Privacy Statement

Introduction

This privacy notice will inform you as to how we look after your personal data when you contact us with a general enquiry via our website. This page should be read in conjunction with our privacy notice main page which covers information relevant to anyone whose data is used by PLH.

Purpose and Lawful Basis for Processing

The purpose for collecting your data is so we can respond to your enquiry.

The lawful basis we rely on for processing your personal data is article 6(1)(f) of the GDPR, which allows us to process personal data when its necessary for the purposes of our legitimate interests.

What we need and why we need it

We collect your name, organisation name, and email address so that we can respond to your enquiry. We will only collect what we need to answer your enquiry.

How long we keep it

We retain your data indefinitely in order to be able to track and report on the volume and nature of interactions with PLH over time.

What are your rights?

As we are processing your personal data for our legitimate interests as stated above, you have the right to object to our processing of your personal data. There are legitimate reasons why we may refuse your objection, which depend on why we are processing it.

For more information on your rights, please see ​‘Your rights’ on​ our privacy notice main page.

Do we share your data with other organisations?

We will not share any of the information you provide with any third parties.

Introduction

This privacy notice will inform you as to how we look after your personal data when your organisation considers donating or making a donation to PLH. This page should be read in conjunction with our privacy notice main page which covers information relevant to anyone whose data is used by PLH. 

Purpose and Lawful Basis for Processing

We process your information in order to facilitate consistent communication between foundation representatives and members of the PLH resource mobilisation team, and if your organisation becomes a donor, facilitate donations to PLH. 

The legal bases we rely on to process your personal data are article 6(1)(f) legitimate interests of the GDPR and article 6(1) (b) performance of contract, respectively.

What we need and why we need it

PLH collects foundation representatives’ names, titles, organisations, and email addresses. This information is needed in order to facilitate communication and execution of donation contracts.

How long we keep it

Records of foundation representatives and donations (name and amount given) are retained indefinitely.

What are your rights?

As we are processing your personal data for our legitimate interests as stated above, you have the right to object to our processing of your personal data. There are legitimate reasons why we may refuse your objection, which depend on why we are processing it.

For more information on your rights, please see ​‘Your rights’ on​ our privacy notice main page.

Do we share your data with other organisations?

We will not share any of the information you provide with any third parties.

Introduction

This privacy notice explains how Parenting for Lifelong Health (PLH) collects, uses, and protects your personal data when you apply for a job with us. Please read it carefully before submitting your application.

This notice should be read alongside our main Privacy Notice, which sets out your rights and how PLH handles personal data more broadly. If you have any questions about how we use your data, please contact us at info@parentingforlifelonghealth.org.

Who is responsible for your data?

Parenting for Lifelong Health (registered charity number 1200313, 32-36 Wellington Square, Oxford, OX1 2ER) is the Data Controller for personal data collected during the recruitment process. This means PLH determines the purposes and means of processing your data and is responsible for ensuring it is handled in accordance with UK GDPR and the Data Protection Act 2018.

Purpose and Lawful Basis for Processing

PLH relies on two lawful bases under UK GDPR Article 6 when processing your recruitment data:

Article 6(1)(b) — Contract

Processing necessary to take steps at your request prior to entering a contract of employment

Receiving and assessing your application; corresponding with you about your application; conducting interviews; making an offer of employment

Article 6(1)(f) — Legitimate interest

Processing necessary for PLH's legitimate interests in efficient, consistent, and equitable recruitment — balanced against your privacy rights

Use of AI-assisted tools to score applications against pre-set criteria and monitor for incomplete submissions. A Legitimate Interest Assessment (LIA) has been completed and is available on request.

You have the right to object to processing carried out under legitimate interest. To exercise this right, contact us at info@parentingforlifelonghealth.org. We will consider your objection and respond within one month.

What we collect and why

We collect only the information necessary to assess your suitability for the role and to administer the recruitment process. Providing this information is voluntary, but it may affect our ability to process your application if it is not provided.

Full name and email address

Why: To identify your application and contact you about its progress

Processed by AI: Yes — used to identify your record in our application system

CV and cover letter

Why: To assess your suitability for the role against the published criteria

Processed by AI: Yes — scored by our AI tool against pre-set criteria. All scores are reviewed by PLH staff before any decision is made

Application form responses (including right to work confirmation)

Why: To confirm eligibility and completeness of your application

Processed by AI: Yes — our application monitoring tool checks for incomplete submissions and flags them to a PLH staff member

Equality monitoring data (disability, ethnicity, gender)

Why: For anonymised EDI monitoring only — to help us ensure our recruitment process is equitable

Processed by AI: No — this data is collected separately, anonymised, and never shared with AI tools or used in shortlisting

Our use of AI-assisted tools

PLH uses AI-assisted tools to support two stages of the recruitment process:

CV and cover letter scoring (Claude AI by Anthropic)

Once a vacancy closes, we use Claude AI (provided by Anthropic) to read your CV and cover letter and score them against pre-set criteria using a numerical matrix. The criteria are developed by PLH staff and are directly linked to the published job requirements. The AI produces a score and a brief summary for each applicant.

AI does not make decisions about your application. All AI outputs are reviewed by a PLH staff member before any candidate is contacted. The final decision on who is shortlisted for interview is always made by PLH staff.

Application monitoring (Monday.com AI Agents)

We also use Monday.com AI Agents to monitor our applicant database for incomplete submissions — for example, missing documents or unanswered required questions. Where an incomplete application is identified, the AI flags it to a PLH staff member, who contacts you directly. AI does not contact applicants at any stage.

Safeguards in place

We have implemented the following safeguards to protect your rights when AI tools are used:

• Your CV and cover letter are not stored on AI providers' servers or used to train AI models. Anthropic's Data Processing Agreement confirms that data submitted via PLH's commercial account is processed solely to provide the service and is not retained by Anthropic. Monday.com's Data Processing Agreement confirms PLH is the Data Controller and Monday.com acts only as a Data Processor on PLH's behalf.

• Our scoring criteria are reviewed before each recruitment round for inclusivity and to reduce the risk of bias. AI tools are assessed for potential bias before deployment.

• Equality monitoring data is never shared with AI tools and plays no part in scoring or shortlisting.

• You have the right to request that your application is reviewed without AI assistance. See the section below on your rights.

How long we keep your data

Unsuccessful applicants

6 months from the date the role is filled. All data — including any copies held in AI systems — is securely deleted at this point.

Successful applicants

Recruitment data is transferred to your personnel file and retained in line with PLH's employee data retention policy. AI-processed data is deleted at the point of appointment.

Equality monitoring data

Retained in anonymised, aggregated form for EDI reporting purposes. Individual responses are deleted within 6 months of collection.

Your rights

Under UK GDPR you have the following rights in relation to your recruitment data. Full details of all your rights under UK GDPR are set out in our main Privacy Notice.

• Right to request human review. You may request that your application is reviewed by a PLH staff member without AI-assisted scoring. To exercise this right, contact us before the vacancy closing date at info@parentingforlifelonghealth.org. We will confirm receipt within five working days.

• Right to object. You may object to processing carried out under legitimate interest at any time. We will consider your objection and respond within one month.

• Right of access. You may request a copy of the personal data PLH holds about you, including any AI-generated scores or summaries relating to your application.

• Right to erasure. You may ask us to delete your application data at any time before a decision is made. Withdrawal of your application will result in deletion of all associated data within 30 days.

• Right to complain. If you are not satisfied with how we have handled your data, you have the right to lodge a complaint with the Information Commissioner's Office (ICO) at www.ico.org.uk or by calling 0303 123 1113.

To exercise any of these rights, please contact us at info@parentingforlifelonghealth.org. We aim to respond to all requests within one month. For full details of your rights, please see our main Privacy Notice at www.parentingforlifelonghealth.org.

Data sharing and third-party processors

PLH shares your data with two third-party technology providers to support the recruitment process. Both are engaged under Data Processing Agreements that restrict them to processing your data solely for PLH's recruitment purposes.

Anthropic (Claude AI)

AI-assisted CV and cover letter scoring

Under PLH's commercial account, Anthropic does not store, retain, or use data to train models. PLH is the Data Controller; Anthropic is the Data Processor.

Monday.com

Application database and incomplete submission monitoring

Monday.com's Data Processing Agreement confirms PLH is the Data Controller and Monday.com processes data solely as a Data Processor on PLH's behalf.

Your data is not shared with any other third parties, sold, or used for any purpose other than PLH's recruitment process. We do not use your data for automated profiling.

Changes to this notice

We review this notice annually and whenever there are material changes to our recruitment process, the AI tools we use, or relevant data protection legislation. The version number and effective date at the top of this document indicate the current version. If you applied under a previous version of this notice, the version in force at the time of your application applies to your data.

Please refer to PLH’s Team Member Handbook or the Consultant Handbook supplied to you upon signing your contract with PLH

Introduction

This section provides information about the data PLH collects pertaining to parents, facilitators, and coaches taking part in PLH-supported programmes. Examples of this include Naugnan Kasih in Malaysia and Crianza con Conciencia in Mexico

PLH processes only aggregated, non-identifiable data. It does not collect any information that could reveal your identity (i.e. personally identifiable information or protected health information). 

This page should be read in conjunction with our privacy notice which covers information relevant to anyone whose data is used by the EEF, including your rights.

Purpose and Lawful Basis for Processing

PLH processes information you provide via apps and chatbots to improve app and chatbot functionality and security, as well as for monitoring and evaluation of PLH programmes to review what impact they made and if they were a success. 

The processing is necessary to fulfil these legitimate interests.

Who we share your data with

Aggregated, non-identifiable data will be shared or provided by other organisations that are helping PLH meet the above purpose. For example, this could be if a nonprofit is using PLH in its community programming, or if a university partner is conducting an independent evaluation of a PLH programme. 

How long we keep it

As long as we need it to fulfil our purposes, including any relating to app services as well as legal, accounting, or reporting requirements.

What are your rights?

As we are processing your personal data for our legitimate interests as stated above, you have the right to object to our processing of your personal data. Please be aware that they may legitimate reasons why we may refuse your objection.

Contact Details

Our Operations Specialist is responsible for overseeing questions in relation to this privacy notice and serves as PLH’s Data Protection Officer. If you have any questions about this privacy notice or how your data is used by PLH, including any requests to exercise your legal rights, please email info@parentingforlifelonghealth.org with your questions or request for the Operations Specialist.

Your Rights

Under data protection law, you have rights we need to make you aware of. The rights available to you depend on our reason for processing your information. You are not normally required to pay any charge for exercising your rights. However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances. We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

We have one month to respond to you under normal circumstances, though this may be extended if your request is particularly complex.

If you wish to exercise any of these rights, please contact the Operations Specialist using info@parentingforlifelonghealth.org. You can find out more about your rights by visiting the Information Commissioner’s Office (ICO) website page on exercising your rights.

Your Right of Access

You have the right to ask us for copies of your personal information. This right always applies. There are some exemptions, which means you may not always receive all the information we process. You can find out more about this right on the ICO website.

Your Right to Rectification

You have the right to ask us to rectify information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete. This right always applies. You can find out more about this right on the ICO website.

Your Right to Erasure

You have the right to ask us to erase your personal information in certain circumstances. You can find out more about this right on the ICO website.

Your Right to Restriction of Processing

You have the right to ask us to restrict the processing of your information in certain circumstances. You can find out more about this right on the ICO website.

Your Right to Object to Processing

You have the right to object to processing if we are able to process your information because the process forms part of our public tasks, or is in our legitimate interests. You can find out more about this right on the ICO website.

Your Right to Data Portability

This only applies to information you have given us. You have the right to ask that we transfer the information you gave us from one organisation to another, or give it to you. The right only applies if we are processing information based on your consent or under, or in talks about entering into a contract and the processing is automated. You can find out more about this right on the ICO website.

Your Right to Complain

You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (ico.org.uk/). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.

How Long We Will Use Your Personal Data

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

This may include retaining data after you have made an opt-out or similar request to ensure that you are not subsequently sent information by mistake and to protect against, for example, malicious attempts to add you to lists you do not wish to be a member of.

To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.

Details of how long your data will be retained are detailed in the relevant privacy notices linked above.

Data Security

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.

We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

Data Processors

We use Google Workspace as a third party to process your data in all our work. We use Microsoft Azure to process data for PLH digital programmes. We use Monday to process donor and potential information for our client relationship management (CRM).

Governance

Data Protection and GDPR policies are reviewed on a yearly basis and as needed. The Data Protection Officer is responsible for compliance, reviewing risks, and addressing any new data protection issues. They are accountable to PLH’s Board of Trustees

Data Protection Officer

PLH’s Operations Specialist serves as PLH’s Data Protection Officer. They can be reached via info@parentingforlifelonghealth.org.