Employee Privacy Notice

Introduction

 

Westdale Group of companies are committed to protecting the privacy and security of your personal information.

Your personal data is data which by itself, or alongside other data available to us, can be used to identify you.  Westdale Services Ltd is the data controller.  This privacy notice sets out how we use your personal data.  You can contact Westdale Services at Doncaster Road, Askern, Doncaster, DN6 9JD if you have any questions.  We are responsible for deciding how we hold and use personal information about you.  This notice explains to you what decisions we have taken in relation to that information.

 

This privacy notice describes how we collect and use personal information about you during and after your working relationship with us, in accordance with the General Data Protection Regulation (GDPR).  We encourage you to read this notice carefully so that you are aware of how and why we are using such information.  This applies to all employees and contractors.

 

General Data Protection Principles

 

In collecting and processing your personal information we will comply with the data protection law in force at the time.  This requires that the personal information we hold about you must be:

 

  • Used lawfully, fairly and in a transparent way
  • Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes
  • Relevant to the purposes we have told you about and limited only to those purposes
  • Accurate and kept up to date
  • Kept only as long as necessary for the purposes we have told you about
  • Kept securely

 

The types of personal data we collect and use

 

We collect personal information about our employees through the application and recruitment process, either directly from candidates or sometimes from an employment agency or background check provider.  We may sometimes collect additional information from third parties including former employers, and other agencies such as the Disclosure and Barring Service (DBS), formally Criminal Records Bureau (CRB).

 

We will collect additional personal information in the course of job-related activities throughout the period of you working for us.

 

How we intend to use the information about you

 

 

We will only use your personal information when the law allows us to and as explained in appendix 1 of this notice.   It also explains the use we make of particularly sensitive personal information such as about your physical or mental health and criminal records information.

 

Where we use your personal information to pursue the legitimate interest of the business, we will only do so provided your interests and fundamental rights do not override those interests.

 

If you fail to provide personal information

 

If you fail to provide certain information when requested, we may not be able to perform the contract we have entered into with you (such as payments to you), or we may be prevented from complying with our legal obligations such as to ensure the health and safety of our workers, customer, and the general public.

 

Change of purpose

 

We will only use your personal information for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose.  If we need to use your personal information for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.

 

Please not that we may process your personal information without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

 

Consent to use sensitive information

We do not need your consent if we use your personal information in accordance with our legal obligations in employment law.  In limited circumstances we may approach you for your written consent to allow us to process certain particularly sensitive data.  If we do so, we will provide you with full details of the information that we would like and the reason we need it, so that you can carefully consider whether you wish to consent.  You should be aware that it is not a condition of your contract with us that you agree to any request for consent sent by us.

Sharing your information with third parties

We may be required to share your information with third parties.  We require third parties to respect the security of your data and to treat it in accordance with the law.  We will share your personal information with third parties where required by law, where it is necessary to administer the working relationship with your or where we have another legitimate interest in doing so.

All our third party service providers are required to take appropriate security measures to protect your personal information in line with our policies.  We do not allow our third party service providers to use your personal data for their own purposes or for marketing reasons.  We only allow them to process your personal data for specified purposes and in accordance with our instructions.

Any third parties we share your information with and the bases for sharing this information are detailed within appendix 1 of this document.

 

Data Security

We have put in place appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way. In addition, we limit access to your personal information to those employees, agents, contractors and other third parties who have a business need to know.  They will only process your personal information on our instructions and they are subject to a duty of confidentiality.  Should any suspected data security breach take place we will notify you and any applicable regulator of a suspected breach where we are legally required to do so.

Data Retention

We will only retain your personal information for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.  Details of retention periods are set out in appendix 1 of this document.

Your duty to inform us of changes

It is important that the personal information we hold about you is accurate and current.  Please keep us informed if your personal information changes during your working relationship with us.

Your rights in connection with personal information

Under certain circumstances, the law grants you specific rights.  These are summarised below.  Please note that your rights may be limited and subject to restrictions in certain situations:

  • Request access to your personal information (commonly known as a ‘data subject access request’). This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it.
  • Request correction of the personal information that we hold about you.
  • Request erasure of your personal information. This enables you to ask us to delete or remove personal information where there is no good reason for us continuing to process it.  You also have the right to ask us to delete or remove your personal information where you have exercised your right to object to processing.
  • Object to processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal information for direct marketing purposes.
  • Request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of personal information about you, for example if you want us to establish it accuracy or the reason for processing it.
  • Request the transfer (data portability) of your personal information to another party.

If you want to review, verify, correct or request erasure of your personal information, object to the processing of your personal data, or request that we transfer a copy of your personal information to another party, please contact the Data Protection Officer at Westdale Services Ltd 01302 700700.

No fee usually required

You will not have to pay a fee to access your personal information, however we may charge a reasonable fee if your request is unfounded or excessive.  Alternatively, we may refuse to comply with the request in such circumstances.

 

What we may need from you

We may need to request specific information from you to help us confirm your identity and ensure your right to access the information.  This is another appropriate security measure to ensure that personal information is not disclosed to any person who doesn’t have the right to receive it. 

Right to Withdraw consent

In any circumstances where you may have provided your consent to the collection, processing and transfer of your personal information for a specific purpose, you have the right to withdraw your consent for that specific processing at any time.  To withdraw your consent, please contact the DPO.  Once we have received notification that you have withdrawn your consent, we will no longer process your information for the purpose or purposes you originally agreed to, unless we have another legitimate basis for doing so in law.

Complaints

You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues.

Changes to this notice

We reserve the right to update this privacy notice at any time, and we will provide you with a new privacy notice when we make any substantial updates.  We may also notify you in other ways from time to time about the processing of your personal information.

If you have any questions in relation to this notice please contact the Data Protection Officer, Westdale Services Ltd, Doncaster Road, Askern, Doncaster, DN6 9JD 01302 700700.  support@westdaleservices.co.uk