The Møller Institute (“The Company” “We” “Us” “Our”) is a trading name of Møller Institute Limited, a limited liability company registered in England and Wales with registered number 2746545 . Our registered office is Churchill College, Storey’s Way, Cambridge, CB3 0DS.
By visiting our website (www.mollerinstituite.com) and engaging with us to carry out services you are accepting and consenting to the practices described in this policy. We also have a separate Privacy Notice for employees, which again can be requested using the contact details below.
What information do we collect about you?
If you engage us to carry out services for you we will gather personal information from you such as your name, address, telephone numbers and email address. We will also gather information relating to your organisation and your requirements. These requirements may mean we need to collect personal information about other employees from your organisation.
This information is obtained from you through Møller Institute forms you may complete, discussions with you, letters and emails.
Why do we need to collect and use your personal data?
The main legal basis, specifically allowed for under the General Data Protection Regulation (“GDPR”), for processing your data is for the proper performance of our contract with you. The information we collect is essential for us to be able to carry out the services you require from us effectively. We cannot, for example, provide a bespoke executive programme without the full relevant information on the participants, nor could we provide our premium venue service for your events without knowing all the pertinent details.
The law also permits us to use personal data where we have a legal or regulatory obligation and also where there is a legitimate interest.
Where is your information processed?
All your information is processed either in the UK or US with adequate measures to ensure it is suitably protected. If in future it were to be processed elsewhere in the European Union you should know that all EU countries are also bound by the GDPR.
With whom might we share your information?
We will not share your information for marketing purposes with any other organisations. In order to deliver our services to you effectively we may share relevant details with approved third parties that we engage for specialised delivery on our education programmes. In such a case we will have contracted with them to ensure that the nature and purpose of the processing is clear, that they are subject to a duty of confidentiality and they will only act in accordance with our written instructions.
We may share your personal information with our parent organisation, Churchill College, University of Cambridge. In such a circumstance, Churchill College would also have provided an assurance that they would keep your data safe and that they are subject to the UK privacy regulations.
How do we protect your information?
We have strict controls in place to help protect personal information (held both physically in paper form and electronically) and to minimize loss or damage whether through accident, negligence or deliberate actions.
How long do we keep hold of your information?
We will keep your personal data for as long as you are a client of Møller Institute. Should your relationship with Møller Institute end, we will only retain personal information that we are legally obliged to keep for the relevant time period. We are subject to regulatory requirements to keep data for specific minimum periods. We reserve the right to keep data for longer periods than this due to the possibility that it may be required to defend a future complaint against us by you or any third party representative; or it may be required to help you defend yourself in an enquiry from HMRC or for other personal reasons.
You have the right to request the deletion of your personal data. We will comply with this request subject to the restrictions of our contractual and legal requirements or legitimate interests as described above.
What rights do I have?
Under GDPR, you have the following rights as data subjects:
- Right of access – to your personal information. If you would like to receive a copy of the personal information we hold for you, you may make a data subject access request to our Data Controller (see below);
- Right to rectification – if the data we hold is inaccurate or incomplete. You can ask for information to be removed if there is no compelling reason for the Møller Institute to continue to have it;
- Right to restrict processing – if you request to block the processing of personal information for specific reasons;
- Right to data portability – for your own purposes in certain circumstances;
- Right to object – to the Møller Institute processing your data inappropriately.
Cookies are small pieces of data, stored in text files, which are stored on your computer or other device when websites are loaded in a browser. They are widely used to ‘remember’ you and your preferences, either for a single visit (through a ’session cookie’) or for multiple repeat visits (using a ‘persistent cookie’). Cookies may be set by the site that you are visiting (known as ‘first party cookies’), or by other websites who serve up content on that site (‘third party cookies’).
We use some third party cookies to help us understand how visitors use our site and what interests them. However, we do not collect or store any data that can personally identify the visitor to our site. If you would like more information about the specific cookies we use please do get in touch with [email protected]
For more information about cookies generally visit: www.allaboutcookies.org
What can I do if I have a complaint about how my personal data is processed?
Protecting your personal information is important to us. If you are unhappy with how we have handled your information we would encourage you first to get in touch with our Data Controller (our Head of Finance) to see if the complaint can be resolved amicably. You have a right to lodge a complaint with the supervisory authority for data protection.
In the UK this is the ICO:
Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF
Tel. +44 (0) 0303 123 1113
How can I contact you?
- By email: [email protected]
- By phone: +44 (0) 01223 465500
- In writing: Head of Finance, the Møller Institute, Storey’s Way, Cambridge CB3 0DE
Note we have a separate Privacy Notice for employees, which can be requested using the above contact details.
Under the General Data Protection Regulation (GDPR) we are required to provide you with specific information relating to your personal data that we collect from you and use during the recruitment process.
Why we need to collect, process and hold your data?
There are a number of reasons why we need to collect, process and hold your data:
- as your potential employer, we will have legitimate interests in collecting and using data in order to communicate with during the recruitment process and to assess suitability for the role you applied for;
- we may need details in order to establish, exercise or defend a legal claim.
What personal data do we need from you?
During the recruitment process we will only collect, store and process the personal data included within the application form or curriculum vitae.
Who has access to your personal data?
We are committed to restricting access to personal data to just those individuals who may need it to meet their, or, the company’s obligation. For us this means the potential Line Manager and the HR team.
Who do we share your personal data with outside of the company?
During the recruitment process, we will not share your data with any third parties outside of the company.
How long do we retain your personal data?
We will retain all personal data for the duration of the recruitment process and then for a further six months to enable us to establish, exercise or defend a legal claim. After six months, all data will be deleted, unless you allows us to retain your data for 12 months in order that we can contact you if another suitable role arises.
What to do if you believe that the information we have collected and are using is incorrect?
It is important for both you, and us, that we hold up to date and accurate information, and, that the accuracy is maintained. If you become aware of any inaccuracies, or, you change your contact details, it is your responsibility to bring this to our attention as quickly as possible.
What to do if you have a concern or complaint about how we store, use or share your personal data?
Initially, we would encourage you to raise this with the Head of Finance who should be able to resolve the matter quickly and informally. In the unlikely event that we have been unable to address your concern internally, you may call the Information Commissioner’s Office helpline on 0303 123 1113.
Useful information: The Data Controller at the Møller Institute is the Head of Finance