How we use your information
This privacy notice tells you what to expect when M.i. Media collects personal information. It applies to information we collect about:
- Visitors to our website
- Complainants and other individuals in relation to a data protection or freedom of information complaint or enquiry;
- Job applicants and our current and former employees.
Visitors to our websites
When someone visits www.mimedia.co.uk we use a third party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. We do this to record the number of visitors to the various parts of the site amongst other data. This information is processed in a way that does not personally identify anyone. We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website. If we do need to collect personally identifiable information through our website, we will communicate this up front. We will make it clear when we collect personal information and will explain what we intend to do with it.
A cookie is a small piece of code that is sent to your browser from a web server and stored on your computer’s hard drive with the browser data. A cookie can’t read data off your hard disk or read cookie files created by other sites. Cookies do not damage your system. Cookies are used to identify which areas of websites you have visited or customised so that, the next time you visit those pages, they are more readily accessible. You can choose whether to accept cookies by changing the settings of your browser.
You can reset your browser to refuse all cookies or allow your browser to show you when a cookie is being sent. If you choose not to accept these cookies, your experience at our site and other Web sites may be diminished. Some features may not work as intended.
For example we, like many other companies, use Google Analytics to help us monitor our website traffic. We also use third party cookies to help us with market research, revenue tracking and improving site functionality.
Our website search logs search queries and results anonymously to help us improve our website and search functionality. No user-specific data is collected by either M.i. Media or any third party.
Security and performance
M.i. Media use third party services to help maintain the security and performance of our website. To deliver this service it processes the IP addresses of visitors to the M.i. Media website to establish traffic origin to guard against DDS attacks and similar strategies.
We use a third party service, WordPress.com, to publish our website. This site is hosted at WordPress.com, which is run by Automattic Inc. We use a standard WordPress service to collect anonymous information about users’ activity on the site. For example the number of users viewing pages on the site in order to monitor content and report on the effectiveness of the site. This helps us improve it. WordPress requires visitors that want to post a comment to enter a name and email address. For more information about how WordPress processes data, please see Automattic’s privacy notice.
People who contact us via social media
If you send us a private or direct message via social media the message will be stored by us for three months. It will not be shared with any other organisations.
People who call our switchboard
When you call the M.i. Media’s switchboard we collect Calling Line Identification (CLI) information. We use this information to help improve its efficiency and effectiveness.
People who email us
We use Transport Layer Security (TLS) to encrypt and protect email traffic in line with government. If your email service does not support TLS, you should be aware that any emails we send or receive may not be protected in transit.
We will also monitor any emails sent to us, including file attachments, for viruses or malicious software. Please be aware that you have a responsibility to ensure that any email you send is within the bounds of the law.
People who make a complaint to us
When we receive a complaint from a person we make up a file containing the details of the complaint. This normally contains the identity of the complainant and any other individuals involved in the complaint.
We will only use the personal information we collect to process the complaint and to check on the level of service we provide.
We usually have to disclose the complainant’s identity to whoever the complaint is about. This is inevitable where, for example, the accuracy of a person’s record is in dispute. If a complainant doesn’t want information identifying him or her to be disclosed, we will try to respect that. However, it may not be possible to handle a complaint on an anonymous basis.
We will keep personal information contained in complaint files in line with our retention policy. This means that information relating to a complaint will be retained for two years from closure. It will be retained in a secure environment and access to it will be restricted according to the ‘need to know’ principle.
Similarly, where enquiries are submitted to us we will only use the information supplied to us to deal with the enquiry and any subsequent issues and to check on the level of service we provide.
When we take enforcement action against someone, we may publish the identity of the defendant in our Annual Report or elsewhere. If possible, we do not identify any complainants unless the details have already been made public.
Those who use M.i. Media services
We need to hold the details of the people and companies who have requested the service in order to provide it. However, we only use these details to provide the service the person has requested and for other closely related purposes depending on the service requested.
Job applicants, current and former M.i. Media employees
M.i. Media is the data controller for the information you provide during the process unless otherwise stated. If you have any queries about the process or how we handle your information please contact us at firstname.lastname@example.org.
What will we do with the information you provide to us?
All of the information you provide during the process will only be used for the purpose of progressing your application, or to fulfil legal or regulatory requirements if necessary.
We will not share any of the information you provide during the recruitment process with any third parties for marketing purposes or store any of your information outside of the European Economic Area. The information you provide will be held securely by us and/or our data processors whether the information is in electronic or physical format.
We will use the contact details you provide to us to contact you to progress your application. We will use the other information you provide to assess your suitability for the role you have applied for.
What information do we ask for, and why?
We do not collect more information than we need to fulfil our stated purposes and will not retain it for longer than is necessary.
The information we ask for is used to assess your suitability for employment. You don’t have to provide what we ask for but it might affect your application if you don’t.
We might ask you 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 us. For example, you might complete a written test or we might take interview notes. This information is held by M.i. Media.
If you are unsuccessful following assessment for the position you have applied for, we will retain your details for a period of up to six months for the purpose of contacting you if any further suitable vacancies arise.
If we make a conditional offer of employment we will ask you for information so that we can carry out pre-employment checks. You must successfully complete pre-employment checks to progress to a final offer. We are required to confirm the identity of our staff, their right to work in the United Kingdom and seek assurance as to their trustworthiness, integrity and reliability.
You will therefore be required to provide:
- Proof of your identity – you will be asked to attend our office with original documents, we will take copies.
- Proof of your qualifications – you will be asked to attend our office with original documents, we will take copies.
- You will be asked to complete a criminal records declaration to declare any unspent convictions.
- We may contact your referees directly, using the details you provide in your application to obtain references.
If we make a final offer, we will also ask you for the following:
- Bank details – to process salary payments
- Emergency contact details – so we know who to contact in case you have an emergency at work
Post start date
Some roles require a higher level of security clearance – this will be clearly stated if required.
We require all staff to declare if they have any potential conflicts of interest.
Use of data processors
Data processors are third parties who provide elements of our recruitment service for us. We have contracts in place with our data processors. This means that they cannot do anything with your personal information unless we have instructed them to do it. They will not share your personal information with any organisation apart from us. They will hold it securely and retain it for the period we instruct.
How long is the information retained for?
If you are successful, the information you provide during the application process will be retained by us as part of your employee file for the duration of your employment plus 6 years following the end of your employment. This includes any criminal records declaration, fitness to work, records of any security checks and references.
If you are unsuccessful at any stage of the process, the information you have provided until that point will be retained for 6 months from the closure of the campaign.
Information generated throughout the assessment process, for example interview notes, is retained by us for 6 months following the closure of the campaign.
How we make decisions about recruitment?
Final recruitment decisions are made by hiring managers and members of our management team. All of the information gathered during the application process is taken into account.
You are able to ask about decisions made about your application by speaking to your contact within our recruitment team or by emailing email@example.com.
Under the Data Protection Act 1998, 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/for-the-public/is-my-information-being-handled-correctly/
Complaints or queries
M.i. Media tries to meet the highest standards when collecting and using personal information. For this reason, we take any complaints we receive about this very seriously. We encourage people to bring it to our attention if they think that our collection or use of information is unfair, misleading or inappropriate. We would also welcome any suggestions for improving our procedures.
This privacy notice was drafted with brevity and clarity in mind. It does not provide exhaustive detail of all aspects of M.i. Media’s collection and use of personal information. However, we are happy to provide any additional information or explanation needed. Any requests for this should be sent to the address below.
If you want to make a complaint about the way we have processed your personal information, you can contact Clive Howse at– firstname.lastname@example.org.
Access to personal information
M.i. Media tries to be as open as it can be in terms of giving people access to their personal information. Individuals can find out if we hold any personal information by making a ‘subject access request’ under the Data Protection Act 1998. If we do hold information about you we will:
- Give you a description of it;
- Tell you why we are holding it;
- Tell you who it could be disclosed to; and
- Let you have a copy of the information in an intelligible form.
To make a request to M.i. Media for any personal information we may hold you need to put the request in writing addressing it to Sam Denning at – email@example.com.
If you agree, we will try to deal with your request informally, for example by providing you with the specific information you need over the telephone.
If we do hold information about you, you can ask us to correct any mistakes by contacting Sam Denning at – firstname.lastname@example.org.
Disclosure of personal information
In many circumstances we will not disclose personal data without consent. However, when we investigate a complaint, for example, we will need to share personal information with the organisation concerned and with other relevant bodies.
You can also get further information on:
- Agreements we have with other organisations for sharing information;
- Circumstances where we can pass on personal data without consent for example, to prevent and detect crime and to produce anonymised statistics.
- Our instructions to staff on how to collect, use and delete personal data; and
- How we check that the information we hold is accurate and up to date.
Links to other websites
This privacy notice does not cover the links within this site that link to other websites. We encourage you to read the privacy statements on the other websites you visit.
Changes to this privacy notice
We keep our privacy notice under regular review. This privacy notice was last updated on 27/03/2018.
How to contact us