Our contact details
AN:ARTISTS INFORMATION COMPANY (Co. Reg 1626331) trading as a-n The Artists Information Company.

Our office address is: High Bridge Works, 31-39 High Bridge, Newcastle upon Tyne NE1 1EW. Our email address is: [email protected]. Our telephone number is: +44 (0)300 330 0706. Our primary web address is: https://www.a-n.co.uk

The Data Controller is AN:ARTISTS INFORMATION COMPANY (Co. Reg 1626331).

The main point of contact for data protection matters is David Farrow, email: [email protected]

This privacy policy describes how we collect, use and store personal information about you and details the types of personal information we need to process when you apply for employment or freelance opportunities with a-n. During recruitment, we will not share your personal information with any other parties.

What type of information we collect
During recruitment, in order to carry out our activities and obligations as an employer, we process the personal information you provide, which may include:
Personal monitoring data – such as gender, age, ethnicity, disability
Contact details – such as name, address, personal email address, mobile number, social media
Professional details – such as work experience, education, references

How we get the information and why we have it
We may collect your information:
• via email, telephone and in paper form;
• from what you tell us, including through your CV, Application form, Equal Opportunities monitoring form, interview;
• from your references and other pre-employment and verification checks.

The legal basis for processing your personal information during recruitment is Legitimate Interest.

By submitting your completed application for a job with the company, we have a legitimate interest in processing and storing your data for the purpose of recruitment, equal opportunities monitoring and your personal record if you are the successful candidate. Data will be held securely, with access restricted to those involved in the process.

For more information from the regulator on the different lawful basis under which data can be processed and stored, visit the ICO website.

What we do with the information
We use the information that you have given us to:
• make a decision about your recruitment or appointment;
• monitor and report on our equality and diversity policy and procedures.

Note: Equal Opportunities monitoring forms will be stored separately from CVs and application forms, and will not be seen at any time by staff involved in the recruitment process. Data from monitoring forms will be anonymised for use in equality and diversity reporting.

The following third parties process personal data on our behalf:

Third Party – SurveyMonkey
Link to Privacy Notice – https://www.surveymonkey.com/mp/privacy

Third Party – Microsoft
Link to Privacy Notice – https://privacy.microsoft.com/en-gb/privacystatement

Third Party – Google
Link to Privacy Notice – https://www.google.com/drive/terms-of-service/

Third Party – DropBox
Link to Privacy Notice – https://www.dropbox.com/privacy2022

How we store your information
We manage our systems and processes to make sure that your digital and paper data is as safe as possible at any stage, both while it’s processed and when it’s stored.

All information is stored within the EEA. Where information is stored electronically, this is held in locations with appropriate security to limit risk of exposure through unauthorised access.

We will not transfer personal information from the UK to any other country. We take steps to ensure that the information we collect is processed according to this privacy policy.

We undertake to retain your data for no longer than required to fulfil the purposes of recruitment. Our data retention schedule is available on request. If you are the successful candidate, your application will be retained and form the basis of your personal record. Data relating to unsuccessful candidates will be destroyed.

We undertake to destroy and dispose of your data using appropriate and secure processes.

Your data protection rights
Under the Data Protection Act 2018 you have the following data protection rights;

Your right to be informed – if your personal data is being used we must inform you that we are using your personal data.

Your right to get copies of your data – You have the right to find out if we are using or storing your personal data. You may request copies of your data by using the contact details in this privacy notice. You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

Your right to get your data corrected – You can challenge the accuracy of personal data held about you by us.

Your right to get your data deleted – You can ask an organisation to delete personal data that it holds about you. This depends on the lawful basis under which it is being processed, refer to lawful basis for processing earlier in this privacy notice.

Your right to limit how organisations use your data – You can limit the way we use your personal data.

Your right to data portability – You have the right to get your personal data from us in a way that is accessible.

The right to object to the use of your data – You have the right to object to the processing or use of your personal data in some circumstances.

Your rights relating to decisions being made about you without human involvement – Decisions are made about you when your personal data is processed automatically. As stated earlier in this notice we do not undertake any automated decision making processing of data or any other processing without human involvement

Your right to access information from a public body – Make a request for information from a public body. We are not a public body therefore this right does not apply.

Your right to raise a concern – You have a right to tell us if you’re concerned about how we are using your data.

For more details about your data rights, visit Your Data Matters

How to complain
If you have a complaint about how your personal data is being processed, please contact us using the contact details given at the beginning of this privacy policy.
You can also complain to the ICO if you are unhappy with how we have used your data.
The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Helpline number: 0303 123 1113

This privacy policy was last updated in March 2022.