Overview
This privacy notice tells you what to expect us to do with your personal information when you work with us.
Contact details
Post: 4 Hallowell Gardens, Thornton Heath, London, United Kingdom, CR7 8FJ
Email: drew@drewlindon.co.uk
What information we collect and use, and why
Staff administration and management
We collect or use the following personal information as part of staff administration and management:
Contact details (eg name, address, telephone number or personal email address)
Date of birth
National Insurance number
Gender
Next of kin or emergency contact details
Employment history (eg job application, employment references or secondary employment)
Education history (eg qualifications)
Right to work information
Details of any criminal convictions (eg DBS checks)
Performance records (eg reviews, disciplinary records, complaints or disciplinary action)
Training history and development needs
Salaries and pensions
We collect or use the following personal information as part of managing salaries and pensions:
Job role and employment contract (eg start and leave dates, salary, changes to employment contract or working patterns)
Time spent working (eg timesheets or clocking in and out)
Expense, overtime or other payments claimed
Leave (eg sick leave, holidays or special leave)
Pension details
Bank account details
Payroll records
Tax status
Lawful bases and data protection rights
Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.
Which lawful basis we rely on may affect your data protection rights which are set out in brief below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:
Your right of access - You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. Read more about the right of access.
Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. Read more about the right to rectification.
Your right to erasure - You have the right to ask us to delete your personal information. Read more about the right to erasure.
Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information. Read more about the right to restriction of processing.
Your right to object to processing - You have the right to object to the processing of your personal data. Read more about the right to object to processing.
Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. Read more about the right to data portability.
Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. Read more about the right to withdraw consent.
If you make a request, we must respond to you without undue delay and in any event within one month.
To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.
Our lawful bases for the collection and use of your data
Our lawful bases for collecting or using personal information as part of staff recruitment, administration and management are:
Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
Our lawful bases for collecting or using personal information as part of managing salaries and pensions are:
Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
Where we get personal information from
We collect your information from the following places:
Directly from you
Referees (external or internal)
Clients in accordance with contracts
How long we keep information
[Copy and paste the information from your retention schedule here. You must do this before you publish the privacy notice.]
For more information on how long we store your personal information or the criteria we use to determine this please contact us using the details provided above.
Who we share information with
In some circumstances, we may share information with the following organisations:
Data processors
We use the following data processors for the following reasons:
Accountants
This data processor does the following activities for us: Process payroll information and company accounts
Cloud computing
This data processor does the following activities for us: Provide encrypted cloud storage for business continuity purposes.
Sharing information outside of the UK
Where necessary, our data processors may share personal information outside of the UK. When doing so, they comply with the UK GDPR, making sure appropriate safeguards are in place.
For further information or to obtain a copy of the appropriate safeguard for any of the transfers below, please contact us using the contact information provided above.
Organisation name: Google
Category of recipient: Cloud storage
Country the personal information is sent to: EU
How the transfer complies with UK data protection law: The country or sector has been assessed as providing adequate protection to data subjects (also known as Adequacy Regulations or UK data bridge)