Stage One

Most importantly, we want you to know that Stage One is not in the business of selling or sharing your data with other companies. It doesn’t fit with our business model and simply isn’t what we do.

Additionally, we’d also like you to understand how we process and store any data that we might collect from you. This Privacy Policy laid out below provides lots of detailed information on when and why we collect your personal information, how we use it, the limited conditions under which we process it and how we keep it secure.

This policy is General Data Protection Regulation (GDPR) compliant and is effective from 19 May 2018. It will be reviewed annually and may be updated without notice. Please revisit this page periodically to check for any updates.

Like many websites this site use cookies to collect information. Cookies are small data files that are placed on your computer or other devices (such as smart ‘phones or ‘tablets’) as you browse this website. They are used to ‘remember’ when your computer or device accesses our websites. They are only used to allow Google Analytics to track visits to the site.

When someone visits www.stageone.co.uk 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. This information is only processed in a way which does not identify anyone. We do not make and do not allow Google to make, any attempt to find out the identities of those visiting our website. We do this to try and measure the effectiveness of our website as a marketing tool and also to find out which parts of the site are most interesting to our audience. We do not use cookies to collect or record information on your name, address or other contact details.

If you want to disable cookies you need to change your website browser settings to reject cookies. How you can do this will depend on the browser and device you are using to visit the site.

As part of the registration process for our e-newsletters, we collect personal information including your name and email address. We use that information for a couple of reasons: to tell you about stuff you’ve asked us to tell you about; to contact you if we need to obtain or provide additional information; to check our records are right and to check every now and then that you’re happy to continue receiving newsletters from us. We absolutely don’t share or trade this information with other organisations and businesses.

We use a third-party provider, MailChimp, to deliver our newsletter. We gather statistics around email opening and clicks using industry standard technologies to help us monitor and improve our e-newsletter. For more information, please see MailChimp’s privacy notice. You can unsubscribe to general mailings at any time of the day or night by clicking the unsubscribe link at the bottom of any of our emails or by emailing us at marketing@stageone.co.uk with the subject line UNSUBSCRIBE.

You are able to use the website to contact us in respect of any enquiry you might have. For example, you may have specific questions about a project we have worked on, be a student with a research assignment you are conducting or best of all, have a project enquiry for us to take a look at. When you submit this information, you will have to include, as a minimum, your name, an email address and some brief details about your enquiry. You may also choose to include a telephone number. This information will be submitted via an SSL connection and therefore will be transmitted in an encrypted form.

These details are not stored in an online database. Rather they are transmitted to our enquiries team where they are directed to the relevant department. Once we consider that the enquiry has been dealt with, this information will be deleted from our records. Because of the very wide range of enquiry and the corresponding time taken to deal with each satisfactorily, we are not able to provide a guaranteed deletion timeframe against all enquiries. Therefore, if you are unsure about what information we might hold regarding your enquiry and would like to understand whether this is still held by us, please get in touch.

Under GDPR legislation you are entitled to view, amend or delete the personal information that we may hold on you. If you believe that any information we are holding on you is incorrect or incomplete, please write to or email us as soon as possible, at the below address. We will promptly correct any information found to be incorrect. Please email specific details of your request to enquiries@stageone.co.uk and this will be passed to the relevant company officer for processing. Alternatively please write to Stage One, Hangar 88, Marston Business Park, Rudgate Lane, Tockwith, York, Y026 7QF.

From time to time we may advertise Job Vacancies on our website and encourage applicants to apply via email to recruitment@stageone.co.uk. Importantly, we do not store applicants information on our website. For more information on applicant and candidate information, please see our Candidate Privacy Notice set out below.

Stage One Creative Services Limited (“Stage One”) is committed to protecting the privacy and security of your personal information. This notice describes how we collect and use personal information about you during the recruitment process, in accordance with the General Data Protection Regulations (“GDPR”).

Stage One is a “data controller” responsible for deciding how we hold and use personal information about you. Under the GDPR we are required to let you know the information contained in this privacy notice.

This notice applies to all candidates and applicants, including those to apply to work with Stage One as employees, workers, freelancers and contractors. However, the notice does not form part of a contract of employment or contract for services.

Data protection principles
We will comply with data protection law such that the personal information we hold about you must be:

1. Used lawfully, fairly and in a transparent way;
2. Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes;
3. Relevant to the purposes we have told you about and limited only to those purposes;
4. Accurate and kept up to date;
5. Kept only as long as necessary for the purposes we have told you about; and
6. Kept securely.

The kind of information we hold about you
During the recruitment process we will collect, store and use the following” categories of information about you:

• Personal contact details, such as name, title, addresses, telephone numbers and personal email addresses;
• Date of birth;
• Proposed salary, annual leave, pension and benefits information;
• Proposed start date;
• Proposed location of employment or workplace;
• Copy of driving licence if driving forms part of your role; and
• Recruitment information, including copies of right to work documentation, reference and other information contained in a CV, application form, cover letter or other part of the application process.

We may also collect, store and use the following “special categories” of personal data relevant to the recruitment process:

• Information about your health or medical condition;

How do we collect personal information?
We collect personal information about you either directly from you or from an employment agency or background check provider. We may also collect additional information from third parties including former employers or background check agencies.

How we will use information about you
We will only use your personal information when the law allows us to. Most commonly, we will use your personal information in the following circumstances:

1. Where we need to prepare for, enter into or perform a contract with you;
2. Where we need to comply with a legal obligation; and
3. Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.

We may also use your personal information in the rare situations where we need to protect your vital interests (or someone else’s vital interests) or where it is needed in the public interest.

We need the kind of information listed above to allow us to prepare for, enter into or perform and employment or work-related contract with you and to enable us to comply with our legal obligations. The situations in which we will process your personal information as a candidate are:

• Making a decision about your recruitment or appointment;
• Determining the terms on which you work for us;
• Checking you are legally entitled to work in the UK;
• Arranging to administer any contract we enter into with you;
• Business management and planning, including accounting and auditing;
• Assessing your qualifications for the job or contract you have applied for;
• Education, training and development requirements;
• Dealing with legal disputes involve you or other employees, workers or contractors; and
• Complying with health and safety obligations.

Some of the above grounds for processing may overlap and there may be several grounds which justify our use of your personal data.

If you fail to provide personal information
If you fail to provide certain information when requested, we may not be able to enter into a contract with you or we may be prevented from complying with our legal obligations (such as ensuring the health and safety of our workers).

Change of purpose
We will only use your personal information for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If we need to use your personal information for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.

Please note that we may process your personal information without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

Sensitive personal information
We may process “special categories” of personal information where we have justification to do so in the recruitment process and in line with our normal data protection procedures, including:

1. Where we have your explicit written consent;
2. Where we need to carry out our legal obligations;
3. Where it is needed in the public interest, such as for equal opportunities monitoring;
4. Where it is needed to assess your working capacity on health grounds.

Less commonly, we may process this type of information where it is needed in relation to legal claims or where it is needed to protect your (or someone else’s) interests and you are not capable of giving your consent.

We will use your particularly sensitive personal information in the following ways:

• Information about your physical or mental health, or disability status, to ensure your health and safety in the workplace and to assess your fitness to work in the role you have applied for and to provide appropriate workplace adjustments;
• Information about your race or national or ethnic origin, to ensure meaningful equal opportunity monitoring and reporting.

Circumstances in which we do not envisage using your information
We do not envisage that we will:

1. Hold information about candidate’s criminal convictions;
2. Make any decisions about candidates using automated means;
3. Share candidate data with any third parties or any entities within the Stage One Creative Services group (unless required by law or); or
4. Transfer candidate data outside the European Economic Area (EEA).

Data security
We have put in place appropriate security measures to prevent candidate personal information being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. We also limit access to candidate personal data to those employees and other individuals who have a business need to know and who are subject to a duty of confidentiality. We have put in place procedures to deal with any suspected data security breach and will notify you and the relevant regulator of a suspected breach when we are legally required to do so.

Data retention
We will only retain candidate’s personal information for as long as necessary for the recruitment purposes it was collected for. We normally retain candidate details for the following periods, following which it will be securely destroyed:

• Unsuccessful applicants for an advertised role or contract: 12 months following appointment of the successful applicant;
• Speculative applicants: 12 months from receipt of candidate details;
• Successful applicants: retention in line with Stage One’s usual retention policies.

In some circumstances (such as recruitment statistics and equal opportunities monitoring) we may anonymise your personal information so that it can no longer be associated with you, in which case we may use such information without further notice to you.

For freelancer registration, information submitted on the freelancer application form is subject to a 6-year retention period, unless the individual notifies Stage One in advance that they wish to have their details removed from the list.

Your rights and duties
Please inform us if your personal information changes whilst you are a candidate for Stage One.

Under certain circumstances, by law you have the right to:

• Request access to your personal information (commonly known as a “data subject access request”).
• Request correction of the personal information that we hold about you.
• Request erasure of your personal information.
• Object to processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground.
• Request the restriction of processing of your personal information.
• Request the transfer of your personal information to another party.

If you want to exercise these rights, please contact the HR Director in writing. You may be required to provide specific information to ensure that you are entitled to access the information but you will not normally have to pay a fee to access your personal information.

If you have any questions about this candidate privacy notice please contact the Stage One Creative Services’ HR Director.