We are committed to protecting the privacy and security of your personal information, (Personal information means any information about an individual from which that individual can be identified. It does not include information where the identity has been removed (anonymous data). whether you are an employee, worker or a contractor. This notice will describe how we collect and use your personal information (during and post your employment/relationship with us) in accordance with the General Data Protection Regulation (GDPR).
Coryton is a “data controller”. This means 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 covered in this privacy notice. This notice applies to current and former employees, workers and contractors. It does not form part of any contract of employment or other contract to provide services and we may update this notice at any time.
It is important that you read this notice together with any other privacy notice we may provide from time to time when we are collecting or processing personal information about you, so you are aware of how and why we are using such information.
Data protection principles
Birkett Long will comply with data protection law and to do this the personal information we hold about you must be:
– Used lawfully, fairly and in a transparent way.
– Collected only for valid purposes which 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 for as long as is necessary.
– Kept securely.
The information we will hold about you
Details of the personal information about you we will collect, store and use can be found in Appendix 1 below.
How do we collect your personal information?
We collect personal information about employees, workers and 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 personal information from third parties including former employers, credit reference agencies or other background checks agencies and in the course of work related activities throughout your time with us.
How will we use the information about you?
We will only use your personal information when the law allows us to. The most common reasons we will use your personal information are:
– Where we need to meet the contract we have entered into with you.
– Where we need to comply with a legal obligation.
– Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
We may also use your personal information in the following situations, which are likely to be rare:
– Where we need to protect your interests (or someone else’s interests)
– Where it is needed in the public interest.
Situations when we will use your personal information
The categories of information referred to in “The information we will hold about you” section above allows us to meet our contract with you. In some cases we may use your personal information to pursue legitimate interests of our own, and those of third parties, provided your interests and fundamental rights do not override those interests. The situations in which we will process your personal information can be found on the following link.
Some of the grounds for processing your personal information may overlap and there may be several grounds which justify our use of your personal information. These are shown in Appendix 2 below.
Failure to provide personal information
In the event you fail to provide certain information when requested we may not be able to fulfil our obligations to you, for example paying you and providing benefits, or we may be prevented from complying with our legal obligations, for example Health and Safety.
Change of purpose
We will only use your personal information for the purpose for which we collected it, unless we reasonably consider we need to use it for another reason and that reason is compatible with the original purpose. If we need to use your information for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.
There may be occasions we process your personal information without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.
Particularly sensitive personal information and our obligation as your employer information relating to leaves of absence, which may include sickness absence or family related leave, will be used to enable us to comply with employment and other laws.
We will use information about your physical or mental health, or disability status, to ensure your health and safety in the workplace and to assess your fitness to work, to provide appropriate workplace adjustments, to monitor and manage sickness absence and to administer benefits.
Information about your race or national or ethnic origin, religious, philosophical or moral beliefs, or your sexual life or sexual orientation will be used to ensure meaningful equal opportunity monitoring and reporting.
Do we need your consent?
We do not need your consent if we use special categories of your personal information in accordance with our written policy to carry out legal obligations or exercise specific rights within employment law.
There may be limited circumstances, when we may approach you for your written consent to allow us to process certain particularly sensitive information. In this event we will provide you with full details of the information we would like and the reason we need it to enable you to carefully consider whether you wish to consent. It is not a condition of your contract with us that you agree to any request for consent from us.