How we use your information
We are committed to safeguarding the privacy of our website visitors. This privacy notice tells you what to expect when bfinance collects personal information. It applies to information we collect about:
- visitors to our websites
- survey information we may collect
- people who use our services, e.g. who subscribe to our newsletter, request a publication from us or access our asset manager portal
- job applicants and our current and former employees.
Our legal status under UK data protection law is that of a data controller and in this capacity we will securely store and process your personal information which you have provided to us. Data controller is a legal term used in the Data Protection Act 1998 to signify the person who controls what to do with any given personal information.
Before you disclose to us the personal information of another person, you must obtain that person's consent to both the disclosure and the processing of that personal information in accordance with this policy.
Visitors to our website
Collection of anonymous information
When someone visits our websites we use a third party service, Google Analytics, 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. Google Analytics data is only processed in a way which does not identify anyone.
Collection of Personally Identifiable Information
We collect personally identifiable information through our website for publication downloads and when a visitor submits one of our website forms. After a form submission we will be able to associate your email address and any other personal information you have submitted through our websites with the cookie stored on your computer. This process makes an unknown visitor known to us. We will make it clear when we collect personal information and will explain what we intend to do with it. We will use this information to log the pages of our website that you have visited, the files you have downloaded, and email open’s and links clicked within these emails in order to provide us with feedback on how our website and emails are performing.
When you download one of our publications or submit one of our website forms, you must accept all the terms and conditions of this Policy before accessing them. If you do not accept the terms and conditions of this Policy, you cannot access the downloadable content or submit our website forms as we need your consent to process your personally indefinable data. Access to this content is conditional upon your acceptance of this Policy.
We will not share or sell personal information about you with any third parties.
If you have submitted an email address to us through one of our online forms, then we will use this information to identify you at the point the form was submitted. We will use this information to log search queries to help us improve our website, search functionality and provide you with more tailored email communications based upon the search queries you have used. If you haven’t made your email address known to us no user-specific data is collected by either bfinance or any third party.
We use a third party provider, SalesForce Pardot, to deliver our e-newsletters. We gather statistics around email opening and clicks using industry standard technologies including clear gifs to help us monitor and improve our e-newsletter. For more information, please see https://www.pardot.com/legal/.
We also abide by SalesForce Pardot’s permission based marketing policy https://www.pardot.com/legal/permission-based-marketing-policy/.
Every marketing email from bfinance contains instructions on how to opt out of receiving further marketing emails from the Company.
You may manage your receipt of marketing and non-transactional communications by clicking on the “unsubscribe” link located on the bottom of the Company’s marketing emails. Additionally, you can unsubscribe here.
Security and performance
bfinance is committed to protecting the security of your personal information. We use a variety of security technologies and procedures to help protect your personal information from unauthorised access, use, or disclosure.
For example, we store the personal information you provide on computer systems with limited access that are located in facilities to which access is limited.
For websites to which you login, it is your responsibility to ensure the security of your password and not to reveal this information to others.
Consent to international transfers of personal information
The personal information we collect on our site may be sent to countries in which bfinance, its affiliates or subsidiaries maintain facilities. We may also store and process the information there.
Although the laws that protect personal information in those countries may differ from the laws where you live, we will take all steps necessary to ensure that your privacy and personal information is protected.
By using our site and giving your information to us, you consent to the transfer of the data outside of your country.
People who contact us via social media
We use a third party providers, Hootsuite and SalesForce Pardot to manage our social media interactions.
If you send us a private or direct message via social media the message may be stored by Hootsuite for three months. It will not be shared with any other organisations.
Please let us know if the personal information that we hold about you needs to be corrected or updated by submitting a message though our website contact form.
Job applicants, current and former bfinance employees
All 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.
If you use our online application system, we ask you for your personal details including name and contact details. We may also ask you about your previous experience, education, referees and for answers to questions relevant to the role you have applied for. Our recruitment team will have access to all this information.
You will also be asked to provide equal opportunities information. This is not mandatory information - if you don’t provide it, it will not affect your application. Any information you do provide, will be used only to produce and monitor equal opportunities statistics.
Our hiring managers shortlist applications for interview. They will not be provided with your name or contact details or with your equal opportunities information if you have provided it.
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 bfinance.
If you are unsuccessful following assessment for the position you have applied for, we may ask if you would like your details to be retained in our talent pool for a period of six months. If you say yes, we would proactively contact you should 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 provide your email address to the Government Recruitment Service who will contact you to complete an application for a Basic Criminal Record check via the Disclosure and Barring Service, or Access NI, which will verify your declaration of unspent convictions.
- We will contact your referees, using the details you provide in your application, directly to obtain references.
- We will also ask you to complete a questionnaire about your health. This is to establish your fitness to work. This is done through a data processor (please see below).
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
- Proof of your right to work in the UK
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 7 years following the end of your employment. This includes your 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.
Equal opportunities information is retained for 6 months following the closure of the campaign whether you are successful or not.
How we make decisions about recruitment?
Final recruitment decisions are made by hiring managers and members of our recruitment team. All the information gathered during the application process is taken into account.
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/
Access to personal information
bfinance 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 bfinance for any personal information we may hold you need to put the request in writing addressing it to our Information Governance department or writing to the address provided below.
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, once again, contacting the Information Governance department.
Links to other websites
This privacy notice does not cover the links within this site linking to other websites. We encourage you to read the privacy statements on the other websites you visit.
How to contact us
36 Queen Street
We keep our privacy notice under regular review. This privacy notice was last updated on 28 /03/2018.