you. 

You can read more about these rights here – https://ico.org.uk/your-data-matters/ 

If you have any general questions about the Site or the information we collect about you and how we use it, you can contact us at enquiries@wmca.care

West Midlands Care Association
Globe House
Park Lane

Halesowen
B63 2RA

Last Modified 1 November 2024