Privacy Policy

Fundatia Health Action Overseas (HAO), hold personal information in order to carry out our work as a membership charity and provider of Supported Employment services.

It is our policy to respect your privacy and the privacy of all users of our services. This Privacy Policy has been established to help you understand our commitment to protecting your privacy and personal data, and the steps we take to ensure it. By visiting and/or using any of the Services, you agree to be bound by the terms of the present Privacy Policy. Where the present Privacy Policy refers to “HAO”, it may refer to the services of HAO, depending on the context.

Visitors to our websites

When someone visits 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. If we do want to collect personally identifiable information through our website, we will be up front about this. We will make it clear when we collect personal information and will explain what we intend to do with it.

Use of cookies by HAO

A cookie is a small text file which is placed onto your computer (or other electronic device) when you access our website. We use cookies on this website to:

  • obtain information about your preferences, online movements and use of the internet to help us improve content;
  • carry out research and statistical analysis to help improve our content, products and services and to help us better understand our visitors’ requirements and interests;
  • make your online experience more efficient and enjoyable;

The information we obtain from our use of cookies will not usually contain your personal data. Although we may obtain information about your computer or other electronic device such as your IP address, your browser and/or other internet log information, this will not usually identify you personally. In certain circumstances we may collect personal information about you—but only where you voluntarily provide it (e.g. by completing an online form).

In most cases we will need your consent in order to use cookies on this website. The exception is where the cookie is essential in order for us to provide you with a service you have requested.


If you visit our website when your browser is set to accept cookies, we will interpret this as an indication that you consent to our use of cookies and other similar technologies as described in our Privacy Policy. If you change your mind in the future about letting us use cookies, you can modify the settings of your browser to reject cookies or disable cookies completely.

Third-party cookies

We may from time to time work with third-party suppliers who may also set cookies on our website, for example, Google Analytics. These third-party suppliers are responsible for the cookies they set on our site. If you want further information please go to the website for the relevant third party. You will find additional information in the table below.

Description of cookies

The table below is designed to provide more information about the cookies we use and why:

Name of cookie Owner Purpose for the cookie
WordPress CMS HAO The content management system on this website uses sessional (temporary) cookies to store login information.
Google Analytics Google This is a web analytics service provided by Google, Inc. which uses cookies to show us how visitors found and explored our site, and how we can enhance their experience. It provides us with information about the behaviour of our visitors (eg how long they stayed on the site, the average number of pages viewed) and also tells us how many visitors we have had.

 How to turn off cookies

If you do not want to accept cookies, you can change your browser settings so that cookies are not accepted. If you do this, please be aware that you may lose some of the functionality of this website.

Online contact and enquiry tools

We collect information about requests for information and/or support submitted by members of the public through our website forms. This includes contact information and any personal information supplied by the member of the public. This information is stored on our website for statistical purposes and to help us review the information requests that we receive from members of the public. Data from online forms is deleted after 12 months.

Links to other websites

This privacy notice does not cover the links within this site linking to other websites. We encourage you to read the privacy statements on the other websites you visit.

Security and performance

HAO uses a third party service, SOCIETATEA MIBO SERVICES S.R.L., to host our website on its Romanian servers and help maintain its security and performance. To deliver this service it processes the IP addresses of visitors to the LEAD project website.


We use a third party provider, Mailchimp, to deliver our e-newsletters and/or email alerts. 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.


HAO collects information through occasional surveys that we conduct. This information is used to improve how we support our partners and clients. We use a third party provider, SurveyMonkey, to collect and analyse data including names and contact information. For more information, please see SurveyMonkey’s privacy notice.

People who telephone our office

When you call our office addresses we collect contact details where we need to respond to requests for information or support. This information may be stored until the query has been dealt with.

People who email us

We use Transport Layer Security (TLS) to encrypt and protect email traffic in line with government recommendations. If your email service does not support TLS, you should be aware that any emails we send or receive may not be protected in transit.

We will also monitor any emails sent to us, including file attachments, for viruses or malicious software. Please be aware that you have a responsibility to ensure that any email you send is within the bounds of the law.

Where enquiries are submitted to us we will only use the information supplied to us to deal with the enquiry and any subsequent issues and to check on the level of service we provide.

People who make a complaint to us

When we receive a complaint from a person we make up a file containing the details of the complaint. This normally contains the identity of the complainant and any other individuals involved in the complaint.

We will only use the personal information we collect to process the complaint and to check on the level of service we provide. We do compile and publish statistics showing information like the number of complaints we receive, but not in a form which identifies anyone.

We usually have to disclose the complainant’s identity to whoever the complaint is about. This is inevitable where, for example, the accuracy of a person’s record is in dispute. If a complainant doesn’t want information identifying him or her to be disclosed, we will try to respect that. However, it may not be possible to handle a complaint on an anonymous basis.

Any personal information relating to a complaint will be retained for two years from closure. It will be retained in a secure environment and access to it will be restricted according to the ‘need to know’ principle.

People who use HAO services

HAO offers various services to the public and to its partners. We provide Supported Employment services and contact information may be shared between Partners.

We have to hold the details of the people who have requested the service in order to provide it. However, we only use these details to provide the service the person has requested and for other closely related purposes. For example, we might use information about people who have requested delivery of a training course to carry out a survey to find out if they are happy with the level of service they received. When people do subscribe to our services, they can cancel their subscription at any time and are given an easy way of doing this.

People who join BASE as members

We hold contact information for our subscribing members and details of the services that they offer. These details are held on a secure database register and public contact details are uploaded to the listings page on Most of this information is available publically but may contain personal information, for example where the business is a sole trader. HAO cannot therefore give any guarantees as to how the information contained on the website will be used by those accessing it.

When organisations complete their membership subscription forms, they may be asked to provide the contact details of a relevant member of staff to act as our key contact with that member organisation. HAO will record and use this for its own communication purposes, for example where we have a query about a member organisation. This information is updated annually and is kept for a period of two years after the organisation’s subscription membership has lapsed.

Job applicants, current and former HAO employees and Associates

HAO is the data controller for the information you provide during the application process unless otherwise stated. If you have any queries about the process or how we handle your information please contact us at

What will we do with the information you provide to us?

All of the information you provide during the process will only be used for the purpose of progressing your application, or to fulfil legal or regulatory requirements if necessary.

We will not share any of the information you provide during the recruitment process with any third parties for marketing purposes or store any of your information outside of the European Economic Area. The information you provide will be held securely by us whether the information is in electronic or physical format.

We will use the contact details you provide to us to contact you to progress your application and to maintain contact with you. We will use the other information you provide to assess your suitability for the role you have applied for.

If we make a conditional offer of employment we will ask you for information so that we can carry out pre-employment checks. You must successfully complete pre-employment checks to progress to a final offer. We are required to confirm the identity of our staff and Associates, their right to work in the United Kingdom and seek assurance as to their trustworthiness, integrity and reliability.

You will therefore be required to provide:

  • Proof of your identity – you will be asked to attend our office with original documents so that we can take copies.
  • Proof of your Disability Certificate – you will be asked to attend our office with original documents so that we can take copies.
  • Proof of your qualifications – you will be asked to attend our office with original documents so that we can take copies.

We will contact your referees, using the details you provide in your application, directly to obtain references. We may also ask you to complete a questionnaire about your health. This is to establish your fitness to work.

If we make a final offer, we will also ask you for the following:

  • Emergency contact details – so we know who to contact in case you have an emergency at work
  • Membership of a pension scheme – so we can send you a questionnaire to determine whether you are eligible to join your previous scheme.

How long is the information retained for?

If you are successful, the information you provide during the application process will be retained by us as part of your employee file for the duration of your employment plus 6 years following the end of your employment. This includes your criminal records declaration, fitness to work, records of any security checks and references.

If you are unsuccessful at any stage of the process, the information you have provided until that point will be retained for 6 months from the closure of the campaign.

Information generated throughout the assessment process, for example interview notes, is retained by us for 6 months following the closure of the campaign.

Equal opportunities information is retained for 6 months following the closure of the campaign whether you are successful or not.

Your rights

You have rights as an individual which you can exercise in relation to the information we hold about you in accordance to the National laws listed under

Complaints or queries

If you want to make a complaint about the way we have processed your personal information, please contact us at

Access to personal information

HAO try to be as open as possible in terms of giving people access to their personal information. Individuals can find out if we hold any personal information by making a ‘subject access request’ under the National laws listed under If we do hold information about you we will:

  • give you a description of it;
  • tell you why we are holding it;
  • tell you who it could be disclosed to; and
  • let you have a copy of the information in an intelligible form.

To make a request to HAO for any personal information we may hold you need to put the request in writing addressing it to our registered address.

If you agree, we will try to deal with your request informally, for example by providing you with the specific information you need over the telephone. If we do hold information about you, you can ask us to correct any mistakes by contacting us at

Disclosure of personal information

We do not disclose personal data without consent. We may disclose workplace contact details in response to a public request for information or support where we believe that our member organisation is able to meet the request for support. These contact details are also available through our website member listings pages.

Changes to this privacy notice

We keep our privacy notice under regular review. This privacy notice was last updated on 19.03.2019.

How to contact us

If you want to request information about our privacy policy you can email us at or write to us at:


B-dul Nicolae Grigorescu Nr. 43

Bl. D1 Sc. B Et. 6 Ap. 26 Sector 3

Bucuresti 03044, Romania

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