We use your personal information throughout the employment relationship that we have with you. This includes a number of different processing activities throughout your employment.
This notice should be read in conjunction with the Overview.
What processing activities do you undertake that include my personal information?
We administer and manage your employment relationship and maintain the general records necessary to do so.
This includes the administrative and management activities that we undertake during employment, for example:
- Training, development, promotion, career and succession planning and business contingency planning
- Allocating and managing duties and responsibilities and the business activities to which they relate
- Identifying and communicating effectively with staff
- Collating and maintaining a conflict of interest register
- Conducting surveys for benchmarking and identifying improved ways of working and employee relations and engagement at work (these will often be anonymous but may include profiling data such as age to support analysis of results)
- Reporting (for business operational and reporting documentation such as the preparation of annual reports or tenders for work or client team records including the use of photographic images)
- Budgeting and financial forecasting
- Issuing passes, including car passes and security passes
- Allocating and issuing equipment and materials, including to your home address
- Managing customer, supplier and other business relationships
- Where relevant for publishing appropriate internal or external communications or publicity material including via social media in appropriate circumstances
- Archiving and managing your personnel file and employment record
What categories of personal information are included in these processing activities?
To manage your employment relationship, we process Staff related data, Data related to your engagement with the Company, Recruitment data, Regulatory data, Remuneration and benefits data, Leave information, Financial information and HR processes data ], as well as vehicle information. This may include your photograph or other images.
What is the reason for these processing activities?
We use your personal information to manage our relationship with you, allow you to carry out your role and to administer your employment contract.
What are the legal grounds you rely on to carry these out?
This processing is necessary to perform the contract between you and the Company.
This processing is necessary for the compliance with legal obligations to which the Company is subject.
This processing is also necessary for the purpose of the legitimate interests pursued by the Company.
(See “What are the legal grounds for processing personal information?” in the Overview section).
What are the 'legitimate interests' referred to above?
The Company considers that it has a legitimate interest in managing its workforce and operating its business.
This includes:
- Ensuring that each member of staff undertakes appropriate duties, is properly trained and undertakes their role correctly and in accordance with appropriate procedures; and
- Undertaking normal business operations and maintaining a dialogue with staff.
To the extent that you did not get this personal information from me, how did you collect this information?
Some of this personal information will come from internal sources, such as your line management and the HR team (see “Where do you get my personal information from?” in the Overview section).
Other information may come from customers, suppliers and other business partners. We may receive information from other sources as set out in this Notice (see “Where do you get my personal information from?” in the Overview section).
Who do you share this personal information with?
Your personal information is shared internally, as set out in this Notice (see “When do you share my personal information with others?” in the Overview section). This would usually include HR and your line management.
In addition, some of your personal information will be shared externally with training providers, partners, customers and suppliers and as otherwise set out in this Notice (see “When you do you share my information with others?” in the Overview section).