THE ASSOCIATED PRESS FREELANCER/INDEPENDENT CONTRACTOR PRIVACY NOTICE

(Last updated July 15, 2022)

This notice applies to collection and use of personal data of freelancers or independent contractors of the Associated Press.

The Associated Press entity which is party to your contract (“AP” or “we”) is the data controller for personal data relating to you processed in connection with your engagement. If you have questions about AP's use of your personal data, then please contact Privacy@AP.org.

How do we use your personal data, and what is the legal basis for this use?

The personal data processed by us in connection with your engagement includes names, postal addresses, email addresses, telephone numbers, bank details, passport details, visa information, VAT ID information, transaction details, next of kin information, Cintra ID, national insurance number, contribution to pension scheme.

We process this personal data for the following purposes and relying on the legal bases described below:

• As required to establish and fulfill a contract with you. This may include verifying your identity, allowing you to sign a contract with us, making payments, communicating with you, and providing support and assistance for your assignment or as you request;
• As required by AP to enable our business and pursue our and your legitimate interests, in particular:
• we will use your information to provide services that AP or you have requested, and respond to any comments or complaints you may send us;
• we may use your information to analyse previous reporting, assess resource levels, and make strategic decisions about AP priorities;
• we monitor use of our systems, and may use your information to help us monitor, improve and protect the services we offer through our systems;
• we may process your personal data in operating and enforcing the Bring Your Own Device to Work Policy;
• we may share your information within AP to allow for your selection for various AP assignments and roles;
• we may monitor any freelancer/independent contractor account to prevent, investigate and/or report fraud, terrorism, misrepresentation, security incidents or crime, in accordance with applicable law; and
• we may use information you provide to investigate and respond to any complaints received from you or from others.
• Compliance with applicable laws and protection of AP’s legitimate business interests and legal rights, including, but not limited to, use in connection with legal claims, compliance, regulatory, investigative purposes (including disclosure of such information in connection with legal process or litigation).
• Sometimes we will ask for your express consent for the processing of your personal data.

In addition, we may send you information about relevant assignments. If you wish to opt-out of receiving further communications from us, you will be able to advise the AP representative that retained you to close out your account or to make it inactive..

With whom do we share personal data with, and where?

We may share your personal data within AP to allow for your selection for assignments and positions relevant to your interests and experience. We also share personal data within AP in the United States and the United Kingdom to administer the engagement of freelancers/independent contractors and manage operations and payroll, and analyze AP’s performance and the provision of the services.

Personal data may be shared with government authorities, law enforcement officials, legal advisors and other professionals, if required for the purposes above, if mandated by law or if required for the legal protection of our legitimate interests in compliance with applicable laws. Personal data may also be shared with third party service providers, who will process it on behalf of the AP for the purposes above. Such third parties will include the providers of our systems, SAP and may also include providers of website hosting, maintenance, call center operation and identity checking.

In the event that the part of AP’s business which is relevant to the services you provide is sold or integrated with another business, your details may be disclosed to our advisers and any prospective purchaser’s adviser and will be passed to the new owners of the business.

For the purposes described above, we may transfer your personal data to countries outside of your country of residence. For individuals in the UK or the European Economic Area (“EEA”), this may include countries that do not have equivalent data protection laws to the UK or the EEA. We take steps to ensure that your personal data is adequately protected, even when transferred outside the UK or the EEA. For more information on how we safeguard personal data that we transfer, please contact Privacy@AP.org.

How long will AP retain personal data?

AP will retain information you provide in connect with your engagement for the length of any contractual relationship you have with us, and, to the extent permitted, after the end of that relationship for as long as necessary to perform the purposes set out in this notice, or for one of these reasons:

• to respond to any questions, complaints or claims made by you or on your behalf;
• to show that we treated you fairly;
• to keep records required by law.

What rights do I have in relation to my personal data?

Where provided for by law, you may be entitled to ask the AP for a copy of your information, to correct it, erase or restrict its processing, or to ask us to transfer some of this information to other organizations. You may also have rights to object to some processing. These rights may be limited in some situations – for example, where we can demonstrate that we have a legal requirement to process your data. In some instances, this may mean that we are able to retain data even if you withdraw your consent.

Where we require personal data to comply with legal or contractual obligations, then the processing of such data is mandatory: if such data is not provided, then we will not be able to manage our contractual relationship, or to meet obligations placed on us. In all other cases, provision of requested personal data is optional.

We hope that we can satisfy queries you may have about the way we process your data. If you have any concerns about how we process your data or wish to exercise any of the rights referred to above, please contact Privacy@AP.org. You also have the right to complain to data protection authorities., in particular in the UK or the EEA member state in which you normally live or work, if applicable, or where any alleged infringement of data protection laws occurred. For example, the supervisory authority in the UK is the Information Commissioner, who may be contacted at ico.org.uk.

We may change this privacy notice from time to time, so please review it periodically. When we do, we will publish the new version in a place readily accessible to you.