Privacy Notice for Employees
This privacy notice tells you about the information we process about you whilst you are an employee of our organisation, and in some cases after you cease to be an employee. In collecting this information, we are acting as a data controller and, by law, we are required to provide you with information about us, about why and how we use your data, and about the rights you have over your data.
Who are we?
We are LaddersFree. Our address is Unit 2 Clyst Works, Clyst Rd, Topsham. Exeter. EX3 0DB. You can contact us by post at the above address, by email at dpo@laddersfree.com or by telephone on 0845 642 3242
If you have any enquiries about our use of your personal data these should be address to the Data Protection Officer using the contact details above.
How do we use your personal data?
When you submit an enquiry to us, we ask you for your name, your email address and a brief description of your enquiry.
- As a general part of your employment
- Making sure you get paid and pay the right tax
- For your health and safety
- To review and assess your performance at work
- As part of training and development
As a general part of your employment
When you become an employee of LaddersFree, we need you to provide a variety of personal information, including your name, address, contact telephone number, date of birth and next of kin. Without this information we will be unable to employ you.
This information is collected to be able to put in place and maintain our employment contract with you, and to allow you to participate in the business activities for which you have been employed.
We are also required by law to take a scan of your passport in order to confirm your permission to work in this country.
During your employment with us we will generally collect additional information about you to allow us to meet further legal obligations in areas such as equal opportunities monitoring. This may include details of gender, racial origin and disability.
Information about your employment with us is stored and processed within a third-party Human Resources system which is based within the European Economic Area (EEA). The provider of this system is contractually bound to provide appropriate safeguards over your personal data.
We will keep information about your employment with us for as long as you are an employee, and for a period of three years after your employment has ended, unless we are required to retain specific information by law.
We do not use the information you provide to make any automated decisions that might affect you.
Making sure you get paid and pay the right tax
As part of our employment contract with you, and to meet our legal obligations to the tax authority, we need to hold details of your salary or wage rate, terms and conditions, benefits, hours worked, tax code, previous earnings and, if applicable, other information to do with overtime, bonuses and pensions.
Without this information we will be unable to pay you.
We will keep information about your pay and benefits for as long as you are an employee, and for a period of three years after your employment has ended, unless we are required to retain specific information by law.
We do not use the information you provide to make any automated decisions that might affect you.
For your health and safety
To meet our legal obligations in the area of health and safety, we hold information about your health, including details of occupational health reports, injuries and sickness. This information is required by law.
Information about you in the area of health and safety will generally be retained for as long as you are an employee, except where we are legally required to keep it for a longer period as specified within the relevant legislation.
We do not use the information you provide to make any automated decisions that might affect you.
To review and assess your performance at work
During your employment information may be generated about your performance at work and, in some circumstances, regarding disciplinary action or warnings. We will use and retain this information on the grounds of our legitimate interest, which is to ensure that work is completed to an acceptable standard in support of our business processes.
This information is held locally within the business and is not shared with any third parties.
Performance and disciplinary information is held for as long as you continue to be an employee, and for a period of one year after the end of your employment, unless it is necessary to defend a legal claim.
We do not use the information you provide to make any automated decisions that might affect you.
As part of training and development
As part of training and employee development activities, we may keep records of training courses attended and other learning opportunities, including the nature of the activity and the dates attended. We will use and retain this information on the grounds of our legitimate interest, which is to ensure that adequate training is provided and that our employees are suitably qualified to fulfil their roles within the business.
This information is held locally within the business and is not shared with any third parties.
Information about training and development is held for as long as you continue to be an employee, and for a period of one year after the end of your employment, unless we are required to keep it for legal reasons.
We do not use the information you provide to make any automated decisions that might affect you
Your rights over your information
By law, you can ask us what information we hold about you, request to have access to it, and you can ask us to correct it if it is inaccurate.
In those cases where we process your information for contractual reasons, you can ask us to give you a copy of the information.
If you believe we are not using your information lawfully you can ask us to stop using it for a period of time. In some circumstances, you may have the right to ask us to erase your personal data.
You’re right to complain
If you have a complaint about our use of your information, you can contact the Data Protection Officer by email at dpo@laddersfree.com
