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?
Your personal information is used to manage and operate certain HR processes, as required by law and Company policy.
These include appraisal, conduct, performance, capability, absence and grievance related reviews, managing ethics processes, assessments, allegations, complaints, safeguarding and welfare processes, investigations and processes and other informal and formal HR processes and making related management decisions.
The investigations referred to above could include (without limitation) monitoring of accidents and incidents in the workplace, reviewing Export Control or other legal compliance and disciplinary and grievance investigations.
We may also use your personal information in connection with consultations or negotiations with representatives of staff.
We may process information about your leave, absence or medical information regarding your physical or mental health or condition in order to:
- assess eligibility for incapacity or permanent disability related remuneration or benefits; determine fitness for work;
- facilitate a return to work;
- undertake health and safety risk assessments (including workstation and display screen assessments);
- make adjustments or accommodations to duties or the workplace;
- make management decisions regarding employment or engagement or continued employment or engagement or redeployment; and
- conduct related management processes.
What categories of personal information are included in these processing activities?
To run the processes set out above, we process Staff related data, Data related to your engagement with the Company, Recruitment data, Vetting data, Regulatory data, Leave information, HR processes data, Monitoring data (to the extent permitted by applicable laws) and Employment claims, complaints and disclosures data.
Depending on the type of HR process, we may also process special categories of personal information and information relating to your criminal record.
What is the reason for these processing activities?
We use your personal information to manage and administer appropriate and reasonable HR processes, as set out above.
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:
- Managing absence and leave entitlements;
- Addressing concerns and issues and resolving the same; and
- Complying with applicable laws and regulations it is subject to in any jurisdiction.
As this processing may include special categories of personal information, in addition to the above, what are the additional legal grounds you rely on to justify this processing?
This processing is needed for carrying out our employment law obligations. For example, complying with maternity or parental leave legislation, working time and health and safety legislation, taxation rules, worker consultation requirements, other employment laws and regulations to which the Company is subject in the conduct of its business.
This processing is necessary for reasons of substantial public interest.
This processing is needed for legal claims.
(See “What are the legal grounds for processing special category personal information?” in the Overview section).
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 HR. (see “Where do you get my personal information from?” in the Overview section).
Some information may come from external sources. For example, your health information may be received from your doctor or other medical professionals (such as consultants or Occupational Health). 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 with medical professionals as needed and as otherwise set out in this Notice (see “When you do you share my information with others?” in the Overview section).