Privacy Policy

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We take the care of your personal data seriously. 

This privacy notice is here to explain how the personal data you supply to us is collected and used.

We ensure that we use your information in accordance with all applicable laws concerning the protection of personal information. 

Below we will explain:

• Who we are
• What information we collect about you
• Why we collect that information
• How we collect and store information
• What we use your information for
• On what lawful basis we store your data
• Who we share your data with
• How long we keep your information for
• Your rights
• Information about cookies
• Changes to our privacy policy
• How to contact us about your data

If you have any questions at any time about data privacy please contact us at hello@thestemproject.co.uk. 

1. Who are we

The STEM Project is a registered limited company in the United Kingdom. A collection of experienced and knowledgeable freelancers consisting of; teachers, speakers, industry experts, EdTech brands and education designers creating content and solutions for clients serious about inspiring next generation across a variety of careers based on subjects taught in mainstream education within the UK. Clients are from sectors including, but not limited to, business/industry, education (schools, colleges, universities) think tanks and government. 

As a team, we are dedicated to raising the aspirations, engagement and achievements for young people studying STEM subjects and considering STEM careers

2. What information we collect about you

We will aim to collect only the information that we think is required, for the purposes on how it is stored and used.

We will collect and process personal data about you / your business / organisation when you interact with us.

The personal data we process may include:

• name
• work/home address, email address and/or phone number;
• job title / background experience / areas of interest / business strategy (information to support an application and/or project request)
• payment and invoicing details (freelancers and clients)
• dietary requirements (for in person events)
• your image, audio, content creation/input/notes
• technical information as described below

Freelancers

As a freelancer for The STEM Project, we need to collect additional information to enable you are eligible in your application and suitability. The additional information you provide will be used for review, along with subject / programme alignment, team and client communication, project coordination, safeguarding, reporting and monitoring.

Clients

As a client of The STEM Project, we may need to collect additional information to meet your project requests/requirements. The additional information you provide will be used for review, along with communicating to freelancers to support your project/request, safeguarding, reporting and monitoring.

Website

When you visit our website, we may collect technical information relating to your use of our website, including your browser type or the Internet Protocol (IP) address used to connect your computer to the internet. For more on this, see section 10, “Information about cookies”.

As the information we collect about you will be stored on our IT infrastructure, it may also be shared with our data processors who provide email, relationship management, anonymous analytics and storage services.

3. Why we collect that information

We collect your information for the following reasons

• When you visit our website
• When you sign up to receive our emails
• When you have made a request for information      from us
• When you apply for a role
• When you request a service from us
• When you are providing a service to us
• When you choose to engage with our team

4. How we collect and store that information

We take appropriate technical and organisational measures to ensure that the information disclosed to us is kept secure, accurate, and up to date, and that it is kept only for as long as is necessary for the purposes for which it is used.

You should be aware that the use of the internet is not entirely secure, and although we will do our best to protect your personal data, we cannot guarantee the security or integrity of any personal information that is transferred from you or to you via the internet. Any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features such as encryption to try to prevent unauthorised access.

5. What we use your information for

We collect your data on the occasions listed in section 3, “Why we collect that Information”.

We use the information we have collected to deliver to you information and services connected with The STEM Project,

Send you information about our services, projects and activities which may be of interest to you via marketing emails you subscribe to.

Where we have asked for your consent, we may use your image, quotes, project input / output / case study in our marketing materials. Please note that where information has been used in printed material, it will not be possible for this to be withdrawn.

Where you have agreed to share your information for research purposes on your account, we may provide your information to our funders and research partners for research purposes.

Where you are providing a service to us we will use your information for administrative, reporting and management purposes.

Safeguarding purposes - keeping young people and vulnerable adults safe.

6. On what lawful basis we use your information

We have a lawful basis for collecting your data as set out in section 3, “Why we collect that Information”, and for using the data for the purposes described in section 5, “What we use your information for”.

Lawful basis may include:

• Where we have your consent.
• Where processing is necessary for the performance of a project or contract to which you are a party. If you fail to provide this information, we may be unable to perform the project or fulfil your contract.
• Where it is within legitimate interests to process your information. We know that under this basis of processing, we have a heightened responsibility to keep your interests central and to make sure that your rights as a data subject override our legitimate interest.
• Where we need to comply with a legal obligation.

7. Who we share your information with

We will never exchange or sell your information to any third party.

We may look to use data processors as third parties, who will provide elements of services for us. We would have contracts in place with any data processor. This means that could not do anything with your personal information unless we had instructed them to do it. They would hold it securely and retain it for any period we would instruct.

Please see below what we, and a third party processor, would do with data and will update this table regularly.

Our   and Third party processor activity

Purpose

Activity venues

• If we are delivering an activity at an external venue, we will need to share only the information necessary for your attendance

IT service providers

• Software providers we may use will help us to deliver our services to you

Email system

• To send marketing emails

Research organisations

• Research - where you have agreed to share your information with us to share with trusted partners.

STEM Ambassadors / Industry Experts

• Matching activities / opportunities with STEM Ambassadors and Industry Experts
• Programme administration and curation
• Safeguarding, e,g ensuring STEM Ambassadors / Industry Experts are DBS checked / certificate is up to date prior to them taking part in activities / talks
• Providing support to other STEM Ambassadors / Industry Experts

Partners / Clients

• Programme / Project administration
• Providing support at, input for activities/events.
• Marketing and reporting

Funders

• We will look to provide your information to our funders for research purposes.
• We will supply statistical information derived from your data to funders, potential funders and partners that will not include any details that could be used to identify you

Venues and Supporters

• If you are supporting an event/activity, we will share only the information necessary to participate in the event/activity 

Freelancers

Employer   / Professional   Institution / Scheme 

• Where you have agreed to share your information with another employer of yours, a scheme or a professional institution you are registered with, we may share information about you in your role and the activities that you have advised in your application 
• We would not share any details relating to your DBS check with anyone.

Freelancers

DBS verification

• As a freelancer for The STEM Project – we require you to have an in-date DBS certificate before participating in any project.
• We will require you to provide a copy of your certificate, expiry date and DBS Certificate Number to the business.
• We will encourage all applicants to apply for their DBS with STEM Learning to provide information directly onto STEM Learning’s Online Disclosure System provided under licence by Atlantic Data Ltd in order to complete a DBS check. 

             Atlantic Data’s Privacy Statement

We may share your information with other relevant organisations if you are asked and you agree that your information can be shared in that way, or we have a legal obligation to do so.

As part of the services offered by The STEM Project, the information you provide may be transferred to countries outside the European Economic Area. These countries may not have similar data protection laws to the UK. By submitting your personal data, you’re agreeing to this transfer, storing or processing. When transferring your information outside of the EU in this way, we take steps to ensure that appropriate security measures are taken with the aim of ensuring that your privacy rights continue to be protected.

8. How long we keep your information for

We keep your information for no longer than is necessary for our purposes, or for any period required by law, for example for compliance with HMRC requirements, if this is longer. What is necessary will depend on the reason for which the information was collected.

Maximum retention periods

6 months – short term business use e.g unsuccessful applications, requests for information, project enquiries.

2 years after successful application, the last activity – engagements such as completed projects, events, surveys, freelancers who have not done contributed to the business. 

Regulatory lifetime - Data assets, normally related to finance or HR, which are required to be held to comply with other legislation or regulatory requirements.

If you have any questions about how long we keep your information, contact us at hello@thestemproject.co.uk  

9. Your rights

Right of access — you have a right to ask us to confirm whether we are processing information about you, and to request access to this information.

Right to rectification — it is your responsibility to verify that the information held is up to date. We may also update some information if we identify it as out of date, for example a DBS Certificate number. You may ask us to rectify information you think is inaccurate, and you may also ask us to remove information which is inaccurate or incomplete. If you inform us that your personal data is inaccurate, we will inform any relevant third parties/processors with whom we may have shared your data with so that they may update their own records.

In order to ensure we do not hold any out of date information for clients and freelancers, we will regularly contact you to follow up on information.

Right of portability — you have a right to obtain your personal data from us and reuse it for your own purposes.

Right to be forgotten —You have a right to seek the erasure of your data, for example where it is no longer necessary for us to continue holding or processing your personal data. This right is not absolute, as we may need to continue processing this information to comply with a legal obligation.

If at any time you decide that you wish to no longer be listed as a freelancer or a client of ours from website you can do so by emailing hello@thestemproject.co.uk quoting ‘Delete my web profile / information' in the subject line. If you are engaged in an active project/event, your account will not be deleted until this has finished.

Right to restriction — you have a right to ask us to restrict our processing of your information if:

• You contest its accuracy and we need to verify whether it is accurate.
• You ask us to restrict use of it instead of deleting it.
• We no longer need the information for the purpose of processing, but you need it to establish or defend legal claims.
• You have objected to processing of your information being necessary for the purposes of our legitimate interests. The restriction would apply while we carry out a balancing act between your rights and our legitimate interests. If you exercise your right to restrict processing, we would still need to process your information for the purpose of exercising or defending legal claims, for the purpose of protecting the rights of another person, or for public interest reasons.

You can always unsubscribe from any marketing emails, there is a link at the bottom of each email.

Accessing your personal information — you can find out if we hold any personal information by making a ‘subject access request’. 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
• let you have a copy of the information in an intelligible form

To make a request for any personal information we may hold or exercise any of your rights, you need to put the request in writing addressing, it to: The Data Protection Officer, The STEM Project, 66 West Street, Wellingborough, Northants, NN8 4LU or emailhello@thestemproject.co.uk 

We may ask for your help in locating specific information and confirming your identity. We will act in accordance with your instructions as soon as reasonably possible, and there will be no charge.

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 / virtual conferencing.

Our use of your data processed in the UK is regulated by the Information Commissioner. You have a right to report any of your concerns about our use of your data to the Information Commissioner’s Office.

10. Information about how cookies are used on this website

This website, like most websites, puts small files (known as ‘cookies’) onto your computer to collect information about how you browse the site. Our website uses cookies to distinguish you from other users of our website. This helps us to provide you with a good experience when you browse our website and also allows us to improve our site.

Find out more about how to manage cookies.

Measuring website usage (Google Analytics and Go Daddy)

We use Google Analytics software (Universal Analytics) and Go Daddy software to collect information about how you use our website. We do this to help make sure the site is meeting the needs of its users and to help us make improvements.

Google Analytics and Go Daddy stores information about:

• the pages you visit on this site
• how long you spend on each page on this site
• how you got to the site
• what you click on while you’re visiting the site

These cookies do not collect or store your personal information (for example your name or email address) so this information can’t be used to identify who you are. We do not allow Google or Go Daddy to use or share our analytics data. 

Google Analytics sets the following cookies.

You can opt out of Google Analytics cookies.

11. About changes to our privacy policy

Any changes we may make to our privacy policy in the future will be posted here and, where appropriate, sent to you by email. Please check the website regularly to see any updates or changes to our privacy policy. By continuing to use our website, you will be deemed to have accepted such changes.

12. How to contact us about your data

Data rights are human rights and we are determined to fairly and fully honour yours. 

You can unsubscribe at any time or just get in touch with any questions, comments, or instructions regarding your information by emailing hello@thestemproject.co.uk or writing to: The Data Protection Officer, The STEM Project, 66 West St, Wellingborough, Northants, NN8 4LU