How your information will be used.
As your employer, the Company needs to keep and process
information about you for normal employment purposes. The
information we hold and process will be used for our
management and administrative use only. We will keep and use
it to enable us to run the business and manage our relationship
with you effectively, lawfully and appropriately, during the
recruitment process, whilst you are working for us, at the
time when your employment ends and after you have left. This
includes using information to enable us to comply with the
employment contract, to comply with any legal requirements, pursue
the legitimate interests of the Company and protect our legal
position in the event of legal proceedings. If you do not
provide this data, we may be unable in some circumstances to
comply with our obligations and we will tell you about the
implications of that decision.
We may sometimes need to process your data to pursue our
legitimate business interests, for example to prevent fraud,
administrative purposes or reporting potential crimes. We will
never process your data where these interests are overridden by
your own interests.
Much of the information we hold will have been provided by you,
but some may come from other internal sources, such as your manager,
or in some cases, external sources, such as referees.
The sort of information we hold includes your application form and
references, your contract of employment and any amendments to it;
correspondence with or about you, for example letters to you about a
pay rise or, at your request, a letter to your mortgage company
confirming your salary; information needed for payroll, benefits and
expenses purposes; contact and emergency contact details; records of
holiday, sickness and other absence; information needed for equal
opportunities monitoring policy; and records relating to your career
history, such as training records, appraisals, other performance
measures and, where appropriate, disciplinary and grievance records.
You will, of course, inevitably be referred to in many company documents
and records that are produced by you and your colleagues in the course
of carrying out your duties and the business of the company.
Where necessary, we may keep information relating to your health, which
could include reasons for absence and GP reports and notes. This
information will be used in order to comply with our health and safety
and occupational health obligations – to consider how your health affects
your ability to do your job and whether any adjustments to your job might
be appropriate. We will also need this data to administer and manage
statutory and company sick pay.
Where we process special categories of information relating to your racial
or ethnic origin, political opinions, religious and philosophical beliefs,
trade union membership, biometric data or sexual orientation, we will
always obtain your explicit consent to those activities unless this is not
required by law or the information is required to protect your health in an
emergency. Where we are processing data based on your consent, you have the
right to withdraw that consent at any time.
In addition, we monitor computer use, as detailed in our Employee Handbook,
available on Team Tonic . We also keep records of your hours of work by way
of Team Tonic.
Other than as mentioned below, we will only disclose information about you
to third parties if we are legally obliged to do so or where we need to
comply with our contractual duties to you, for instance we may need to pass
on certain information to HMRC.
We may transfer information about you to other group companies for purposes
connected with your employment or the management of the company’s business.
In limited and necessary circumstances, your information may be transferred
outside of the EEA or to an international organisation to comply with our
legal or contractual requirements.
We do use automated decision making (including profiling) in limited
circumstances including Credit checks and Criminal background checks.
Your personal data will be stored in accordance with our retention policy.
If in the future we intend to process your personal data for a purpose other
than that which it was collected we will provide you with information on that
purpose and any other relevant information.
Under the General Data Protection Regulation (GDPR) and The Data Protection
Act 2018 (DPA) you have a number of rights with regard to your personal data.
You have the right to request from us access to and rectification or erasure
of your personal data, the right to restrict processing, object to processing
as well as in certain circumstances the right to data portability.
If you have provided consent for the processing of your data you have the right
(in certain circumstances) to withdraw that consent at any time which will not
affect the lawfulness of the processing before your consent was withdrawn.
You have the right to lodge a complaint to the Information Commissioners’ Office
if you believe that we have not complied with the requirements of the GDPR or
DPA 18 with regard to your personal data.
Identity and contact details of controller and data protection officer
Sensée Ltd is the controller and processor of data for the purposes of the DPA
18 and GDPR.
If you have any concerns as to how your data is processed you can contact:
Latest version posted 15/05/18