Privacy notice

Charity Jobs NI is a trading name of HappyJobsNI Ltd, registered in Northern Ireland, company number NI674251. Registered office: Suite 708, 6 Enterprise Crescent, Lisburn, Northern Ireland, BT28 2BP.

HappyJobsNI Ltd is the data controller for the personal information described in this notice, except where we say that another organisation is a separate controller. For any privacy question, or to exercise your rights, contact us at hello@charityjobsni.com or write to us at the address above.

• Enquiries and downloads made through this website.
• Accounts and job applications made on our external job board.
• CVs sent to us directly and records held in our recruitment system.
• Employer and client contacts.
• Event registrations, exhibitor and sponsor arrangements.
• Newsletter subscriptions.
• Technical and security information generated when you use the site.
• Aggregate statistics produced by our website hosting platform, and any optional analytics we may introduce in future with your consent.

• Directly from you: your name, organisation, job title, email address, telephone number, the content of your enquiry or message, event preferences, interests you tick, and any CV, application or supporting material you send.
• From your use of our services: job board account details, roles you apply for, application status and correspondence, and records of the support we have given you.
• From employers and clients: feedback on applications, interview outcomes and placement details.
• From publicly available sources: professional profiles and employer websites, where relevant to a role you have asked us to help with.
• Automatically: limited technical data such as IP address, browser and device information, pages requested and error information, generated when you use the site.
• Aggregate hosting statistics: our website hosting platform produces built-in, aggregate reporting about overall site traffic — pages viewed, referring source, device category, a broad country indication derived from your browser time zone, and counts and duration of visits. The hosting provider states that this measures overall traffic, does not build individual visitor profiles and does not follow visitors across separate visits.

We do not intentionally save the content of partially completed forms. Information you type into a form on this website is only recorded once you submit it.

Where a form or service marks a field as required, we need that information for the purpose described. If you choose not to provide it, we may not be able to reply to your enquiry, create or maintain a job board account, send you the material you asked for, or process an application.

Identity, right to work and background check information is only requested where it is relevant to a specific role or legal requirement, and we explain why it is needed at the time.

• Responding to enquiries and providing information (including sending our services pack) — our legitimate interests in answering people who contact us, or taking steps at your request before entering into a contract.
• Providing recruitment services to candidates, including reviewing your CV, discussing roles and putting you forward to employers — our legitimate interests in operating a recruitment service, and steps taken at your request.
• Providing recruitment services to employers and clients, including managing assignments, invoicing and account management — performance of a contract, or our legitimate interests in managing the client relationship.
• Running the job board, including your account and applications — steps taken at your request and our legitimate interests in operating the service.
• Organising events, including registration, exhibitor and sponsor arrangements, and event communications — performance of a contract or our legitimate interests in running the event.
• Sending our newsletter — your consent, which you can withdraw at any time.
• Keeping the site secure and reliable, including preventing spam, abuse and fraud, and diagnosing errors — our legitimate interests in protecting our systems and users.
• Meeting legal and regulatory obligations, including tax, accounting and responding to lawful requests — compliance with a legal obligation.
• Understanding overall site performance using the aggregate statistics produced by our hosting platform — our legitimate interests in knowing how the site is performing overall. This reporting is currently active. The hosting provider states that it measures overall traffic and does not build individual visitor profiles or follow visitors across separate visits.
• Optional website analytics, such as Google Analytics — currently disabled. If we introduce them, we would rely on your consent, given through our cookie control.

Where we rely on legitimate interests, we have considered the impact on you and you can object at any time (see “Your rights”).

We only share your CV or candidate details with an employer where you have asked us to apply for a role, or where you have agreed that we may put you forward. We tell you who the employer is before we do so.

Once an employer receives your information, that employer is a separate and independent controller of it and handles it under its own privacy notice. The same applies to organisations exhibiting at our events if you choose to give them your details, and to employers advertising on the job board who receive applications directly.

Some roles in the charity sector involve information that needs extra protection, such as health or accessibility requirements for interview adjustments, diversity monitoring information where an employer requests it, or the fact that a role requires a criminal record check.

We only handle this information where it is necessary and, in most cases, only with your explicit consent or where the law allows it for employment purposes and equality monitoring in the substantial public interest. We do not carry out criminal record checks ourselves; where a check is required for a role, it is arranged by the employer or an authorised checking body.

We use a recruitment CRM and applicant tracking system to hold candidate and client records, an external job board platform for accounts and applications, email and document tools to communicate with you, and website and hosting infrastructure to run this site.

These providers generally process personal data on our instructions under written contracts. A provider may also act as a separate controller for limited processing of its own, such as technical operation and diagnostics, security and abuse prevention, meeting its own legal obligations, and administering our service account. Where that is the case, the provider's own privacy notice applies to that limited processing.

• Employers and hiring organisations, as described above.
• Our service providers, including recruitment software, job board, email delivery, hosting, database, file storage and IT support providers.
• Professional advisers such as accountants, insurers and legal advisers.
• Regulators, law enforcement or other authorities where we are legally required to disclose information.
• A buyer or successor if we reorganise or transfer part of our business, subject to the same protections.

We do not sell your personal information or share it for third-party advertising.

We aim to keep personal data within the UK or the European Economic Area. Some of our providers operate infrastructure or support teams outside the UK. Where personal data is transferred outside the UK, we rely on UK adequacy regulations or on the UK International Data Transfer Agreement or the EU Standard Contractual Clauses with the UK Addendum, together with additional safeguards where appropriate. You can ask us for details of the safeguards used.

• Website enquiries and event records: 24 months from your last contact with us.
• Candidate records, including CVs and application history: 24 months from your last activity, unless you ask us to keep them longer or to delete them sooner.
• Inactive job board accounts: 24 months from last sign-in.
• Client and financial records: 6 years, to meet tax and accounting requirements.
• Unconfirmed newsletter sign-ups: 30 days, then deleted.
• Confirmed newsletter subscribers: until you unsubscribe or your subscription becomes inactive.
• Security, error and access logs: 90 days.
• Website analytics, if enabled: a maximum of 14 months.
• Marketing suppression records: we keep a minimal record of unsubscribes and opt-outs for as long as needed so that we continue to respect your choice.
• Complaints and rights requests: kept for as long as we need them to handle the matter and to demonstrate that we complied with our obligations.

We may keep information for longer where we need to for a legal claim or a legal obligation. When a period ends we delete the information or anonymise it.

General photography and video may be taken at our events, including the Charity Careers and Volunteer Job Fair, to document the event and promote future events. We rely on our legitimate interests in recording and promoting our events.

We display notices at events so you know when photography or filming is taking place, and you can tell a member of staff at any time if you would prefer not to appear. Where an identifiable individual is the main focus of a photograph or video, or where it is otherwise appropriate, we ask for permission first.

We only send our newsletter to people who have asked for it and confirmed their email address. Every newsletter includes an unsubscribe link, and you can also email us to opt out. Withdrawing consent does not affect anything we sent before you withdrew it, and it does not stop us replying to enquiries or continuing to work with you on a role.

We use strictly necessary storage to make this site work. Our hosting platform also produces aggregate traffic statistics as described above. Optional analytics, such as Google Analytics, are not currently installed and would only run after you accept them through our cookie control. See our cookie policy for details and for how to change your choice.

We use access controls, encryption in transit, role-based permissions for our team, spam and abuse protection on public forms, and monitoring of errors and unusual activity. No online service can be guaranteed to be completely secure, so please do not send us sensitive information you would not want disclosed by email.

We do not make decisions about you using solely automated means, and we do not use profiling that produces legal or similarly significant effects. Searching and sorting tools may help our consultants find relevant candidates, but a person always decides who is put forward for a role.

• Ask for a copy of the personal information we hold about you.
• Ask us to correct information that is wrong or incomplete.
• Ask us to delete information where there is no good reason for us to keep it.
• Ask us to restrict how we use your information while a concern is resolved.
• Object to processing based on our legitimate interests, including direct marketing.
• Ask for your information in a portable format where processing is based on consent or a contract.
• Withdraw consent at any time where we rely on it.

To exercise any of these rights, email hello@charityjobsni.com. We may ask you to confirm your identity. We will respond within one month, and we will tell you if we need longer because the request is complex.

If you are unhappy with how we have handled your information, please contact us first at hello@charityjobsni.com so we can put it right. We acknowledge data protection complaints within 30 days and respond without undue delay.

You also have the right to complain to the Information Commissioner's Office (ICO), Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF, telephone 0303 123 1113, or at https://ico.org.uk/make-a-complaint/.

This Privacy Notice covers personal information for which HappyJobsNI Ltd decides the purpose and means of processing, including your use of our branded job board. The platform provider that operates the job board for us may also carry out limited independent processing of its own, and its notice applies to that processing.

Where a vacancy redirects you to an employer's own careers site or another external application system, that organisation is a separate controller and its privacy notice applies to the information you provide there. The same is true of event registration tools and other websites we link to. We are not responsible for the content of those sites.

We review this notice regularly and will update it when our services or the law change. The date at the top shows when it was last updated. Significant changes will be highlighted on this page.