Background

 

The Sunshine Room understands that your privacy is important to you and that you care about how your personal data is used. We respect and value the privacy of everyone who visits this website, www.thesunshineroom.uk . The Website will only collect and use your personal data as described in this Privacy Policy. Any personal data we collect will only be used as permitted by law.

 

Please read this Privacy Policy carefully and ensure that you understand it. Your acceptance of this Privacy Policy is confirmed by your use of the Website.

 

 

1. What Does This Policy Cover?

 

This Privacy Policy applies only to your use of The Website and use by the Company. The Website may contain links to other websites. Please note that we have no control over how your data is collected, stored, or used by other websites and we advise you to check the privacy policies of any such websites before providing any data to them.

 

2. What Is Personal Data?

 

Personal data is defined by the General Data Protection Regulation (EU Regulation 2016/679) (the “GDPR”) and the Data Protection Act 2018 (collectively, “the Data Protection Legislation”) as ‘any information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier’.

 

Personal data is, in simpler terms, any information about you that enables you to be identified. Personal data covers obvious information such as your name and contact details, but it also covers less obvious information such as identification numbers, electronic location data, and other online identifiers.

 

3. Sharing Personal Information

 

Your information may be shared for the purposes of the recruitment services. This includes sharing with members of The Sunshine Room team, our clients, our HR, and IT providers who may need to access the data for the necessary performance of their roles.

 

The Sunshine Room will not share your data with third parties, unless you are applying for a position, your application is successful or if it needs to defend a claim or share the information for audit purposes.

 

If you are offered employment or work, then The Sunshine Room will share your data with former employers to obtain references for you, employment background check providers to obtain necessary background checks and the Disclosure and Barring Service to obtain necessary criminal records checks.

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• Our company is hosted on the Wix.com platform. Wix.com provides us with the online platform that allows us to sell our services to you. Your data may be stored through Wix.com’s data storage, databases and the general Wix.com applications. They store your data on secure servers behind a firewall.

• We may share your Personal Information to comply with applicable laws and regulations, to respond to lawful request for information we receive, or to otherwise protect our rights.

 

4. What Are My Rights?

 

Under the Data Protection Legislation, you have the following rights, which we will always work to uphold:

 

• The right to be informed about our collection and use of your personal data. This Privacy Policy should tell you everything you need to know, but you can always contact us to find out more or to ask any questions using the details below within Section 11.

• The right to access the personal data we hold about you.

• The right to have your personal data rectified if any of your personal data held by us is inaccurate or incomplete. Please contact us using the details below to find out more.

• The right to be forgotten, i.e., the right to ask us to delete or otherwise dispose of any of your personal data that we hold. Please contact us using the details below to find out more.

• The right to restrict (i.e., prevent) the processing of your personal data.

• The right to object to us using your personal data for a particular purpose or purposes.

• The right to withdraw consent. This means that, if we are relying on your consent as the legal basis for using your personal data, you are free to withdraw that consent at any time.

• The right to data portability. This means that, if you have provided personal data to us directly, we are using it with your consent or for the performance of a contract, and that data is processed using automated means, you can ask us for a copy of that personal data to re-use with another service or business in many cases.

• Rights relating to automated decision-making and profiling. We do not use your personal data in this way.
   

For more information about our use of your personal data or exercising your rights as outlined above, please contact us using the details provided below.

 

It is important that your personal data is kept accurate and up to date. If any of the personal data we hold about you changes, please keep us informed as long as we have that data.

 

Further information about your rights can also be obtained from the Information Commissioner’s Office or your local Citizens Advice Bureau.

 

If you have any cause for complaint about our use of your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office. We would welcome the opportunity to resolve your concerns ourselves, so please contact us first, using the details provided below in section 11.)

 

5. What Personal Data Do We Collect and How?

 

The personal data we may collect from you includes:

 

• contact details such as name, title, addresses, telephone numbers, and personal email addresses

• copies of driving licence, passport, and proof of current address, such as bank statements and council tax bills

• evidence of how you meet the requirements of the job, including CVs and references

• evidence of your right to work in the UK and immigration status

• diversity and equal opportunities monitoring information – this can include information about your race or ethnicity, religious beliefs, sexual orientation, disability and other ‘special category data’

• information about your health, including any medical needs or conditions

• other information required for some applications

• if you contact us regarding your application, a record of that correspondence

• details of your use of our recruitment tools and services, such as your candidate profile and alerts for vacancies

• the status of your application and updates on how it moves forward

 

The Website collects certain information automatically, including your IP address, the type of browser you are using and certain other non-personal data about your computer or device such as your operating system type or version, and display resolution. Where you utilise the pages on our website we may use your interaction with the Website, and information to process your registration or enquires. We may also collect additional information if you contact us for customer support.

 

If you send us an email, register on the website, or make an enquiry we may collect your name, your email address, and any other information which you choose to give us. For the purposes of the Data Protection Legislation, we are the data controller responsible for such personal data.

 

If you register as a teacher or Professional looking to apply for a position, we may ask you to;

 

• provide personal information of individuals who can provide a reference to evidence your suitability

• provide details of any criminal convictions (including a DBS certificate or update service details).

 

The lawful basis under the Data Protection Legislation that allows us to use such information is article 6(1)(f) of the GDPR which allows us to process personal data when it is necessary for the purposes of our legitimate interests, in this case, the proper operation and functionality of The Website. If you contact us as described above, you will be required to consent to our use of your personal data to contact you. In this case, our lawful basis for using your personal data will be article 6(1)(a) of the GDPR, which allows us to use your personal data with your consent for a particular purpose or purposes.

 

Device information

 

• Examples of Personal Information collected: version of web browser, IP address, time zone, cookie information, what sites or profiles you view, search terms, and how you interact with the Website.

• Purpose of collection: to load the Website accurately for you, and to perform analytics on Website usage to optimise the Website, monitor how you use the site and integrate with other users.

• Source of collection: Collected automatically when you access the Website using cookies, log files, web beacons, tags, or pixels.

• Disclosure for a business purpose: shared with our processor, Wix.

• Examples of Personal Information collected: version of web browser, IP address, time zone, cookie information, what sites or profiles you view, search terms, and how you interact with the Website.

• Purpose of collection: to provide customer support.

• Source of collection: collected from you.

 

 

Teacher or Professional information

 

• Identity verification information collected: Information will be collected to verify the identity of teachers.

• Special categories of personal information: criminal conviction information.

• Purpose of collection: to provide customer support, Performance of services with you, to meet our legal obligations, necessary for our legitimate interests (such as provision of services and record retention).

• Source of collection: collected from you and referees.

• Disclosure for a business purpose: This may include Clients, referees, other agencies

 

6. How Do You Use My Personal Data?

 

Where we collect any personal data, it will be processed and stored securely, for no longer than is necessary in light of the reason(s) for which it was first collected. We will comply with our obligations and safeguard your rights under the Data Protection Legislation at all times. For more details on security see the further details contained, below.

 

Any and all emails containing your personal data will be deleted no later than 30 days after your formal request to delete any such information and no other personal data will be retained for any longer than is necessary.

 

7. How and Where Do You Store My Data?

 

We will only store your personal data in the UK. This means that it will be fully protected under the Data Protection Legislation.

 

Personal data security is essential to us, and to protect personal data, we take the following measures:

 

• limiting access to your personal data to those employees, agents, contractors, and other third parties with a legitimate need to know and ensuring that they are subject to duties of confidentiality;

• procedures for dealing with data breaches (the accidental or unlawful destruction, loss, alteration, unauthorised disclosure of, or access to, your personal data) including notifying you and/or the Information Commissioner’s Office where we are legally required to do so;

 

8. Do You Share My Personal Data?

 

Personal information you provide in the recruitment process will be made available to clients and our processors. If you are selected as a candidate, we will upload your details to our system, and you may be required to agree to additional terms on how your data is managed and stored.

 

We will also share your data for statistical analysis (it will be anonymised first) if we are required to do so by law – for example, by court order, or to prevent fraud or other crime.

 

Where another agency or organisation is also involved in managing the recruitment, we will share your information with that organisation, who may be the data controller.

 

We will not share any of your personal data with any third parties for any purposes, subject to the following exceptions.

 

• If you are using The Sunshine Room as a Teacher or candidate, we may disclose information about you to help match you to employers. This includes your first name, approximate location, any references you have received and any information you have declared on your public profile or within information you have sent such as your curriculum vitae.

 

• If you are using The Sunshine Room as a candidate and provide details of criminal convictions (including a DBS certificate or update service details) we will award a DBS-checked status on your candidate profile where your DBS check is found to be clean and within the time restrictions set out within our Terms and Conditions.
   

• If we sell, transfer, or merge parts of our business or assets, your personal data may be transferred to a third party. Any new owner of our business may continue to use your personal data in the same way that we have used it, as specified in this Privacy Policy (i.e., to communicate with you).

 

• In some limited circumstances, we may be legally required to share certain personal data, which might include yours, if we participate in legal proceedings or complying with legal obligations, a court order, or the instructions of a government authority.
   

 

We may contract with the following third parties for hosting and data storage purposes: Wix

 

9. How Can I Access My Personal Data?

 

If you want to know what personal data we have about you, you can ask us for details of that personal data and for a copy of it (where any such personal data is held). This is known as a “subject access request.”

 

There is not normally any charge for a subject access request. If your request is ‘manifestly unfounded or excessive’ (for example, if you make repetitive requests) a fee may be charged to cover our administrative costs in responding.

 

We will respond to your subject access request within 30 days and, in any case, not more than one month of receiving it. Normally, we aim to provide a complete response, including a copy of your personal data within that time. In some cases, however, particularly if your request is more complex, more time may be required up to a maximum of three months from the date we receive your request. You will be kept fully informed of our progress.
 

 

How Do I Contact You?

 

To contact us about anything to do with your personal data and data protection, including to make a subject access request, please use the following details for the attention of Olivia Sheppard:

Email address: olivia@thesunshineroom.co.uk

Telephone number: 07739967618
 

10. Changes to this Privacy Policy

 

We may change this Privacy Notice from time to time. This may be necessary, for example, if the law changes, or if we change our business in a way that affects personal data protection.

 

Any changes will be immediately posted on Our Website, and you will be deemed to have accepted the terms of the Privacy Policy on your first use of The Website following the alterations. We recommend that you check this page regularly to keep up to date. This Privacy Policy was last updated on 1st November 2024.

 

11. Cookies

 

A cookie is a small amount of information that is downloaded to your computer or device when you visit the Website. We use a number of different cookies, including functional, performance, social media or content cookies. Cookies make your browsing experience better by allowing the website to remember your actions and preferences (such as login and region selection). This means you do not have to re-enter this information each time you return to the site or browse from one page to another. Cookies also provide information on how people use the website, for instance whether it is their first time visiting or if they are a frequent visitor.

How we use cookies and other tracking tools

 

We may use cookies on our site for a number of reasons, all of which are designed to improve your experience of using it.  Cookies allow you to navigate around our site better and enable us to tailor and improve our site by saving your preferences and understanding your use of it.

 

We use the following types of cookies:

 

Strictly Necessary Cookies

These cookies are essential in order to enable you to move around our site and use its features, such as accessing secure areas of the website.  Without these cookies the services you have asked for may not be provided.

 

Performance Cookies

It is important for Us to understand how you use our site, for example, how efficiently you are able to navigate around it, and what features you use.  Performance cookies enable us to gather this information, helping Us to improve our site and your experience of it.  These cookies collect anonymous information on the pages visited.

 

Functionality Cookies

These cookies remember your choices to improve your experience.  Functionality cookies enable Us to provide additional functions to you on our site such as personalisation and remembering your saved preferences.

 

Strictly Necessary, Performance and Functionality Cookies

These three types of cookies are necessary to maintain the effectiveness of our site, use of use and to provide you with the best experience.  As such we have not provided you an opportunity for these to be disabled independently and by using our site you are agreeing that We can place these types of cookies on your computer.

 

Targeting Cookies

It is also important for Us to know when and how often you visit our site, and which parts of it you have used (including which pages you have visited and which links you have clicked on).  As with analytics cookies, this information helps us to better understand you and, in turn, to make our site and advertising more relevant to your interests.  Some information gathered by targeting cookies may also be shared with third parties.

 

Third Party Cookies

Third party cookies are not placed by Us and We have no control over them.  Third party cookies may be used by advertising services to serve up tailored advertising to you on our site, or by third parties providing analytics services to Us (these cookies will work in the same way as analytics cookies described above).

 

Persistent Cookies

Any of the above types of cookie may be a persistent cookie.  Persistent cookies are those which remain on your computer or device for a predetermined period and are activated each time you visit our site.

 

Session Cookies

Any of the above types of cookie may be a session cookie.  Session cookies are temporary and only remain on your computer or device from the point at which you visit our site until you close your browser.  Session cookies are deleted when you close your browser.

 

We also use web beacons on our site to track your navigation around it.  As with analytics cookies described above, web beacons help Us to understand how you use our site and enable us to improve it in the future.

 

We have used the categories based on the International Chamber of Commerce (ICC) UK Cookie Guide (April 2012).

 

How you can control cookies

Internet browsers normally accept cookies by default.  You can change these settings if you wish, however please be aware that this is not generally a per-site setting and will prevent all websites from using cookies, not just Ours.  Please also be aware that by disabling cookies in your browser, you may impair the functionality of our site.

 

The link below contains comprehensive information on how to do this on a wide variety of browsers.  You will also find details on how to delete cookies from your computer, as well as more general information about cookies. 

 

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