Why do we collect information?
We collect your personal data from you via telephone, email, online and/or face-to-face. We may also collect information about you from your previous employers (e.g. references), and in some cases we may collect information about you from third party recruitment companies. We do not collect criminal conviction data about our employees. We collect the following special categories of data about our employees: nationality, ethnic origin and religion.
|Information we may collect||Why we collect it||Lawful basis for collecting it|
|Name, phone number, email, address||To contact you in relation to your employment with us||Legitimate business interests|
|Marital status, date of birth, passport number||To confirm your identity and for our records||Legitimate business interests|
|National insurance number||To pay your national insurance contributions||Legal obligation|
|Bank account details||To pay you for the work you do||Performance of a contract|
|Next of kin contact details||In case of an emergency||Legitimate business interests|
|Education/qualifications||To ensure you are suitably qualified for the job we are employing you to do||Legitimate business interests|
|Employment history||To determine your experience, if any, for the job which we require you to do||Legitimate business interests|
|Tax codes||To comply with HMRC regulations||Legal obligation|
|Information relating to your employment with us including: job title and description, salary, work history, time sheets etc.||To ensure employees are being used as valuable resources and to create a contract of employment for insurance reasons||Legitimate business interests|
|CCTV onsite||To obtain evidence of accidents and injuries and to help prevent theft or any other criminal activity||Legitimate business interests|
We do not carry out automated decision making using your data.
Special categories of data:
We collect the special categories of data
- Ethnic origin
We process this data to comply with the Fair Employment & Treatment Order 1998. The legal basis for collecting this data is consent; we have obtained your consent to process this data. You have the right to withdraw consent at any time, which means we will stop processing this data, however this may affect our ability to continue carrying out a contract with you. We use this data solely to comply with this law and do not share it with any third parties other than the Equality Commission NI, who receive anonymised data only. We will keep this special category data for 6 years after the end of your employment with us. We will not share this data outside the UK.
Who we share your data with:
We do not and will not sell your data to any third parties. However, we may share your data with the following categories of companies:
- RS Systems (IT support)
- ITS Media (website design)
- BACS (payment service providers)
- Legal companies ( in the case of a legal inquiry)
- EU Payroll and tax companies (including but not limited to Mazars, Accountantskantor Spijk, Crowe Horwath, Tilirex)
- HMRC (tax return)
- Equality Commission for NI (Fair Employment & Treatment Order 1998)
Employee personal data may be uploaded by site managers across Europe, and will then be processed by the human resources department in the UK. We do not share your data outside the EEA. Where we share your data inside the EEA we have procedures in place to ensure it is protected e.g. our contracts with third parties stipulate that they must also adhere to GDPR standards.
How long do we keep your data for?
We only keep your data for as long as we need it, therefore in accordance with HMRC’s guideline ‘six-year-rule’ we retain your data for 6 years.
Your personal data belongs to you, therefore you have the following rights:
- The right to be informed about the data we hold on you and what we do with it
- The right to access the personal data we hold about you (free of charge in most cases)
- The right to correct any inaccuracies in the data we hold on you
- The right to have your data deleted (in certain circumstances)
- The right to restrict the processing of your data
- The right to transfer data we hold on you to another party
- The right to object to the inclusion of any of your data
You can contact us via the contact details at the bottom to request to exercise any of these rights at any time.
If you think your data rights have been breached you can raise a complaint with the Information Commissioner’s Office:
Information Commissioner’s Office
If you have any questions please don’t hesitate to contact our privacy protection officer Maria McKeown via firstname.lastname@example.org or 02830888861
Aidan Strain Electrical Engineering
40 Maphoner Road
Date to be reviewed: 01/03/19