We are HR Experts

Privacy Policy

How we use your information

This privacy notice tells you what to expect when J Mann Associates Ltd collects personal information. It also applies to all J Mann Associates Limited products sold on this site or any other site owned by J Mann Associates.

When someone visits www.jmassociates.org we use a third party service, Google Analytics, https://www.google.com/policies/privacy to collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site. This information is only processed in a way which does not 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 want to collect personally identifiable information through our website, we will be up front about this. We will make it clear when we collect personal information and will explain what we intend to do with it.

Cookies in use on this site

Our website uses cookies, as almost all websites do, to help provide you with the best experience we can. Cookies are small text files that are placed on your computer or mobile phone when you browse websites They are widely used in order to make websites work, or work more efficiently, as well as to provide information to the owners of the site. You can learn more about all the cookies we use below.

Our cookies help us:

  • Make our website work as you’d expect
  • Improve the speed/security of the site
  • Allow you to share pages with social networks like Facebook
  • Continuously improve our website for you
  • Make our marketing more efficient

We do not use cookies to:

  • Collect any personally identifiable information (without your express permission)
  • Collect any sensitive information (without your express permission)
  • Pass data to advertising networks
  • Pass personally identifiable data to third parties
  • Pay sales commissions

Granting us permission to use cookies

If the settings on your software that you are using to view this website (your browser) are adjusted to accept cookies we take this, and your continued use of our website, to mean that you are fine with this. Should you wish to remove or not use cookies from our site you can learn how to do this below, however doing so will likely mean that our site will not work as you would expect.

Website function cookies

We use cookies to make our website work including allowing you to add comments to our site.

Social website cookies

So you can easily “Like” or share our content on the likes of Facebook and Twitter we have included sharing buttons on our site. The privacy implications on this will vary from social network to social network and will be dependent on the privacy settings you have chosen on these networks.

Anonymous visitor statistic cookies

We use cookies to compile visitor statistics such as how many people have visited our website, what type of technology they are using (e.g. Mac or Windows which helps to identify when our site isn’t working as it should for particular technologies), how long they spend on the site, what page they look at etc. This helps us to continuously improve our website. These so called “analytics” programs also tell us if , on an anonymous basis, how people reached this site (e.g. from a search engine) and whether they have been here before helping us to put more money into developing our services for you instead of marketing spend. We use Google Analytics for these statistics.

Turning cookies off

You can usually switch cookies off by adjusting your browser settings to stop it from accepting cookies (Learn how here).

It may be that you concerns around cookies relate to so called “spyware”. Rather than switching off cookies in your browser you may find that anti-spyware software achieves the same objective by automatically deleting cookies considered to be invasive. Learn more about managing cookies with antispyware software.

The cookie information text on this site was derived from content provided by Attacat Internet Marketing http://www.attacat.co.uk/, a marketing agency based in Edinburgh. If you need similar information for your own website you can use their free cookie audit tool.

 

Cookie sourceCookie nameInformation
ov101.infusionsoft.comJSESSIONIDCustomer Relations Management tool to manage customer inquiries from the site.
applb
InfusionsoftTrackingCookie
jmassociates.org__utmaThis is for visitor statistics. Google Analytics uses this cookie name.
__utmb
__utmc
__utmz
youtube.comVISITOR_INFO1_LIVEThis is due to embedded YouTube videos:
“YouTube uses cookies to help maintain the integrity of video statistics, prevent fraud and to improve the site experience, among other things.” [source]
use_hitbox
PREF

 Collected information

We automatically collect and/or track the following:

  1. Web page http headers (home server domain names, IP address, type of client computer, and type of Web browser);
  2. Information knowingly provided by you through on-line forms, registration forms, surveys, and/or other entries, such as email addresses, personal, financial or demographic information;
  3. Information, user specific or aggregate, on what pages our visitor’s access; and
  4. E-mail addresses of visitors that communicate with J Mann via e-mail.

Use of data collected

We use your personal, demographic and profile data to enhance your experience at our site and to enable us to present content we think you might be interested in. We use your contact information to send you information about our company and promotional material from our partners. We may also use your personal, demographic and profile data to improve our site, for statistical analysis, for marketing and promotional purposes (both via email and through using your email address for targeting on sites such as Facebook.com). Information collected by us may be added to our databases and used for future telemarketing, SMS text-messaging, e-mails, display and native advertising or postal mailings regarding site updates, new products and services, upcoming events, and/or status of orders placed online. By using this site, you agree that you may be contacted in any manner outlined in this section.

People who contact us via social media

We use a third party provider, Hootsuite to manage our social media interactions.

If you send us a private or direct message via social media the message will be stored by Hootsuite for three months. It will not be shared with any other organisations.

Disclosure of data

If you choose to provide personal information, it will be used for the following purposes:

  1. considering you for any J Mann Associates Ltd product
  2. for marketing products and services which we determine, in our sole judgment that you might find of interest.

Your opt-out rights

You may opt-out of receiving communications from us by not submitting your information. We also allow you to remove your information from our marketing lists. If you remove your information from our marketing lists it will no longer be used by us to send promotional correspondence to you.  You can remove your information from our marketing lists by clicking on the “Unsubscribe” link at the bottom of every email we send you, or by sending your request in writing, via email to: info@jmassociates.org

J Mann Associates Limited email messages sent always include information about the origin of the emails and instructions on how recipients can unsubscribe from receiving future email messages.

From time to time, J Mann Associates Limited will enter into an arrangement with a third party website to allow individuals to opt into our marketing program on those third party websites. In each case the third party websites have represented and warranted to us, among other things:

  1. the data was collected voluntarily from individuals on website registrations and co- registrations
  2. the sellers have a right, under any applicable privacy statements, to transfer the data to us, and
  3. J Mann Associates Limited has the right to send marketing offers to the individuals. If you have additional questions please contact us at info@jmassociates.org.

Our right to contact you

We reserve the right to contact you regarding your account status and changes to subscriber agreements, privacy policy, or any other policies or agreements relevant to you.

Links to other websites

Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.

Applicants

As part of any recruitment process, the company collects and processes personal data relating to job applicants. The company is committed to being transparent about how it collects and uses that data and to meeting its data protection obligations.

What information does the company collect?

The company collects a range of information about you. This includes:

  • your name, address and contact details, including email address and telephone number
  • details of your qualifications, skills, experience and employment history
  • information about your current level of remuneration, including benefit entitlements
  • whether or not you have a disability for which the company needs to make reasonable adjustments during the recruitment process, and
  • information about your entitlement to work in the UK

The company may collect this information in a variety of ways. For example, data might be contained in application forms, CVs or resumes, obtained from your passport or other identity documents, or collected through interviews or other forms of assessment.

The company may also collect personal data about you from third parties, such as references supplied by former employers, information from employment background check providers. The company will seek information from third parties only once a job offer to you has been made and will inform you that it is doing so. Data will be stored in a range of different places, including on your application record, in HR management systems and on other IT systems (including email).

Why does the company process personal data?

The company needs to process data to take steps at your request prior to entering into a contract with you. It may also need to process your data to enter into a contract with you.

In some cases, the company needs to process data to ensure that it is complying with its legal obligations. For example, it is required to check a successful applicant’s eligibility to work in the UK before employment starts.

The company has a legitimate interest in processing personal data during the recruitment process and for keeping records of the process. Processing data from job applicants allows the company to manage the recruitment process, assess and confirm a candidate’s suitability for employment and decide to whom to offer a job. The company may also need to process data from job applicants to respond to and defend against legal claims.

The company may process special categories of data, such as information about ethnic origin, sexual orientation or religion or belief, to monitor recruitment statistics. It may also collect information about whether or not applicants are disabled to make reasonable adjustments for candidates who have a disability. The company processes such information to carry out its obligations and exercise specific rights in relation to employment.

The company will not use your data for any purpose other than the recruitment exercise for which you have applied.

Who has access to data?

Your information may be shared internally for the purposes of the recruitment exercise. This includes members of the HR and recruitment team, interviewers involved in the recruitment process, managers in the business area for which you may be considered and IT staff if access to the data is necessary for the performance of their roles.

The company will not share your data with third parties, unless your application for employment is successful and it makes you an offer of employment. The company will then share your data with former employers to obtain references for you, employment background check providers to obtain necessary background checks.

The company will not transfer your data outside the European Economic Area.

How does the company protect data?

The company takes the security of your data seriously. It has internal policies and controls in place to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by our employees in the proper performance of their duties.

For how long does the company keep data?

If your application for employment is unsuccessful, the company will hold your data on file for 6 months after the end of the relevant recruitment process. At the end of that period, your data is deleted or destroyed.

What if you do not provide personal data?

You are under no statutory or contractual obligation to provide data to the company during the recruitment process. However, if you do not provide the information, the company may not be able to process your application properly or at all.

Automated decision-making

Recruitment processes are not based solely on automated decision-making.

Employees

The Company (we, us, our) collects and processes personal data relating its employees to manage the employment relationship. We are committed to being transparent about how we collect and use that data and to meeting our data protection obligations.

What information does the Company collect?

We collect and process a range of information about you. This includes:

  • your name, address and contact details, including email address and telephone number, date of birth and gender
  • the terms and conditions of your employment
  • details of your qualifications, skills, experience and employment history, including start and end dates, with previous employers and with us
  • information about your remuneration, including entitlement to benefits such as pensions or insurance cover
  • details of your bank account and national insurance number
  • information about your marital status, next of kin, dependants and emergency contacts
  • information about your nationality and entitlement to work in the UK
  • information about your criminal record**
  • details of your schedule (days of work and working hours) and attendance at work
  • details of periods of leave taken by you, including holiday, sickness absence, family leave and sabbaticals, and the reasons for the leave
  • details of any disciplinary or grievance procedures in which you have been involved, including any warnings issued to you and related correspondence
  • assessments of your performance, including appraisals, performance reviews and ratings, performance improvement plans and related correspondence
  • information about medical or health conditions, including whether or not you have a disability for which we need to make reasonable adjustments; and
  • equal opportunities monitoring information including information about your ethnic origin, sexual orientation and religion or belief.

**with your consent and when specified as part of the application/recruitment process

We may collect this information in a variety of ways. For example, data might be collected through application forms, CVs or resumes; obtained from your passport or other identity documents such as your driving licence; from forms completed by you at the start of or during employment (such as benefit nomination forms); from correspondence with you; or through interviews, meetings or other assessments.

In some cases, we may collect personal data about you from third parties, such as references supplied by former employers, information from employment background check providers.

Data will be stored in a range of different places, including in your personnel file, in the HR management systems and in other IT systems (including our email system).

Why does the Company process personal data?

We need to process data to enter into an employment contract with you and to meet our obligations under your employment contract. For example, we need to process your data to provide you with an employment contract, to pay you in accordance with your employment contract and to administer benefits, such as pension and insurance entitlements.

In some cases, we need to process data to ensure that we are complying with our legal obligations. For example, we are required to check an employee’s entitlement to work in the UK, to deduct tax, to comply with health and safety laws and to enable employees to take periods of leave to which they are entitled.

In other cases, we have a legitimate interest in processing personal data before, during and after the end of the employment relationship. Processing employee data allows us to:

  • run recruitment and promotion processes;
  • maintain accurate and up-to-date employment records and contact details (including details of who to contact in the event of an emergency), and records of employee contractual and statutory rights;
  • operate and keep a record of disciplinary and grievance processes, to ensure acceptable conduct within the workplace;
  • operate and keep a record of employee performance and related processes, to plan for career development, and for succession planning and workforce management purposes;
  • operate and keep a record of absence and absence management procedures, to allow effective workforce management and ensure that employees are receiving the pay or other benefits to which they are entitled;
  • obtain occupational health advice, to ensure that we comply with duties in relation to individuals with disabilities, meet our obligations under health and safety law, and ensure that employees are receiving the pay or other benefits to which they are entitled;
  • operate and keep a record of other types of leave (including maternity, paternity, adoption, parental and shared parental leave), to allow effective workforce management, to ensure that we comply with duties in relation to leave entitlement, and to ensure that employees are receiving the pay or other benefits to which they are entitled;
  • ensure effective general HR and business administration;
  • provide references on request for current or former employees; and
  • respond to and defend against legal claims

Some special categories of personal data, such as information about health or medical conditions, is processed to carry out employment law obligations (such as those in relation to employees with disabilities).

Where we process other special categories of personal data, such as information about ethnic origin, sexual orientation or religion or belief, this is done for the purposes of equal opportunities monitoring. Data that we use for these purposes is pseudonymised or is collected with the express consent of employees, which can be withdrawn at any time. Employees are entirely free to decide whether or not to provide such data and there are no consequences of failing to do so.

Who has access to data?

Your information may be shared internally, including with members of the recruitment team, your line manager, managers in the business area in which you work and IT staff if access to the data is necessary for performance of their roles.

We share your data with third parties in order to obtain pre-employment references from other employers, obtain employment background checks from third-party providers. We may also share your data with third parties in the context of a sale of some or all of our business. In those circumstances the data will be subject to confidentiality arrangements.

We also share your data with third parties that process data on our behalf, in connection with payroll, the provision of benefits such as pension.

Payroll provider – TI Accountancy,

Myhrtoolkit provide – HR system,  https://www.myhrtoolkit.com/cookies-privacy-policy

Smart Pension – https://www.autoenrolment.co.uk/privacy-policy

We may also share your data with third parties that provide professional services such as specialist employment law guidance.

We will not transfer your data to countries outside the European Economic Area.

How does the Company protect data?

We take the security of your data seriously. We have internal policies and controls in place to try to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by our employees in the performance of their duties.

Where we engage third parties to process personal data on our behalf, they do so on the basis of written instructions, are under a duty of confidentiality and are obliged to implement appropriate technical and organisational measures to ensure the security of data.

For how long does the Company keep data?

We will hold your personal data for the duration of your employment. The period for which your data is held after the end of employment is 6 years. This will also be reviewed within two years of your leave date to ensure only relevant data is retained.

Your rights

As a data subject, you have a number of rights. You can:

  • access and obtain a copy of your data on request;
  • require us to change incorrect or incomplete data;
  • require us to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing; and
  • object to the processing of your data where we are relying on our legitimate interests as the legal ground for processing.

If you would like to exercise any of these rights, please contact J Mann Associates, info@jmassociates.org  If you believe that we have not complied with your data protection rights, you can complain to the Information Commissioner.

What if you do not provide personal data?

You have some obligations under your employment contract to provide us with data. In particular, you are required to report absences from work and may be required to provide information about disciplinary or other matters under the implied duty of good faith. You may also have to provide us with data in order to exercise your statutory rights, such as in relation to statutory leave entitlements. Failing to provide the data may mean that you are unable to exercise your statutory rights.

Certain information, such as contact details, your right to work in the UK and payment details, have to be provided to enable us to enter a contract of employment with you. If you do not provide other information, this will hinder our ability to administer the rights and obligations arising as a result of the employment relationship efficiently.

Changes to this privacy policy

We keep our privacy policy under regular review.

J Mann Associates Ltd, Upper Floor, Abbey Square, Amesbury, Wiltshire,SP4 7ES

If you believe that any information we are holding on you is incorrect or incomplete, please email info@jmassociates.org or write to the address above. We will promptly correct any information found to be incorrect.


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