Forward Institute Privacy Policy 2018

for our Fellows


At the Forward Institute (registered as the Responsible Leadership Foundation) we take privacy and confidentiality seriously. We are the data controller for the purposes of the Data Protection Act 1998 and subsequent General Data Protection Regulation update in 2018.

If you're not a Fellow, please see our General Privacy Policy.

Summary

We use your personal information to enable us to successfully run the Fellowship programme, the Fellowship beyond the programme and to enable us to fulfil our mission to help your organisation act more responsibly. We take a fair and common sense approach to collecting, storing and sharing data:  

  • „The majority of personal information that we gather and store on you is voluntarily shared by you with us.
  • „We will never sell or rent your information to anyone.
  • We take security seriously and ensure adequate safe guards are in place to protect your data.
  • „We will state up-front how we will use the information you submit. If this changes we will always ask your permission before sharing your information.
  • „If you have individual privacy needs regarding photographs and filming, we will work with you to ensure your needs are met.
  • „If any of our systems have a data breach that affects your data we will inform you as soon as we are aware.

After the programme, we will ask you whether you want to continue in the Fellowship. Should you tell us you want to leave we will remove you from our ‘Fellows list’ which will halt all communications. You can unsubscribe from individual communications at any time by unsubscribing from specific email lists or emailing: camilla dot upson at forward dot institute.

If you want us to remove particular items of your data entirely you can make a ‘deletion request’ by emailing camilla dot upson at forward dot institute. 

 You can contact us at any time and ask for your information to be removed from our systems. If you are on the programme at the time of the request, it would be treated as you dropping out of the programme. For our full privacy policy for Fellows, please see below.


What information is being collected?

We collect different types of information about Forward Institute Fellowship programme applicants and those who are accepted onto the programme - ‘Fellows’.

During the Fellowship programme we collect data and information on and associated with our Fellows. We may also request, collect or track data about and from Fellows after the programme finishes if they continue to partake in the Fellowship.

As part of our day to day business activities we collect, store and use the following:

Personal information:

  • This includes basic information about you such as your name, job title, organisation name, professional biography and profile photo.
  • „ We also collect accessibility requirements and diversity information.
  • „We collect, use and store contact information such as your email address - work and personal, phone number - work mobile number, work landline, personal mobile phone number.
  • „We also collect your birthday, your dietary requirements and other information to help personalise your experience on and off the programme.

Information generated or shared with us:

  • „Application information you sent to us
  • Assignments and coursework generated and submitted to us by you
  • Event or programme feedback submitted to us by you
  • Other information generated during your participation on or off the programme (for example from surveys or any information we ask you to share with us, or gather on our behalf)
  • Information gathered by the Team, Facilitators or Faculty from interactions with you
  • Photos and video footage taken of you at our events
  • Programme related information ascribed to you (for example: the year in which you joined the programme, which Discussion Group you are in, and any other segmentation we use to allow us to work in the best way with you)
  • RSVP and any other information generated around the events we run

Information to do with you that you or others in your organisation share with us:

  • Line manager's name & contact information - email and phone number
  • Personal assistant's name & contact information - email and phone number
  • Your nomination form when applying to join the programme
  • Other information which will help us understand you and your organisation, for example the names and job titles of your colleagues

Drawing on the above, the following Information is deemed sensitive by us and therefore handled with extra care:

  • Application information generated and submitted to us by you
  • Assignments and coursework generated and submitted to us by you
  • Information gathered by the team, facilitators or faculty from interactions with you
  • Other information generated during your participation on or off the programme (for example from surveys or any information we ask you to share with us, or gather on our behalf)
  • Accessibility requirements
  • Birthday
  • Dietary requirements
  • Diversity information
  • Phone number - work mobile number, work landline, personal mobile phone number
  • Email address - work and personal
  • We may occasionally collect other forms of data or information on you not listed above. If information is not voluntarily and knowingly submitting by you we will make you aware of this if it is relevant and sensible to do so

Who is collecting it?

The Forward Institute team (employees of the Forward Institute), Facilitators and Faculty collect data from and about you. If any other person or company collects your data on our behalf the Forward Institute team or Facilitators will warn you about this when relevant and sensible to do so. Examples of others who may collect or capture information about you include external research providers used by our Faculty, photographers or videographers commissioned by us.


How is it collected?

We collect information in an open and transparent way. The vast majority of our data is voluntarily submitted by you knowingly.

Our website

Information we collect automatically online e.g. by use of cookies on our website is not identifiable to individuals. If you browse through the website or download information, our servers will automatically collect numerical counts of visitors by domain, browser type, IP address, keywords used and other standard web measurements. We use the information collected to manage and improve our website and to make it as useful as possible for our visitors.

Other platforms

Any information captured by you interacting with any platforms we provide you access to (for example Names & Faces and Eloomi) is used to improve our operations and communications. All platforms we use provide standard analytics features which we use to help us improve our services and your experience interacting with us.

Platforms we use

We use a variety of platforms to help us collect, store and manage our data. The following platforms and third parties are core to our data management:

  • Dropbox
  • Flickr
  • Google products including Google mail, Google Drive, Google Forms, Google photos
  • Insightly (our Customer Relationship Management System - CRM)
  • MailChimp (our mail broadcast system)
  • Names & Faces (our Fellowship app)
  • This website
  • Typeform
  • Vimeo
  • Xero

We may occasionally use other platforms not listed above. Prior to using any external products, platforms or systems we carry out due diligence on third party security and data policy and protections. When using a third party not on the list above we will only notify you if it is relevant and sensible to do so. All our third party data storage systems are password protected and as a general rule only accessible by the Forward Institute team or our team of Facilitators.


Why is it being collected?

We collect information to successfully run the organisation and activities we operate on a day to day basis. All the information we collect plays a legitimate role in our operations.


How will it be used?

  • „To be able to communicate effectively with you.
  • „To run the programme and our activities beyond the programme effectively.
  • „To share information across the Fellowship in order to maximise your and others experience of the Fellowship and Fellowship programme.
  • „To support our business operations including our external and internal communications, finance, operations and business strategy.

Who will it be shared with?

At the point of collecting any information, we will tell you how the information we are collecting is going to be used. On submitting the information you agree to allow us to use that information as we have stated we will use it. If we want to re-purpose the information we will seek your approval before sharing it. 

Any information generated before, during or after the programme which is deemed sensitive to the individual or organisation will not be shared externally without consent from the individual who has supplied it. Any exchange of information between the team is based on a ‘need to know basis’.

For example, individual accessibility requirements are shared with team members and Facilitators where relevant in order to ensure we provide the best experience for you on and off the programme.

Individual diversity information is kept confidential. Diversity information is used and shared in the context of a cohort-wide review within the team, Facilitators and Forward Institute Board.

Third parties

We will not disclose information to third parties except as required by law. We may share information with service providers or suppliers if the disclosure will enable that party to perform a business, or provide professional or technical support to the Forward Institute.

Within the Fellowship

Standard information is shared within each cohort and sometimes across cohorts. For example, within our Fellowship mobile app – Names & Faces, your contact information, profile photo and biography (among other items of information about you) are shared with everyone in the Fellowship in order to allow people to make connections and learn about one another.

Sometimes we share information with Senior Sponsors, Faculty, Human Resources Directors and other organisational stakeholders when reasonable to do so.

Photographs and films may be captured during events, meetings and other face to face interactions. This is usually for the purposes of internal communications and to use on materials shared within the Fellowship. Sometimes we will use film or photographs publicly. We reserve the right to use footage as we see fit unless you have stated beforehand that you do not want to be filmed or photographed. Where reasonable and sensible we will contact you in advance of pictures or film being used publicly.

If you wish not to or cannot be photographed or filmed it is your responsibility to tell us beforehand. We will then ensure we do not photograph or film you. If by accident you are captured we will strive to ensure film or photographs are used in accordance with your preferences – for example, removal and non-use of footage, use only within your cohort, use within the Fellowship or use publicly.


What is the effect of sharing information on me?

We take a sensible approach to what is shared and with whom. For example, we believe it is reasonable that on joining the Fellowship your contact information is made available to the rest of the Fellowship in our membership mobile app Names and Faces. This is password protected and accessible by invite-only for those who are part of the Fellowship.

We take handling business sensitive or confidential information extremely seriously. We understand that the mishandling of any information deemed sensitive can have a significant impact on the organisation or individual so, we will always treat your information with care.

We will never sell or rent information about you or your organisation.


Is the intended use likely to cause me to object or complain?

We do not believe that the way we share or use information is likely to cause you to object or complain. However, we are reliant on you to tell us if you do not feel comfortable with the information you are being asked to share or to challenge us on how it will be used.

We use utmost discretion when deciding what information will be shared, when and with whom. We never share business sensitive or confidential information with anyone outside of the Fellowship. Under our current operations, we have had no complaints to date about how we collect, store, handle or share information. We practice extra care when handling sensitive information and work closely with all Fellows to ensure that individual privacy needs are met on a case-by-case basis.

Unsubscribing

You can unsubscribe from communications at any time by unsubscribing from individual emails or emailing camilla dot upson at forward dot institute. If you have a complaint, you can contact anyone in the team and we will treat the matter seriously.

We ask that you do not unsubscribe from communications whilst on the programme. If you unsubscribe from certain communications you will not be able to effectively partake in the programme.

Leaving the Fellowship

After the programme, we will ask you whether you want to continue in the Fellowship. Should you tell us you want to leave we will remove you from our ‘Fellows list’ which will halt all communications.

Deleting your data

If you want us to remove your data entirely from our systems if you drop out of the programme or after the programme finishes email emailing camilla dot upson at forward dot institute and she will process your request.

Security

We’re a small team with a light technical infrastructure. Wherever possible we take care to ensure we are using best practice when it comes to security and putting adequate password protection and safeguards into place.

Data breaches

If any of our systems have a data breach or there is a data leak of any sort that concerns your data we will inform you as soon as possible by email and take the necessary steps we can to remedy the breach.