The National Federation of Self Employed and Small Businesses Limited (company number 01263540) (“FSB”) is registered as a Data Controller with the Information Commissioner’s Office, registration number Z7356876 and is the controller of data for the purposes of data protection legislation.
If you have any questions about how your data is processed you can contact us on 0808 20 20 888, at [email protected], or by writing to us at:
FAO Data & Privacy Manager
National Federation of Self Employed and Small Businesses Limited (FSB)
Sir Frank Whittle Way
Blackpool
FY4 2FE
FSB is committed to the secure and ethical processing of your personal data and respecting your privacy rights. This Election and Selection Volunteer Opportunities Privacy Policy was last updated 19 October 2022 and explains how and why we, and FSB’s approved independent specialist consultants, use your personal data in relation to the nomination, validation, selection/election and appointment of volunteer office holders. For the purposes of this policy ‘We’ and ‘Us’ refers to FSB and its approved independent specialist consultant, as detailed below.
Selection and Election Process
The processing activity at each stage of the selection and election process is set out in the table below.
|
Stage of Process |
FSB Board or Scrutiny Body |
Regional Chair or Area Leader |
|---|---|---|
|
You nominate yourself in relation to a Board or Scrutiny Body office |
Y |
|
|
You nominate yourself for a Regional Chair or Area Leader office |
Y |
|
|
You are named as a proposer for a Director or Scrutiny Body nominee |
Y |
|
|
You are contacted as a proposer/referee to verify your support of a Board or Scrutiny Body nomination |
Y |
|
|
We undertake eligibility checks and business trading status check |
Y |
Y |
|
We undertake a Director and insolvency/bankruptcy search |
Y |
|
|
You are invited to complete a Disclosure and Barring Service check |
Y |
|
|
We undertake shortlisting |
Y |
|
|
You are invited to attend a selection panel meeting |
Y |
|
|
You are invited to attend a validation meeting |
Y |
|
|
The successful candidates are put to the membership at the AGM via an Ordinary Resolution |
Y (Board only) |
|
|
Where more than one candidate stands for an Area Leader or Regional Chair office the nomination goes to members for election |
Y |
|
|
You are successfully appointed as a Director or Scrutiny Body member |
Y |
|
|
You are successfully appointed as a Regional Chair or Area Leader |
Y |
How your Personal Data is collected, stored and used
FSB will only use your personal data for the purposes for which we obtained it, unless we reasonably consider that we need to use it for another reason, and that reason is compatible with the original purpose. If we intend to use your data for an unrelated purpose, we will notify you in advance, explaining what we intend to do and providing you an opportunity to object.
FSB is committed to equality, diversity and inclusion (EDI) for its volunteers, members and staff. As part of the Selection process for the FSB Board, Scrutiny Body opportunities and for new volunteer office appointments, we will also invite you to complete an Equality and Diversity monitoring form if you wish to do so. This form is optional and will require your consent which you have the right to withhold before continuing. You will be provided with details about this on appointment. Should you consent to complete the form, your responses will anonymous and shall be non-attributable. Your data will be used exclusively equality and diversity monitoring purposes including measuring the breadth of diversity and inclusiveness of the volunteer groups, and representation of our members. It is also to enable us to continuously improve our processes. Should you have any queries about this please do not hesitate to contact us.
What Personal Data is collected, stored and used
The personal data FSB collect varies according to the volunteer office you nominate yourself for, and the information collected will be clearly identified to you at the time you submit your nomination.
Where your nomination progresses to eligibility checking, FSB will use the personal data you supply, that which we already hold about you as an FSB member. We will verify additional information about you from publicly available sources such as Companies House, to adequately evaluate your eligibility and suitability for appointment and to inform the shortlisting, selections, recommendations, and appointment processes as applicable.
Where you supply the personal data of your proposers/referees, we will assume that you have obtained the permission of those persons to name them as your proposers and that they consent to us contacting them to validate their support of your nomination. Information provided by your proposers/referees in support of your nomination, will be used to inform the shortlisting, selections, recommendations, and appointment processes as applicable.
Personal data supplied by you or your proposers will be retained for a period of 12 months from the close of nominations or, should you be successful, this information will be retained for the duration of your appointment.
Should your nomination be for a volunteer office subject to a Disclosure and Barring Service report, you will be asked to undertake this through our appointed provider, Verifile. Verifile will grant you the opportunity to review any information they intend to share with FSB, and you will be given an opportunity to object to that information being shared with us however if you do object, this may affect FSB’s ability to adequately consider you for that volunteer office. Should any other provider be used you will be notified in the same way.
Who will process your Personal Data
Your personal data will be held and processed by FSB within our own internal filing systems.
To administer elements of this election and selection process, FSB have entered into a contract with the third parties below. When personal data is shared with any third party, we enter into a contract with them requiring strict adherence to our policies and ensuring your personal data is kept secure, is only used for clearly defined purposes (excluding marketing), and then irretrievably deleted in accordance with our data retention requirements.
- Civica Election Services (CES), to supply and operate FSB’s election website. Information you provide through the election website is held by CES and shared securely with FSB. You can view CES’s Privacy Policy here.
- Third party independent specialist consultant/s to undertake FSB Board and Scrutiny Body nominee assessment and selection process services.
Our Lawful Basis
In nominating yourself for a volunteer office, FSB process your personal data under the performance of a contract for the purpose of considering your nomination for that office.
Where we contact proposers, conduct eligibility checking or process Disclosure and Barring Service information, we do this under our Legitimate Interest and the Legitimate Interest of FSB members, to adequately consider your suitability and appointment to that volunteer office.
Where you are appointed to a volunteer office, we will process your personal data under our Legal Obligations, Legitimate Interests to conduct our business, and in select cases with your explicit consent.
Retention of your Personal Data
How long FSB will retain your personal data for will be dependent upon which stage of the election and selection process your nomination reaches.
In general, FSB retain all nominations for 12 months from the close of nomination for the purposes of administering, monitoring and auditing the selection and election process. If you are successful, FSB will retain this information for the duration of your appointment.
Sharing your Personal Data
For Board of Director and Scrutiny Body Opportunities, your personal data as part of the selection process will be sent to and shared with our appointed independent Consultants who are required under contract to adhere with FSB’s Information Security and Data Protection Policies. FSB grant these consultants strictly controlled access to your nomination information for the duration of the selection process. Once the selection processes are closed, this access will be revoked, and any copies of information held by these consultants securely destroyed.
Data Storage, Security & International transfers
In general, FSB store all personal data in the UK, EU or within the European Economic Area (EEA), expressly choosing to locate our data within the UK where possible. In limited circumstances however it may be unavoidable to utilise a Cloud Service Provider whose storage is not located within the UK, EU or EEA.
Where FSB engage any service provider (in the UK or otherwise), FSB ensures degrees of security and protection comparable with our own policies and procedures, such as requiring at least a high level of data security practices and certifications, binding contract clauses and other suitable safeguards, including;
- limiting the transfers of data to only that which is necessary for the objective to be achieved.
- ensuring end-to-end encryption of all data during transmission, and at rest (stored data).
- only FSB will hold encryption keys.
Please contact us on 0808 20 20 888 or by email to [email protected] if you would like further information on the specific mechanism used by us when transferring your Personal Data out of the EU or EEA.
FSB have put in place a comprehensive Disaster Recovery Plan and ensure sufficient data backups and measures to provide all reasonable measures to protect your Personal Data from unauthorised loss, damage or use.
FSB limit physical and logical access to your personal information to only those employees, agents, contractors and other approved third parties, who have a necessary and justifiable need as part of their role, under our direct instruction and subject to a duty of care and confidentiality commensurate with our own policies and procedures.
Opting out / Withdrawing your Nomination
If you should wish to revoke your nomination at any point, please email [email protected] This will not affect any other relationship you hold with FSB.
Your legal rights and how to complain
Under the data protection legislation, are provided a number of rights with regard to your Personal Data. For more information about these rights and how to exercise them, please see the Your Data Protection Rights section of our Privacy Hub.