What is this Notice for?
We take issues relating to your personal data seriously. Our Data Protection Manger is Nicholas Jenkins to whom you should address any queries.
This Notice is to explain more to you about how we handle personal data. It is important that you read this, together with any other privacy notice we may provide on specific occasions when we are collecting or processing personal information about your staff so that you are aware of how and why we are using such information.
What do various terms mean?
“Personal data” means recorded information we collect, store or hold about individuals from which a person can be identified. It may include the following:-
- Personal contact details such as name, title, addresses, telephone numbers, and personal email addresses or company email addresses
- Date of birth.
- Marital status and dependents.
- Payroll records and tax status information.
- Salary, annual leave, pension and benefits information.
- Start date.
- Location of employment or workplace.
- Driving and other licenses.
- Recruitment information (including copies of right to work documentation, references and other information included in a CV or cover letter or as part of the application process).
- Employment records (including job titles, work history, working hours, training records and professional memberships).
- Compensation history.
- Performance information.
- Disciplinary and grievance information.
- CCTV footage and other information obtained through electronic means such as swipecard records or data from vehicle tracking software where your organisation gathers such data
- Information about a person’s use of their employer’s information and communications systems.
- Information about qualifications a person holds. “Processing” means doing anything with the data, such as accessing, disclosing, destroying or using the data in any way. • information about a person’s physical or mental health or condition • political opinions • information about a person’s criminal record or criminal proceedings • biometric information Typically, you have given us the data in relation to a matter we are advising on. If we are asked to interview a person, they may have given us the data themselves. We do not buy in personal data for marketing purposes. We will only use personal information when the law allows us to. Most commonly, we will use personal information in the following circumstances: 2. Where we need to comply with a legal obligation. 2. Where it is needed in the public interest or for official purposes. What if there is a change of purpose?
- We will only use your personal data for the purposes for which we collected it or are given it unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If we need to use personal data for an unrelated purpose, we will notify you and we will explain the legal basis which we believe, allows us to do so. Please note that we may process your personal data without an individual’s knowledge or consent, in compliance with the above rules, where this is required or permitted by law.
- 1. Where we need to protect your interests (or someone else’s interests).
- We may also use personal data in the following situations, which are likely to be rare:
- 3. Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
- 1. Where we need to perform the contract we have entered into with you.
- What purposes do you use personal data for?
- Occasionally we are passed details by a third party such as an accountant, HR consultant, solicitor etc where they ask us to contact a person because they require our assistance. In such cases if a person does not wish to proceed to instruct us we will not retain any records.
- How is personal data collected?
- • genetic information
- • whether you are a trade union member or not
- • information about a person’s sexual life
- • racial or ethnic origin or religious or similar information
- “Sensitive Personal Data” or “special categories of data” includes
|How do we use particularly sensitive personal information?
“Special categories” of particularly sensitive personal information require higher levels of protection. We need to have further justification for collecting, storing and using this type of personal information. We may process special categories of personal information in the following circumstances:
1. In limited circumstances, with the explicit written consent of a person.
2. Where we need to carry out our legal obligations and in line with this data protection notice.
Usually we are processing this type of information where it is needed in relation to legal claims or where it is needed to protect someone’s interests and an individual is not capable of giving consent, or where they have already made the information public.
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