Privacy Notice
Carter Brown is committed to being transparent about how it handles personal information, to protecting the privacy and security of personal information and to meeting its data protection obligations under the General Data Protection Regulation (“GDPR”) and the Data Protection Act 2018. The purpose of this privacy notice is to make you aware of how and why we will collect and use the personal information provided to us.
If you have any questions about this privacy notice or about how we handle personal information, please contact us at referrals@carterbrownexperts.co.uk or alternatively on 01623 661089.
You also have the right to contact the Information Commission (the regulatory body who ensures that organisations process personal information fairly) about any problems you encounter.
1. Who are we?
Carter Brown – The Expert Service is a national provider of multidisciplinary assessments and bespoke training. Carter Brown operate from Suite 8, Enterprise Court, Oakham Business Park, Hamilton Way, Mansfield, Nottinghamshire.
The service has a dedicated Data Protection Officer (DPO).
2. How do we collect information?
To enable us to complete the necessary checks for our recruitment process, in line with safer recruitment recommendations we will ask you to provide the following information which contains personal information:
Initial Information
- Application form (Name | address | phone number | email address | referee contact details)
- CV – with full work and education history
Document request
- DBS application procedure (Previous 5 years addresses / details of convictions or cautions) and DBS consent form
- DBS Check completed – details of any convictions or cautions
- CB CV template (DBS number | registration number | name)
- New supplier form (Name | email address | home address | bank account details | phone number)
- Professional Body Registration
- Professional Indemnity Insurance
- Proof of Qualifications
Contract Documents
- Contract (Name | home address)
- Joint Data Controller Agreement (Name | home address)
- Case criteria form (Next of kin’s details)
All information is obtained either electronically (via secure email or passworded documentation) or sent via the postal or a recognised courier service.
3. Why and how is your information used?
We will only use personal information when the law allows us to. These are known as the legal bases for processing. We will use personal information in one or more of the following circumstances:
- Where we need to do so to perform the contract or agreement we have entered
- When consent has been obtained
- To comply with a Legal obligation
- In the interest of a Public task
- Employment Law
We use the personal information collected in order to undertake the required recruitment process, to allocate you work as per your contract and to maintain your ongoing compliance status (i.e. registration and checks) for ongoing work through Carter Brown.
4. How long do we hold information for?
In line with the legal basis on retaining details of individual linked to children’s data (via the assessment work undertaken) Carter Brown will retain data of recruited associates (those successfully completing the recruitment process) for a minimum of 75 years following completion of the last case with Carter Brown. This is to enable us to undertake any assignment work requested and for us to fulfil our legal obligations and for the establishment, exercise or defence of legal claims.
For applicants to be Self Employed Contractors (Associates/Assessors) with Carter Brown who are unsuccessful, any information provided will be deleted. A record of your name and reason for not progressing will be logged on our central spreadsheet for future reference and will not be kept for any longer than is necessary.
5. Change of purpose
We will only use the information provided for the purposes for which we collected it. If we need to use the information for a purpose other than that for which it was collected, we will provide you, prior to that further processing, with information about the new purpose, we will explain the legal basis which allows us to process such information for the new purpose and we will provide you with any relevant further information. We may also issue a new privacy notice.
6. Who has access to your information?
Relevant employed individuals within the service have access to personal information for the purpose of processing the assessment.
These include personnel from the following teams:
- Recruitment team: In order to progress your application and complete the recruitment process.
- Administration team: this time manage general administration across the company, including reviewing assessor compliance and processing invoices.
- The referrals team: this team initially allocate the assessment based on the information received to a relevant and experienced assessor.
- The case handling team: This team ensure that the information on the case is processed securely, sent securely to the relevant assessor, deal with any specific queries throughout the assessment process and ensure the assessment is filed on time.
- The quality assurance team: Reads the assessment to ensure the report is of a quality standard, they provide feedback to the assessor regarding spelling, grammar and content.
- Management: to monitor the processing of all assessments and to ensure any issue is dealt with in line with policy and procedure.
Each employee has been fully trained to adhere to our policies and procedures regarding data protection and confidentiality when dealing with any personal data. All are DBS checked.
Third Party Service Providers we work in association with
In order to secure you assessment work, following completion of the recruitment process our teams will be required to share the following with our Client base (solicitors, local authorities, court etc.) for the purposes of completing the assessments. We disclose only the personal information that is necessary to deliver the service i.e. assessment:
- Copy of your CV
- Where necessary and following consent, your contact details – telephone number and/or email address
- Postcode – for processing invoices and providing data to the Legal Aid Agency (LAA) who require this information for reviewing and approving payment on all publicly funded cases including travel costs.
- Details of DBS checks / Professional Registration
We may also need to share personal information with a regulator or to otherwise comply with the law.
We will not sell or rent your information to third parties.
We will not share your information with third parties for marketing purposes.
7. How does the Company protect your information?
We are committed to ensuring that personal information is secure.
The Company has put in place measures to protect the security of information. It has internal policies, procedures and controls in place to try and prevent your information from being accidentally lost or destroyed, altered, disclosed or used or accessed in an unauthorised way. In addition, we limit access to information to those employees, workers, agents, contractors and other third parties in order to perform their job duties and responsibilities.
Where information is shared with external bodies (including third-party service providers), we require them to take appropriate technical and organisational security measures to protect information and to treat it subject to a duty of confidentiality and in accordance with data protection law. We only allow them to process information for specified purposes and in accordance with our written instructions and we do not allow them to use your information for their own purposes.
The Company also has in place procedures to deal with a suspected data security breach and we will notify the Information Commissioner’s Office (or any other applicable supervisory authority or regulator) and the data subject of a suspected breach where we are legally required to do so.
8. Rights in connection with personal information:
Data subjects have a number of statutory rights. Subject to certain conditions, and in certain circumstances, you have the right to:
- Request access to your information – this is usually known as making a data subject access request and it enables you to receive a copy of the information we hold about you and to check that we are lawfully processing it
- Request rectification of your information – this enables you to have any inaccurate or incomplete information we hold about you corrected
- Request the erasure of your information – this enables you to ask us to delete or remove your information where there’s no compelling reason for its continued processing, e.g. it is no longer necessary in relation to the purpose for which it was originally collected.
- Restrict the processing of your information – this enables you to ask us to suspend the processing of your information, e.g. if you contest its accuracy and so want us to verify its accuracy.
- Object to the processing of your information – this enables you to ask us to stop processing your information where we are relying on the legitimate interests of the business as our legal basis for processing and there is something relating to your particular situation which makes you decide to object to processing on this ground
- Data portability – this gives you the right to request the transfer of your information to another party so that you can reuse it across different services for your own purposes.
If an individual wishes to exercise any of these rights, please contact us. We may need to request specific information from the data subject in order to verify identity and check their right to access the information or to exercise any of their other rights. This is a security measure to ensure that information is not disclosed to any person who has no right to receive it.
9. Transferring your information outside the European Economic Area
The Company will not transfer information to countries outside the European Economic Area. In the event that it does, the Company will inform you in writing.
10. Automated decision making
Automated decision making occurs when an electronic system uses your information to make a decision without human intervention.
We do not envisage that any decisions will be taken based solely on automated decision making, including profiling. However, we will notify you in writing if this position changes.
11. Changes to this privacy notice
The Company reserves the right to update or amend this privacy notice at any time, including where the Company intends to further process your information for a purpose other than that for which the information was collected or where we intend to process new types of information. We will issue you with a new privacy notice when we make significant updates or amendments. We may also notify you about the processing of your information in other ways.
