Disciplinary, conduct and grievance matters about you or involving you Investigating and dealing with disciplinary, conduct and grievance matters related to you or otherwise involving you Legal obligation Performance of the contract In our legitimate interest to deal effectively with disciplinary, conduct or grievance matters whether you are the subject of them or are otherwise connected to the issues raised Public interest in detecting or preventing unlawful acts During employment in accordance with our disciplinary and grievance policies, and up to 6 after employment ends Employee representation Establishing and facilitating consultation with recognised trade union on relevant matters Legal obligation In our legitimate interest to engage with appropriate Employee representatives on relevant matters During employment and up to 6 months employment ends Health and safety Conducting risk assessments; establishing safety measures to mitigate identified risks; providing a safe working environment; keeping required records. Legal obligation In our legitimate interest to ensure Employees are able to perform their duties in a safe environment for the efficient operation of the business Decided on a case by case basis in accordance with the criteria set out in this Privacy Notice, in particular any legal requirement to retain particular records Changing terms of employment or termination of employment Administration of the contract, making changes to the terms of employment to fit business requirements; managing our relationship with you on an ongoing basis including during notice; promotions, role changes and other career progression; termination of the working relationship whether instigated by us or you; managing issues Legal obligation Performance of the contract In our legitimate interest to manage, alter and, where relevant, to terminate the contractual relationship or respond to resignations and to deal effectively with post-employment issues During employment and up to 6 years after employment ends CCTV footage Primarily for security purposes, although we may also use CCTV footage when investigating obligation Performance of the contract In our legitimate interest to deal Up to 1 month after footage recorded.
allegations of misconduct by Employees effectively with allegations of misconduct and to maintain the security of our premises Information about your use of business equipment, technology and systems including our computers/ telephones/mobile phones/ software/ applications/ social media/door entry systems/clocking in and out systems. Maintaining the operation, security and integrity of our business communications systems (e.g. protection from hackers, malware, etc.); providing IT and communications systems support; preventing excessive personal use; keeping premises secure; managing time. Performance of the contract In our legitimate interest to maintain operation, security and integrity of communications systems, prevent excessive use of business resources for personal purposes, and record time worked During employment and up to 6 years after employment ends Personal data produced by you and others in the course of carrying out your job (e.g. job-related emails, minutes of meetings, written reports, business social presence etc.) Performance of job duties by you and your colleagues; carrying on the business of the company; monitoring your business social media presence to ensure you comply with standards expected Performance of the contract In our legitimate interest to carry out the company business Decided on a case by case basis in accordance with the criteria set out in this Privacy Notice Personal data, may include any of the types of data set out in this Appendix, that is relevant to our strategic decision making processes, to planning business operations, actual and potential legal claims, corporate reporting and business risk analysis To enable us to out the company business, analyse current business performance, plan for the future, present information in reports to relevant audiences such as shareholders, protect the company from legal claims, seek professional advice as and when required in the course of running our business Legal obligation Performance of the contract In our legitimate interest to carry out the company business, including taking strategic decisions in the interest of the business, communicating about the business with relevant audiences and seeking professional advice where appropriate Decided on a case by case basis in accordance with the criteria set out in this Privacy Notice More information your special category data Type of special category data held by us What we use it for Legal ground Special category legal ground Guideline retention period
Sickness absence and medical information (including records relating to absence and its management, information any medical condition and doctor’s reports and notes) [drug and alcohol testing] Payment of company and statutory sick pay; providing health insurance; managing absence and ensuring appropriate cover; considering how your health affects your ability to do your job and considering adjustments, which may involve us seeking medical advice on this; compliance with health and safety requirements Legal obligation Performance of the contract In our legitimate interest to manage Employees with health conditions, maintain a safe working environment and to manage sickness absence of our workforce and ensure appropriate cover Legal obligation/right in relation to employment Assessment of working capacity In exceptional circumstances, to protect your or someone else’s interests where consent cannot be given Decided on a case by case in accordance with the criteria set out in this Privacy Notice Family leave (including maternity, paternity, adoption and shared parental leave, parental leave and time off for dependents) (which could include information about your health) Facilitating the taking of family related leave; payment of maternity, paternity, adoption and shared parental pay; managing absences and ensuring appropriate cover Legal obligation Performance of the contract In our legitimate interest to manage absences and ensure appropriate cover Legal obligation/right in relation to employment Assessment of working capacity During employment and up to 6 months after employment ends Trade union membership Payment of trade union subscriptions via payroll deductions; facilitating meetings with union representatives for collective bargaining purposes; compliance with legal obligations to allow time off for trade union Legal obligation In our legitimate interest to engage with trade union representatives and manage and facilitate time off, etc. for trade union representatives obligation/right in relation to employment During employment and up to 6 months after employment ends
activities, training, etc. Equal opportunities and diversity (which could include information about your race or ethnicity, religious beliefs, sexual orientation, or health). To monitor equality of opportunity and diversity in our organisation, comply with company policies In our legitimate interest to understand how our organisation is with regard to diversity and equal opportunities Public interest in monitoring equal opportunities within the workforce During employment and up to 6 months after employment ends Criminal convictions/ offences When you are working for us, if a criminal conviction comes to light, to investigate and assess the impact, if any, on your continued employment Legal obligations Performance of the contract In our legitimate interest to determine whether to employ individuals with criminal convictions in particular roles You have manifestly made the information public Establishing, exercising or defending legal claims Public interest in detecting or preventing unlawful acts Decided on a case by case basis in accordance with the criteria set out in this Privacy Notice More information about how we share your personal data Who we share your personal data with What data we share Why we share it Legal ground We share data with Pensions Administrator, Health Insurance provider, Health Cash Plan provider. Any of your personal data that is relevant To provide and administer pension and benefits. Performance of contract In our legitimate interest to engage appropriate service providers to manage pensions and benefits. Our and other professional advisers appointed from time to time Any of your personal data that is relevant To obtain legal or other professional advice about matters related to you or in the course of dealing with legal disputes with you or other Employees; to Legal obligation Performance of contract In our legitimate interest to seek professional advice to clarify our
obtain advice on business management and planning, including accounting advice; to independently audit our accounts rights/obligations and appropriately defend ourselves from potential claims; to manage the business and its finances (In relation to special category data – legal obligation/right in relation to employment; defending legal claims) Occupational health professionals/medical professionals Details of your sickness absences, information we already have about your health/medical conditions as relevant To seek a medical report you [in accordance with our sickness and absence policy]/to carry out assessments required by health and safety legislation obligation In our legitimate interest to manage sickness, absence and health issues arising in our workforce (In relation to special category data – Legal obligation/right in relation to employment; assessment of working capacity) HMRC Pay, tax and NI details To comply with regulatory and legal obligations obligation (In relation to special category data – Legal obligation/right in relation to employment or social security; defending legal claims) Potential purchasers/new service providers Any of your personal data that is relevant To provide relevant information to prospective purchasers or new service providers in the event of a possible business transfer, a business or share sale, takeover or other corporate transaction Legal obligation In our legitimate interest to consider/proceed with a transfer/sale of the business and information is required by prospective purchasers
Customers, potential customers, shareholders and interested parties Any of your personal data that is relevant, including in particular business contact details, information role and experience Inclusion in corporate reports, for use in business communications, to obtain security clearance to work on customers’ premises Legal obligation In our legitimate interest to communicate the business and our Employees to appropriate audiences, which include customers, potential customers, shareholders and other interested parties Third parties at your request Employment details as relevant At your request, to provide a reference to a potential new employer/details of your employment to a mortgage company In our legitimate interest/that of the party recipient to action reasonable requests by you to provide your personal data to third parties