Privacy notice to staff

DATA PROTECTION

This notice describes how we collect and use personal data about you both during and after your working relationship with us. It applies to everyone who works for us, including employees and contractors.

What information may we hold about you?

We may collect and use a wide range of personal data about you such as the following:

• Your contact details such as name, address, telephone number and email address;

• Your date of birth;

• Your gender;

• Your marital status and dependants, plus next of kin and emergency contact information;

• Financial information including your National Insurance number, bank account details, salary and payroll records, tax, pension and benefits information;

• The dates and location of your employment and annual leave;

• Employment records (including job titles, work history, working hours, training records and professional memberships);

• Information about your performance, including performance reviews, and disciplinary and grievance information;

• Information about your use of our information and communications systems;

• Drivers declaration form (to include DVLA check online);

• Driving conviction and parking fine details;

• Photographs.

We will only collect and use sensitive personal data (for example about your race or ethnicity, religious beliefs, sexual orientation and political opinions, trade union membership, health and sickness records) with your explicit consent or if that is necessary for prescribed purposes laid down by law e.g.: Driver Declaration Form if you are required to drive a company vehicle for insurance purposes.

How do we use personal data about you?

We only use your personal data when the law allows, for example: • For the purposes of your contract of employment or another contract we have with you;

• To comply with a legal obligation;

• 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;

• With your consent. We will only use your personal data for the purposes for which we collected it, unless we consider that we need to use it for another reason and that reason is compatible with the original purpose. If we hold sensitive personal data about you (e.g. health records) we will only use that information for proper purposes allowed by law, for example:

• We may use information about your health or disability status to complete insurance documentation for the purpose of driving a company vehicle.

• We may use information about leaves of absence, including sickness absence or family related leaves, to comply with our legal obligations;

• We may use information about your health or disability status to ensure your health and safety in the workplace, to assess your fitness to work, to provide appropriate adjustments, to monitor and manage sickness absence and related purposes;

• We may use information about your race or national or ethnic origin, religious, philosophical or moral beliefs, or your sexual life or sexual orientation, for equal opportunity monitoring and reporting;

Will we share information about you with anyone?

We take your privacy seriously. We will never sell your personal data to anyone, and we take precautions to keep it secure.

It will sometimes be a necessary for us to pass on information to third parties. For example:

• We have legal obligations to pass on to government agencies certain information, such as tax and National Insurance information; • We may need to pass on information to service providers, such as payroll service providers, pension providers and our legal advisers;

• We may be audited or checked by third parties in some circumstances, which may enable them to see some information about you;

• If we were in the future considering a merger or sale of our business information might have to be disclosed to the other party to the transaction, or their advisers, as part of the due diligence process;

Such third parties are required to maintain confidentiality in relation to your information.

Your rights

You have a right of access under data protection law to the personal data that we hold about you. We seek to keep that personal data correct and up to date. You should let us know if you believe the information we hold about you needs to be corrected or updated.

The person responsible for data protection at this organisation and whom you should contact is Alex Wyers.

MONITORING AND PRIVACY

E-mails which you send and receive using the company’s e-mail system are no more private than letters which you send or receive during the course of your work. The organisation reserves the right to inspect e-mails to and from your account without necessarily notifying you first or seeking your consent. For example, this might be done if it is necessary to check on the progress of work. It might also be done to address legal, regulatory or performance concerns, or for a variety of other reasons. Accordingly, for your own protection do not use the organisation’s e-mail system for sensitive personal matters.