What is the purpose of this document?
CONSOLIDATED STORAGE SERVICES LTD is committed to protecting the privacy and security of your personal 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
It applies to all employees, workers, and contractors.
Consolidated Storage Services Ltd is a “data controller”. This means that we are responsible for deciding how we hold and use personal information about you. We are required under data protection legislation to notify you of the information contained in this privacy notice. This notice applies to current and former employees, workers and contractors. This notice does not form part of any contract of employment or other contract to provide services. We may update this notice at any time but if we do so, we will provide you with an updated copy of this notice as soon as reasonably practical.
It is important that you read and retain this notice, together with any other privacy notice we may provide on specific occasions when we are collecting or processing personal information about you, so that you are aware of how and why we are using such information and what your rights are under the data protection legislation.
Data Protection Principles
We will comply with data protection law. This says that the personal information we hold about you must be:
- Used lawfully, fairly and in a transparent way.
- Collected only for valid purpose that we have clearly explained to you and not used in any way that is incompatible with those purposes.
- Relevant to the purpose 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 purpose we have told you about.
- Kept securely.
The kind of information we hold about you
Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).
There are certain types of more sensitive personal data which require a higher level of protection, such as information about a person’s health or sexual orientation. Information about criminal convictions also warrants this higher level of protection.
We will collect store, and use the following categories of personal information about you:
(Personal contact details such as name, title, address, telephone numbers, and
personal email addresses).
(Date of birth)
(Marital status and dependants)
(National Insurance Number )
(Bank account details, payroll records and tax status information)
(Salary, annual leave, pension and benefits information)
(Start date and, if different, the date of your continuous employment)
(Leaving date and your reason for leaving)
(Location of employment or workplace)
Copy of driving licence)
Employment records (including job titles, work history, working hours, holidays, training records and professional memberships)
(CCTV footage and other information obtained through electrical means such as swipe card records)
(Information about your use of our information and communications systems)
(Information about your health, including any medical condition, health and sickness records.)
How is your personal information collected?
We collect personal information about employees, workers, contractors 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, credit references agencies or other background check agencies (List others).
We will collect additional personal information in the course of job-related activities throughout the period of you working for us.
How we will use this information about you
We will only use your personal information when the law allows us to. Most commonly, we will use your personal information in the following circumstances.
- Where we need to perform the contract we have entered into with you.
- To run the company Payroll.
- Where we need to comply with a legal obligation.
- Settlement of Invoices.
Situations in which we will use your personal information
- (Making a decision about your recruitment or appointment)
- (Determining the terms on which you work for us)
- (Checking you are legally entitled to work in the UK)
- (Paying you and, if you are an employee or deemed employee for tax purposes, deducting tax and National Insurance contributions (NICs)
- (Enrolling you in a pension arrangement in accordance with our statutory automatic enrolment duties)
- (Administering the contract we have entered into with you)
- (Business management and planning, including accounting and auditing)
- (Conduction performance reviews, managing performance and determining performance requirements)
- (Making decisions about salary reviews and compensation)
- (Assessing qualifications for a particular job or task, including decisions about promotions)
- (Gathering evidence for possible grievance or disciplinary hearings)
- (Making decisions about your continued employment or engagement)
- (Making arrangements for the termination of our working relationship)
- (Education, training and development requirements)
- Dealing with legal disputes involving you, or other employees, workers and contractors, including accidents at work)
- (Ascertaining your fitness to work)
- (Managing sickness absence)
- (Complying with health and safety obligations)
- (To prevent fraud)
If you fail to provide personal information
If you fail to provide certain personal information when requested, we may not be able to perform the contract we have entered into with you (such as paying you or providing a benefit), or we may be prevented from complying with our legal obligations (such as to ensure the health and safety of our workers).
Change of purpose
We will only use your personal information for the purpose for which we collected it, unless we reasonably consider that we need to sue 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 note 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.
Information about criminal convictions
We may only use information relating to criminal convictions where the law allows us to do so. This will usually be where such processing is necessary to carry out our obligations and provided we do so in line with our (privacy standard OR data protection policy) We have put in place appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. 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. Details of these measures may be obtained from a Director.
We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.
How long will you use my information for?
We will only retain your personal information for as long as necessary to fulfill the purpose we collected it for, including for the purpose of satisfying any legal, accounting, or reporting requirements. Details of retention periods for different aspects of your personal information are available on our GDPR Controller Register. To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use of disclosure of your personal date, the purpose for which we process your personal data and where we can achieve those purposes through other means, and the applicable legal requirements.
Rights of access, correction, erasure, and restriction
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, by law you have the right to:
- Request access to your personal information (commonly know as “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. This enables you to have any incomplete or inaccurate information we hold about you corrected.
- 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.
- Request the transfer 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 a Director in writing.
No fee usually required
You will not have to pay a fee to access your personal information (or to exercise any of the other rights). However, we may charge a reasonable fee if you request for access is clearly 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 (or to exercise any of your rights). This is another appropriate security measure to ensure that personal information is not disclosed to any person who has no right to receive it.
Right to withdraw consent
In the limited 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 a Director. Once we have received notification that you have withdrawn your consent, we will no longer process your information for the purpose you originally agreed to, unless we have another legitimate basis for doing so in law.
Data protection officer
We have appointed a data protection officer (DPO) to oversee compliance with this privacy notice. If you have any questions about this privacy notice or how we handle your personal information, please contact the DPO or a Director. 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 privacy 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 about this privacy notice, please contact G Meek – Director
Cookies, how we use and control them
A cookie is a small file placed on your computer’s hard drive. It enables our website to identify your computer as you view different pages on our website. Cookies allow website and applications to store your preferences in order to present content, options or functions that are specific to you.
All changes as revisions to this document are recorded within the table shown below.
VERSION DATE NOTES OWNER:
01 22/05/2018 Original Document JN/GM