Under 16 - Privacy Notice

Introduction

This Privacy Notice tells you about how OurCoop (a trading name of Central England Co-operative Limited) collects and processes personal data relating to you. We are committed to being transparent about how we collect and use that personal data in order to meet our data protection obligations.

Who we are

Central England Co-operative Limited

ICO registration: Z616328X

Queen Street

Lichfield

Staffordshire

WS13 6QD

We have appointed an outsourced Data Protection Officer (DPO). A DPO is somebody who is responsible for handling our Data Protection and ensuring we are acting in line with the law.

If you have any questions about data protection or how we handle your personal data, the DPO can be contacted at:

Email: enquiries@centralcoop.co.uk

Parental and Legal Guardian Information

Details regarding what data is collected, how it is collected and the purpose for which it is being collected is stated below within this notice.

Contact information for our Data Protection Officer is also outlined within this notice, should you have any questions in relation to the information provided.

What information do we collect and use?

We collect and process a range of personal information about you, to allow us to manage our relationship with you. This includes:

Category of personal information	Description
Identity details	First name, last name, title, date of birth, national insurance number, passport, birth certificate, signature, image, biometric data (fingerprint), emergency contact details, next of kin details.
Contact details	Telephone number(s), email address(es), postal address(es), work address(es).
Leave details	Dates of absence, reason for absence (sickness, holiday, maternity, paternity, etc.)
Education details	School/college/universities attended, qualifications achieved, learning outcomes, test results.
Equal opportunities details	Diversity indicator, racial or ethnic origin, sexual orientation, religious & philosophical beliefs.
Job details	Job description, CV, work history, references, contracted hours, department, start date, progression opportunities, work location, work relationship data.
Health details	Medical history, mental health details, disability details, all data concerning an individual’s health.
Communication details	Feedback, questions, notes, any data that is contained within a message body or a subject from an individual.
Criminal details	Details concerning criminal convictions.
Technical details	IP address, browser type and version, cookies, details of website visits, Operating system, time zone and location.

Why do we process your personal data?

When we process your personal data, we need to have a lawful basis. A lawful basis is our reason as to why we need to process your data.

We will process your personal data to allow us to:

Purposes for processing	Categories of personal data	Lawful basis for processing	Legitimate Interests (if applicable)
To conduct right to work checks.	Identity	Legal obligation	N/A
To process your work experience application and determine role suitability.	Identity Contact Job Employment Education Equal Opportunities	Performance of a contract	N/A
To monitor and administer your work experience with OurCoop.	Identity Contact Job Education Leave Health Equal Opportunities Personnel	Performance of a Contract	N/A
To communicate with you regarding your work experience.	Identity Contact Communication	Performance of a Contract	N/A
To record health and safety incidents that occur while at work.	Identity Contact Job Health	Performance of a Contract Legal Obligation	N/A
When we capture your image on our CCTV systems.	Identity	Legitimate Interests	For your safety and for the prevention and detection of crime.
To generate diversity & inclusion reports and statistics	Equal Opportunities	Legitimate Interests	To maintain and promote diversity and inclusion in the workplace.
When colleagues clock in and out for shifts.	Identity Job	Performance of a contract	N/A
To provide you with online and in person training.	Identity Contact Job Education Personnel Technical	Performance of a contract Legal Obligation	N/A
To send you relevant service emails and communications regarding your employment.	Identity Contact Job	Legitimate Interests	To ensure you are informed of updates and necessary communications effectively.

Who has access to data?

In order to manage the business effectively, your information may be shared with other departments at OurCoop and other organisations. We will only share your personal data where we have a valid reason to do so. These include:

For the administration of IT management and support;
For the administration of our HR portal;
For the purpose of pre-employment checks such as references and background checks.
To provide external learning platforms;
To manage and store your personal data;
To meet legal obligations, for example, for the purposes of national security, taxation and criminal investigations.

We may also share your personal data with other third parties where:

If requested, we will share your personal data with authorities such as:

The Police;
The Financial Conduct Authority (FCA);
The Health and Safety Executive;
Local Authorities;
Her Majesty’s Revenue and Customs (HMRC);
The Courts; and
Central or Local Government Bodies.

How do we protect your personal data?

We take the security of your data seriously. We have internal policies and controls in place to ensure that we have implemented measures to ensure that your data is not lost, accidentally destroyed, misused, or disclosed without our authority, and is not accessed except by our colleagues only in the performance of their professional duties.

For how long do we keep your personal data?

When we assess the retention of your personal information, we will take the following into consideration:

- Nature of the information;
- Sensitivity of the information;
- Potential risks if breached;
- The purpose(s) for which we initially processed;
- Whether we can achieve the purpose(s) through less invasive means; and
- Applicable legal requirements.

We regularly review the retention of personal information held by OurCoop to ensure that we are not keeping your personal information for longer than is necessary. After a record has met its designated retention period, we will securely delete or destroy this.

Your rights

Everybody has rights relating to the collection and use of their personal information. These are the rights that apply to your personal information:

- The right to be informed – you have the right to know what information we hold and process about you which is why we have provided this privacy notice.
- The right of access – you have the right to ask for a copy of the information we hold regarding yourself.
- The right to rectification – you have the right to ask for us to correct any information we hold which may be inaccurate or incorrect.
- The right of erasure – you have the right to have your personal information ‘erased’ in certain situations.
- The right to object – you have the right to object to the processing of your personal information in certain circumstances:

If you would like to exercise any of these rights, please contact our DPO using the contact details in this policy.

In some circumstances, we may not be able to comply with your requests, e.g., where the information falling within the scope of your request is exempt, either due to the circumstances and/or purposes to which we are processing that information. If this is the case, we will respond to your request explaining the reasons why we are unable to comply with your request.

If you believe that we have not complied with your data protection rights, in the first instance please contact the above email address. If you believe your rights are still not addressed, then you can complain to the Information Commission by contacting https://ico.org.uk/concerns/.

Changes to this Privacy Notice

We may update this Privacy Notice at any time, and we will provide you with a new privacy notice when we make any substantial updates. We may also notify you in other ways from time to time about the processing of your personal information.

If you have any questions in relation to this notice please contact our Data Protection Officer at Central England Co-operative Limited, Queen Street, Lichfield, Staffordshire, WS13 6QD or email enquiries@centralcoop.co.uk

Not Happy?

Please let us know if you are unhappy with how we have used your personal data by contacting our DPO.

As stated in The Data (Use & Access) Act 2025, you have the right to lodge a data protection complaint with us, should you be unhappy with the way we have processed your personal data.

Your complaint will be managed and responded to by our Data Protection Officer (DPO). Their role will be a conduct an independent investigation into the grounds for your complaint and provide an outcome to you. Your complaint will be responded to with a final written response within 30 days of receipt.

Should you wish to make a data protection complaint, this can be done by contacting the DPO in the following ways:

Email: enquiries@centralcoop.co.uk

If you are dissatisfied with how your data protection complaint has been managed, you also have the right to lodge a complaint with The Information Commission (ICO). We would be grateful for the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.

You can find their contact details below:

Address: Information Commission,

Wycliffe House,

Water Lane,

Wilmslow,

Cheshire,

SK9 5AF

Telephone: 0303 123 1113