Privacy Policy

This privacy notice tells you what to expect us to do with your personal information when you work with us.

• What information we collect, use and why
• Lawful bases and data protection rights
• Where we get personal information from
• How long we keep information
• Who we share information with
• How to complain

                                                       WHAT INFORMATION WE COLLECT AND USE, AND WHY

As part of staff recruitment, administration and management, we collect or use the following personal information:

• Contact details (eg. name, address, telephone number or personal email address)
• Date of birth
• National Insurance Number
• Photographs (eg. staff ID card)
• Copies of passports or other photo ID
• Copies of proof of address documents (eg. bank statements or bills)
• Right to work information

As part of managing salaries and pensions, we collect or use the following personal information:

• Job role and employment contract (eg. start and leave dates, salary, changes to employment contract or working patterns)
• Time spent working (eg. timesheets or clocking in and out)
• Expense, overtime or other payments claimed
• Leave (eg. sick leave, holidays or special leave)
• Maternity, paternity, shared parental and adoption leave and pay
• Pension details
• Bank account details
• Payroll records
• Tax status

                                                              LAWFUL BASES AND DATA PROTECTION RIGHTS

Under UK data protection law, we must have a 'lawful basis' for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO's website.

Which lawful basis we rely on may affect your data protection rights which are in brief set out below. You can find out more about your data protection rights and the exemptions which may apply on the ICO's website.

• Your right of access - You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. You can read more about this right here.
• Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. You can read more about this right here.
• Your right to erasure - You have the right to ask us to delete your personal information. You can read more about this right here.
• Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information. You can read more about this right here.
• Your right to object to processing - You have the right to object to the processing of your personal data. You can read more about this right here.
• Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation or to you. You can read more about this right here.
• Your right to withdraw consent - When we use consent as our lawful basis you have the right to withdraw your consent at any time. You can read more about this right here.

If you make a request, we must respond to you without undue delay and in any event within one month.

To make a data protection rights request, please contact us using the contact details at the top of this privacy notice. 

                                          OUR LAWFUL BASES FOR THE COLLECTION AND USE OF YOUR DATA

Our lawful bases for collecting or using personal information as part of staff recruitment, administration and management are:

• Legal obligation - we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability. 

Our lawful bases for collecting or using personal information as part of managing salaries and pensions are: 

• Contract - we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
• Legal obligation - we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

                                                              WHERE WE GET PERSONAL INFORMATION FROM

We collect your information from the following sources:

• Directly from you

                                                                           HOW LONG WE KEEP INFORMATION

For more information on how long we store your personal information or the criteria we use to determine this, please contact us using the details provided above.

                                                                         WHO WE SHARE INFORMATION WITH

In some circumstances, we may share information with the following organisations:

• HMRC
• Employee benefit schemes

                                                                                        HOW TO COMPLAIN

If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.

If you remain unhappy with how we've used your data after raising a complaint with us, you can also complain directly to the ICO.

The ICO's address:

Information Commissioner's Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

Helpline number: 0303 123 1113

Website: https://www.ico.org.uk/make-a-complaint