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Appointment details

Non-Executive Director - Technology

Summary

• Organisation: Post Office Ltd
• Sponsor department: Department for Business and Trade
• Location: London
• Sectors: Business and Trade
• Skills: Business, Change Management, Technology / Digital, Major Projects, Retail, Transformation
• Number of vacancies: 1
• Time commitment: 2 day(s) per month
• Remuneration: £35000 per annum
• Length of term: 3 years
• Application deadline: 11:55pm on 6 September 2024

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Timeline for this appointment

1. Opening date

   15 August 2024

2. Application deadline

   11:55pm on 6 September 2024

3. Sifting date

   13 September 2024

4. Interviews expected to end on

   18 October 2024

Timeline dates are only an estimate and can change

About the appointment

Introduction

Post Office is in a unique position at the heart of communities across the UK, providing access to vital services from mail to bill payments, banking and financial services.  We play a key role in the local economy – through our network of Postmasters and commercial partners we connect people and businesses.  We are the place that allows local businesses to trade by offering mail and banking services; we are the place that allows customers to communicate with friends and family, to access banking and financial services, to pay bills.  We’re at a pivotal point in our 370-year history as we look to redefine ourselves for a new generation – one where we are sustainable and profitable with our Postmasters and customers at the heart of everything we do.

Post Office is determined to resolve past failures and fundamentally reform our culture, practices and operating procedures, and forge an open and transparent relationship with the thousands of Postmasters providing customers with vital services in the UK’s communities. The Post Office is committed to participating openly, constructively and efficiently with the Post Office Horizon Inquiry as it provides a vital line of sight on the remediating steps we need to take and the improvements we need to make. 

We are working hard to ensure that the next chapter of the Post Office’s history is a bright one. Helping our Postmasters to run thriving local businesses which can continue to provide essential products and services for our customers for many years to come.  This is a uniquely exciting and challenging time for the Post Office – we’re shaping the future and creating a business we can all be proud of. 

Post Office colleagues are the driving force behind our business and their passion, energy and enthusiasm will be key to delivering our business strategy.

All Post Office people are guided by Our Purpose which has three equally important but distinct parts.

The first – “We’re here” – recognises that Post Office is unique as the only retailer in each nation and every community across the UK. With over 11,500 branches, we’re at once universal and yet fundamentally local. And this is only possible because our Postmasters are here for our customers – much as Post Office is here to serve and support our Postmasters. Without our Postmasters, there would be no Post Office.

Next – “in person”. Located in communities across the UK, Post Office remains a vital part of the British high street even as many retailers continue to leave it. Despite the recent acceleration of digital services brought about by the pandemic, the simple reality is there will always be some things that you can’t do easily online – whether sending a parcel or having a chat face-to-face. Our Purpose highlights the human connection – the personal touch – we offer as a business.

And last, but certainly not least, we’re there “for the people who rely on us”. Although the Post Office is for everyone, we know some parts of society rely on us more than others. For the people that need us most, we’re proud to provide vital, trusted services that allow them to operate in cash, pay their bills in person, verify their identity, and more as their needs change.

Transformation is critical to the Post Office’s future. You will join us during a hugely important time of change, when we will be taking forward an ambitious agenda to reshape our services to create a sustainable proposition for Postmasters and ensure the Post Office is able to thrive in the long-term. We are under no illusion about the scale of this challenge and the scrutiny to which we can expect to continue to be subjected, but we also see a huge opportunity to evolve and build on the foundation of our rich history. It is the only retailer with a presence in each nation and every community across the UK and it needs to adapt to reflect the way people live their lives today. Prioritising strong and trusting relationships with all Postmasters will be critical to this.

The Board

The Post Office Board currently consists of the Interim Chair, four independent Non-Executive Directors, two Postmaster representatives Non-Executive Directors, a Shareholder appointed Non-Executive Director and a Chief Executive Officer. 

Appointment description

As a Non-Executive Director your role is to: 

·       Demonstrate commitment to Post Office’s role as a commercial business that delivers a social purpose and is seeking to build a modern franchise in partnership with its Postmasters and multiple partners.

·       Participate in the development of Post Office’s strategy and oversee its implementation.

·    Contribute positively to the Board’s discussions and decision-making, applying intellectual rigour, displaying good judgement, considering the impact of decisions on different stakeholders and providing constructive challenge and support to management.

·       Bring knowledge, experience and expertise to shape how the business develops.

·       Provide oversight of and receive assurance on the operation of the business, its compliance with law and regulation, risk management and internal controls.

·       Provide leadership on the values and culture the company seeks to promote, including its engagement with Postmasters, customers, employees, suppliers and shareholder.

·       Monitor the performance of management in meeting agreed targets and objectives.

·       Demonstrate high standards of integrity and behaviour expected of a director of a government owned company (with reference to the guidance on roles, expectations and responsibilities for public body Non-Executive Directors: https://www.gov.uk/government/collections/public-bodies-non-executive-directors-principles-and-standards - which includes the 7 Principles of Public Life: https://www.gov.uk/government/publications/the-7-principles-of-public-life/the-7-principles-of-public-life--2).

Person specification

Essential criteria

The Post Office must have a well-rounded Board that reflects society in line with its commitment to equity, diversity and inclusion. We encourage candidates who can share varied perspectives that will bring insights and experiences to the Board, so we are best able to meet the changing needs of our customers, Postmasters and Shareholder.

Ideally, candidates will have:

·       Experience of leading large scale complex digital, data and technology transformation, ideally with a successful track record of leading new system design, development and implementation to support improved services to customers as a Senior Executive or Non-Executive Director.

·       Experience of designing, developing and delivering complex, large scale digital programmes within either a public or private sector environment.

·        A demonstrable track record of engaging and influencing at board level, with the ability to step successfully into non executive director position and successfully navigate the governance structure that exists within the Post Office.

·       Previous Non-Executive and Board level experience, or as a senior leader within an executive capacity, with a sound appreciation of effective governance. 

·       A commercial outlook alongside a commitment to delivering Post Office’s social purpose and a strong alignment to our values.

·       Demonstrable analytical skills, resilience and enthusiasm.

Desirable criteria

• An understanding of the retail market and a commercially focussed outlook together with a commitment to delivering Post Office’s social purpose.
• Strong analytical skills, resilience and enthusiasm will be critical to supporting the development of a modern franchise in partnership with our Postmasters and multiple partners.

• An understanding of the central government and/or public sector environment.

Application and selection process

How to apply

Executive Search provider GatenbySanderson has been appointed to partner with the Post Office on this key appointment.

To apply for this post, you will submit your application no later than 23.55 on Sunday 6th September 2024

All applications must be submitted using the following link: https://www.gatenbysanderson.com/job/GSe114507/

You are asked to submit the following:

1. A CV setting out your career history, with key responsibilities and achievements. Please ensure you have provided reasons for any gaps within the last two years.
2. A Statement of Suitability (no longer than three pages) explaining:

a. Your motivation for applying for this role.

b. How you consider your personal skills, qualities and experience provide evidence of your suitability for the role, with particular reference to the competencies sought in this pack.

Failure to submit both documents will mean the panel only have limited information on which to assess your application against the criteria.  Please ensure that both documents contain your full name.

In addition, you will be asked to complete diversity and conflicts declarations through the online application system.

Should you encounter any issues with your online application or are unable to apply online please contact kirsten.hasseriis@gatenbysanderson.com

Advisory Assessment Panel (AAP)

Advisory Assessment Panels (AAP) are chosen by ministers to assist them in their decision-making. These include a departmental official and an independent member. For competitions recruiting non-executive members of a board (apart from the Chair), the panel will usually include a representative from the public body concerned.

AAP’s perform a number of functions, including agreeing an assessment strategy with ministers, undertaking sifting, carrying out interviews in line with the advertised criteria and deciding objectively who meets the published selection criteria for the role before recommending to ministers which candidates they find appointable. It is then for the minister to decide who to appoint to the role.

Additional information for candidates

Principles of public life

The Seven Principles of Public Life (also known as the Nolan Principles) apply to anyone who works as a public office-holder.

1. Selflessness

Holders of public office should act solely in terms of the public interest.

2. Integrity

Holders of public office must avoid placing themselves under any obligation to people or organisations that might try inappropriately to influence them in their work. They should not act or take decisions in order to gain financial or other material benefits for themselves, their family, or their friends. They must declare and resolve any interests and relationships.

3. Objectivity

Holders of public office must act and take decisions impartially, fairly and on merit, using the best evidence and without discrimination or bias.

4. Accountability

Holders of public office are accountable to the public for their decisions and actions and must submit themselves to the scrutiny necessary to ensure this.

5. Openness

Holders of public office should act and take decisions in an open and transparent manner. Information should not be withheld from the public unless there are clear and lawful reasons for so doing.

6. Honesty

Holders of public office should be truthful.

7. Leadership

Holders of public office should exhibit these principles in their own behaviour and treat others with respect. They should actively promote and robustly support the principles and challenge poor behaviour wherever it occurs.

Code of conduct for board members

The Government expects all holders of public office to work to the highest personal and professional standards. In support of this, all non-executive board members of UK public bodies must abide by the principles set out in the Code of Conduct for Board Members of Public Bodies. The Code sets out the standards expected from those who serve on the boards of UK public bodies and will form part of your terms and conditions of appointment.

Management of outside interests and consideration of reputational issues

Holders of public office are expected to adhere and uphold the Seven Principles of Public Life and the Code of Conduct for Board Members of Public Bodies. Before you apply you should consider carefully: 

• any outside interests that you may have, such as shares you may hold in a company providing services to government; 
• any possible reputational issues arising from your past actions or public statements that you have made; 
• and/or - any political roles you hold or political campaigns you have supported; 

which may call into question your ability to do the role you are applying for.

You will need to answer relevant questions in relation to these points when making an application. Many conflicts of interest can be satisfactorily resolved and declaring a potential conflict does not prevent you from being interviewed. If you are shortlisted for an interview, the panel will discuss any potential conflicts with you during that interview, including any proposals you may have to mitigate them and record that in their advice to ministers. Alongside your own declaration, we will conduct appropriate checks, as part of which we will consider anything in the public domain related to your conduct or professional capacity. This may include searches of previous public statements and social media, blogs or any other publicly available information. The successful candidate(s) may be required to give up any conflicting interests and their other business and financial interests may be published in line with organisational policies. 

Details of declared political activity will be published when the appointment is announced, as required by the Governance Code (political activity is not a bar to appointment, but must be declared).

Status of appointment

As this is an office holder appointment, you will not become a member of the Civil Service. You will not be subject to the provisions of employment law.

Appointment and tenure of office

Appointments are for the term set out in this advert, with the possibility of re-appointment for a further term, at the discretion of Ministers.  Any re-appointment is subject to satisfactory annual appraisals of performance during the first term in the post. There is no automatic presumption of reappointment; each case should be considered on its own merits, taking into account a number of factors including, but not restricted to, the diversity of the current board and its balance of skills and experience. In most cases, the total time served in post will not exceed more than two terms or ten years in any one post. 

Remuneration, allowances and abatement

Remuneration for this role is treated as employment income and will be subject to tax and National Insurance contributions, both of which will be deducted at source under PAYE before you are paid. 

You can claim reimbursement for reasonable travel and subsistence costs which are properly and necessarily incurred on official business, in line with the travel and subsistence policy and rates for the organisation to which you are applying. However these payments are taxable as earnings and will be subject to tax and national insurance, both of which will be deducted at source under PAYE before you are paid.

Pension and redundancy

This is an office holder appointment and does not attract any benefits under any Civil Service Pension Scheme. You will not be eligible for redundancy pay as you are not an employee. No other arrangements have been made for compensation upon the end of your term of appointment because an office holder who is appointed for a limited duration would have no expectation of serving beyond that period.

Data protection

PRIVACY NOTICE FOR NON-EXECUTIVE DIRECTOR AND PUBLIC APPOINTMENT APPLICANTS

This notice sets out how UKGI will use your personal data for the purpose of this recruitment campaign and explains your rights under the General Data Protection Regulation. UKGI is committed to being transparent about how it collects and uses personal data and to meeting its data protection obligations.

1. Data Subject categories

As part of any recruitment process conducted on behalf of any Government Department or any Arm’s Length Body (ALB) of any Government Department, UK Government Investments Ltd (UKGI) collects and processes personal data relating to individuals who apply for public appointments.

2. What categories of information does UKGI collect?

UKGI collects a range of information about you. This may include:

• your name, address and contact details, including email address and telephone number;

• date of birth;

• references;

• 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 UKGI needs to make reasonable adjustments during the recruitment process (where applicable);

• information about your entitlement to work in the UK (where necessary); and

• equal opportunities monitoring information, including information about your ethnic origin, sexual orientation, health and religion or belief and socio-economic data; and

• results from due diligence searches (including checks on social media and personal websites, potential conflicts of interests, media statements, political activities as well as checks to see if the individual appears on the disqualified director, bankruptcy and insolvency, removed trustees or financial services register).

This list of data categories is not exhaustive and may vary depending on the appointment you are applying for.

UKGI collects this information in a variety of ways. For example, data might be contained in application forms and letters, CVs or resumes, obtained from your passport or other identity documents or those that give proof of address, or collected through interviews or other forms of assessment which may include online tests.

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).

3. Why does UKGI process personal data and what is the legal basis for doing so?

UKGI may work with suitably selected partners to carry out certain activities for this application process. Where it is necessary to use third parties to do this, these third parties should contact you separately with regard to the way in which they will process your personal data for the purpose of the recruitment process.

These activities include, but are not limited to:

- processing your application;

- advising candidates of the outcome of their application;

- arranging interviews for successful candidates; and

- equality and diversity monitoring.

If your application is unsuccessful, UKGI will keep your personal data on file for 24 months to allow it to provide feedback on request and to defend itself against any legal challenge, as well as to allow it to evidence its fulfilment of its obligations to the relevant instructing Minister/Department.

UKGI may also keep your personal data on file in case there are future roles for which you may be suited. UKGI will ask for your consent before it keeps your data for this purpose, and you are free to withdraw your consent at any time.

4. Recipients of Personal Data

Personal data of applicants will only be made available to those in the appointments process and to the organisations listed below.

The organisations with whom this information will be shared will vary depending on the position being applied for. They include, but are not limited to, the following:

- The Office of the Commissioner for Public Appointments

- Cabinet Office

- relevant appointing Arm’s Length Body and/or Sponsor Department

- HM Treasury

- Office of the Prime Minister

The legal bases for the sharing of this personal data with these relevant organisations are the same as those set out in section (3) above.

5. Protection of Personal Data

UKGI 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 that it is not accessed except by our employees in the proper performance of their duties.

6. Retention of Personal Data

If your application is unsuccessful, UKGI will keep your personal data on file for 24 months to allow it to provide feedback on request and to defend itself against any legal challenge, as well as to allow it to evidence its fulfilment of its obligations to the relevant instructing Minister/Department. At the end of that period, your data will be deleted or destroyed. A small amount of basic information on the recruitment (candidate name, position applied for,

year of application, outcome) will be retained for such time as is required to allow UKGI to properly provide full and comprehensive information to Ministers in respect of ministerial appointments or for [9] years, whichever is shorter.

If your application is successful, personal data gathered during the recruitment process will be shared with the relevant ALB which will retain this information during your appointment. The periods for which your data will be held will be notified to you by the ALB in a new privacy notice. UKGI will also retain this information for the period of your appointment.

7. Your data protection rights

You have the right to request:

• information about how your personal data is processed and to request a copy of that personal data;

• that any inaccuracies in your personal data are rectified without delay; and

• that your personal data is erased if there is no longer a justification for it to be processed.

You also have the right:

• in certain circumstances (for example, where accuracy is contested) to request that the processing of your personal data is restricted; and

• to object to the processing of your personal data where it is processed for directing marketing purposes.

8. To submit a Data Subject Access Request

To request access to personal data that UKGI holds about you, contact the UKGI Data Protection Officer:

Email: Privacy@ukgi.org.uk

9. Complaints

If you are dissatisfied with the handling of your personal data, you have the right to ask for an internal review. Internal review requests should be submitted to the UKGI Data Protection Officer:

Email: Privacy@ukgi.org.uk

If you still consider that your personal data has been misused or mishandled, you may make a complaint to the Information Commissioner, who is an independent regulator. The Information Commissioner can be contacted at:

Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

0303 123 1113

Any complaint to the Information Commissioner is without prejudice to your rights to seek redress in the courts.

GatenbySanderson Limited Privacy Statement

1 Personal Information

1.1 We take your privacy seriously and this privacy statement (Privacy Statement) sets out how we will handle your personal data securely and in accordance with your rights.

1.2 GatenbySanderson Limited (we, us, our) is a registered data controller under the terms of the UK General Data Protection Regulation (GDPR). Details of our notification to the data protection regulator may be found in the Information Commissioner’s Office Public Register of Data Controllers at ico.org.uk under registration number Z9032296. Our registered office address is at 14 King Street, Leeds, West Yorkshire, LS1 2HL.

1.3 Our Data Protection Officer is: Nathan Tittensor.

2 General Information

2.1 This Privacy Statement explains what information we collect about you when you:

(a) visit our websites at:

(i) www.gatenbysanderson.com (our Main Website); or

(ii) apply.gatenbysanderson.com (our Application Process Website);

(together, the Websites);(b) register an account with us on our Main Website (Your Account); and/or(c) apply for job vacancies advertised on the Websites,and how we handle your information in respect of our agreement with you to provide recruitment services (together, our Services) to ensure that we protect your rights.

2.2 Please read this Privacy Statement carefully to understand how we will treat your personal data. In this Privacy Statement, references to you or your shall mean you as a user of the Websites and/or our Services.

2.3 This Privacy Statement should be read together with the Websites terms of use policy in place from time to time (Web Policy) and our cookies policy (Cookie Policy) which together apply to your use of the Websites and our Services.

2.4 By using the Websites and/or our Services you will be regarded as having accepted the terms of this Privacy Statement. Please do not use the Websites or our Services if you do not agree to the terms of this Privacy Statement.

2.5 We recognise that in some circumstance (for example, because you are on holiday) you may authorise one of our consultants to register Your Account on our Main Website and / or to apply for job vacancies on your behalf. In such cases, we will still require you to provide us with your consent to us processing your personal data in accordance with this Privacy Statement. We will contact you by email, attaching a link to a copy of this Privacy Statement and we will ask you to confirm by return email that you agree to our processing of your personal data in accordance with this Privacy Statement. Please note that our consultants will not be able to register Your Account on our Main Website, apply for job vacancies on your behalf or process your application any further until we have received your consent by return email.

3 What information do we collect?

3.1 When you use the Websites and / or our Services we may ask you to provide certain information such as, your name, date of birth and contact details (including your address, email address, and contact telephone number).

3.2 When you register Your Account with us on our Main Website or wish to apply for job vacancies listed, we may also ask you to provide certain information including:

(a) details of your employment history, career experience and skills;(b) copies of your CV, job application, a covering letter and supporting statements; and / or(c) suitable references from your employer or other third party referees.3.3 We may also collect information on an ongoing basis about what pages you access or visit on the Websites and information about your use of the Websites including, for example, the job vacancies, sectors and locations you have viewed and any changes you make to information you supply to us, including by use of cookies (please see our Cookies Policy, set out in paragraph 9, below).

Sensitive personal information

3.4 In order to provide you with our Services we may also need to collect personal data which the Data Protection Act 2018 (DPA 2018) and the UK GDPR regards as sensitive or special categories of personal data, such as information relating to your racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, physical or mental health or sexual orientation (Background Information) and/or information relating to any criminal convictions you have or offences you may have committed (Criminal Records Information) (Background Information and Criminal Records Information, together, being Sensitive Data).

3.5 By completing our equal opportunities form (Equal Opportunities Form) which forms part of our online application process (in respect of your Background Information) and/or by providing us with any Criminal Records Information requested for the purposes of providing our Services you will signify your explicit consent to such Sensitive Data being processed by us.

3.6 Please note that answers to all questions on our Equal Opportunities Form are optional and you can always provide a “prefer not to say” response. However, we may be required to obtain Criminal Records Information from you in order to assess your suitability for certain job roles; if you do not wish to provide your Criminal Records Information then we may be unable to process your application (including dealing with any in-flight applications) any further.

4 What do we use your information for?

4.1 You have the right to be told the legal basis and purposes for the processing of your personal data. We are relying on your explicit consent to the processing of your personal data (including any Sensitive Data, as defined above). This means that if you exercise your right to withdraw your consent (please see paragraph 8 below) we will no longer be able to process your data (including dealing with any in-flight applications). Please note we may retain a copy of your data in accordance with our data retention policy.

4.2 We may use your information for the following purposes:

(a) to:(i) manage Your Account, process any information provided by you to us and to store your personal data in our databases;

(ii) process any applications made by you for job vacancies advertised on the Websites and manage the recruitment process, including contacting and liaising with employers in relation to your applications;

(iii) assess your suitability for any job vacancies for which you have applied via our Websites or for which we think you may be suitable;

(iv) allow us to analyse your employment preferences and personalise our recruitment services to you;

(v) as part of our due diligence process, to validate the information provided by you (and, in some cases, match it against information that has been collected by a third party, including background checks such as bankruptcy and insolvency registers, disqualified company director registers, Criminal Records Bureau / Disclosure and Barring Service checks, social media and for proof of eligibility to work in the UK) and to check that the data we hold about you is accurate, consistent and up to date;

(vi) pre-populate fields on our Main Website and on application forms where you are applying for a vacancy that is advertised on our Websites to make it easier for you to provide information when you return to our Websites (but you may remove pre-populated data before submitting the application); and

(vii) discuss with our client contacts your suitability for job roles in which we think you may be interested or suitable, on the basis that such processing is necessary in order to perform our Services;(b) for our own market intelligence gathering purposes, to enable us to understand the recruitment market and prepare demographic, analytical, statistical or market information (which may include aggregating your data with, and benchmarking it against, data received from other individuals, clients and employers) and to improve our services (all on the basis that your personal data will be completely anonymised and you will not be capable of being identified from such information if we share it externally);(c) to contact third parties such as your employer/referees whom you have nominated to verify information about yourself. By providing us with your employer/referee details when registering Your Account and/or when applying for job vacancies advertised on the Websites, you are deemed to have provided us with your consent to us contacting such employer/referees;(d) for such purposes as are reasonably necessary to comply with any legal obligations to which we are subject in the performance of our Services; and(e) to communicate with you, including sending you information about job vacancies which we think may be of interest to you and to send you event invites, newsletters and updates on the basis that you have given your consent to such processing by opting-in to receiving marketing information from us on the My Account page on Your Account. You will be able to opt-out of such communications at any time by contacting us using the contact details in paragraph 11, below, or by opting-out of receiving marketing information from us via the “My Account” page on Your Account.4.3 Please note that we may also use your personal data to prepare, use and disclose statistical and demographic information regarding use of the Websites for the purposes of improving the Websites (in pursuit of the legitimate interests of improving the Websites for the benefit of you and our other clients to whom we provide our Services) and for our marketing purposes (in no circumstances will you be capable of being identified from such statistical and demographic information).

4.4 We shall periodically check that the personal data we store for you is accurate. If you would like to update the personal data we hold about you, please contact us with your request using the contact details at paragraph 11, below or by logging-in to Your Account and updating your personal details on the My Account page.

4.5 In connection with any job vacancies for which you apply using our Websites, we may ask you to complete a diagnostic assessment in order to assess your suitability for such vacancy and in order to provide our Services (Assessment). Employment-focused diagnostic Assessments are a way of assessing your interests, values, motivations and behavioural styles and cognitive abilities in connection with any prospective employment role you apply for and may take a variety of forms, including personality questionnaires, reasoning tests, surveys and behavioural simulation exercises. Where we ask you to participate in one of our Assessments, we will separately require you to enter into our Assessment Privacy Statement in relation to any of your personal data which we process in relation to such Assessment.

5 Who do we share your information with?

5.1 As part of using our Services, we may share your personal information with the following parties:

(a) our data hosting/support service providers who process and store data on our behalf;(b) our professional advisors and consultants;(c) third party data providers for the purposes of validating the information provided by you and to check that the data we hold about you is accurate, consistent and up to date (including for the purposes of performing background/verification checks of the type referred to in paragraph 4.2(a)(v) above);(d) your current employer and/or any other individuals who you nominate as referees to verify certain information;(e) any of our group companies, including any companies which may be added to our group from time to time;(f) any of our business partners, employers and their stakeholders with whom we share information for the purposes of identifying suitable job vacancies in which we think you may be interested and assessing your suitability for any such role; and(g) our trusted third-party emailing service provider whom we use to upload and send email communications with you.5.2 We may also share your personal information with third parties:

(a) in the event that we or any of our group companies, our business, or substantially all of its assets are acquired by a third party (in which case personal information about customers will be one of the transferred assets);(b) if we are under a duty to disclose or share your personal data in order to comply with any legal obligation, or in order to enforce or apply any contract with you or to protect our rights, property, or safety of our employees, customers, or others. This includes exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction; or(c) if such disclosure is necessary in connection with any law (including any investigation or complaint regarding your use of the Websites).

6 Transfers of personal data outside of the United Kingdom and the EEA

6.1 If you are registering Your Account, applying for job vacancies on our Websites and/or using our Services from:

(a) within the United Kingdom and the European Economic Area (EEA), then we will not transfer your personal data outside of the United Kingdom and the EEA, unless for due diligence checks; or(b) outside of the United Kingdom and the EEA, then we may transfer your personal data outside of the United Kingdom and the EEA solely for the purposes of corresponding with you in relation to our Services.6.2 We shall ensure that any such transfers outside of the United Kingdom and the EEA are lawful and with an adequate level of protection and that your personal is kept secure in accordance with the DPA 2018.

7 How long do we store your personal data for?

7.1 We only store your personal information for as long as necessary for the purposes listed in paragraph 4. This data is retained for a period of four years.

8 What are your rights?

8.1 You may exercise your rights below by contacting us using the contact details in paragraph 11 of this Privacy Statement.

8.2 Access to your personal data: You may request access to a copy of your personal data by contacting us using the contact details in paragraph 11.

8.3 Right to withdraw: You may withdraw your consent to us processing your personal data at any time. Please contact us using the details located at paragraph 11 if you would like to withdraw your consent and we will delete your data in line with your right to erasure at paragraph 8.5 below. Please note that in the event that you wish to exercise your rights under this paragraph 8.3, we may be unable to process your application any further (including any in-flight applications) or continue to provide our Services to you.

8.4 Rectification: You may ask us to rectify inaccurate information held about you. If you would like to update the data we hold about you, please contact us using the details in paragraph 11 or by logging-in to Your Account and updating your information on the “My Account” page accordingly.

8.5 Erasure: You may ask us to delete your personal data. If you would like us to delete the personal data we hold about you, please contact us using the contact details in paragraph 11 and specify why you would like us to delete your personal data. Please note that in the event that you wish to exercise your rights under this paragraph 8.5, we may be unable to process your application any further (including any in-flight applications) or continue to provide our Services to you.

8.6 Portability: You may ask us to provide you with the personal information that we hold about you in a structured, commonly used, machine readable form, or ask for us to send such personal data to another data controller by contacting us using the contact details in paragraph 11.

8.7 Right to object: You may object to our processing of your personal data pursuant to this Privacy Statement. Please contact us using the details in paragraph 11, providing details of your objection. Please note that in the event that you wish to exercise your rights under this paragraph 8.7, we may be unable to process your application any further (including any in-flight applications) or continue to provide our Services to you.

8.8 Make a complaint: You may make a complaint about our data processing activities to a supervisory authority, for the UK this is the Information Commissioner’s Office, at ico.org.uk.

9 Security and Data Storage

9.1 We will treat all of your information in strict confidence and we will endeavour to take all reasonable steps to keep your personal data secure once it has been transferred to our systems. We adopt and ensure any third party suppliers providing services on our behalf adopt appropriate data collection, storage and processing practices and security measures to protect against unauthorised access, alteration, disclosure or destruction of your personal information, and data stored on the Websites and associated databases.

9.2 Please note that the internet is not a secure medium and we cannot guarantee the security of any data you disclose online. You accept the inherent security risks of providing information and dealing online over the internet and will not hold us liable for any breaches of your data protection rights attributable to the transmission of your personal data over the internet.

10 Changes to this Privacy Statement

10.1 We may modify this Privacy Statement from time to time, so please review it regularly.

10.2 If we change this Privacy Statement we shall notify you by means of notice on our Main Website homepage and/or by notifying you through Your Account.

10.3 This Privacy Statement was last amended on 20th March 2023.

11 Contact

11.1 If you have any queries relating to this Privacy Statement or our use of your personal data or you wish to exercise any of your rights under this Privacy Statement please contact:

(a) our privacy team at privacy@gatenbysanderson.com (or such other email address as may be displayed on the “Contact Us” section of any of the Websites from time to time); or(b) our Data Protection Officer by post at GatenbySanderson Limited, 14 King Street, Leeds. West Yorkshire, LS1 2HL.

Attachments

• NED (Technology) Candidate Pack