Data Protection Officer: Tracy Landon

Transcription

1 Cmpany Name: Cmpany Cntact details: Unitemps Nttingham Trent University ( the Cmpany ) Unitemps NTU 50 Shakespeare Street, Nttingham Trent University Nttingham, NG1 4FQ Telephne: Data Prtectin Officer: Tracy Landn dp@ntu.ac.uk Unitemps perates as a franchise netwrk. Cntact details and privacy ntices fr all UK franchises can be fund here: Dcument Privacy Ntice Date: 25 March 2019 Versin: 2.0 The Cmpany is a recruitment business which prvides wrk-finding services t the Nttingham Trent University, ur clients and wrk-seekers. The Cmpany must prcess persnal data (including special categry data) s that it can prvide these services in ding s, the Cmpany acts as a data cntrller. When yu register with a different Unitemps branch, apply fr their rles, r are engaged under a cntract fr services t wrk fr them then they will act as data cntrller, their privacy ntice will apply t the prcessing f yur data and yu shuld direct any queries t them directly. Yu may give yur persnal details t the Cmpany directly, such as n an applicatin r registratin frm r via ur website, r we may cllect them frm anther surce such as a jbs bard. The Cmpany must have a legal basis fr prcessing yur persnal data. Fr the purpses f prviding yu with wrk-finding services and/r infrmatin relating t rles relevant t yu we will nly use yur persnal data in accrdance with the terms f the fllwing statement. At all times we will cmply with current data prtectin laws. 1. Cllectin and use f persnal data a. Purpse f prcessing and legal basis The Cmpany will cllect yur persnal data (which may include special categry data) and will prcess yur persnal data fr the purpses f prviding yu with wrk-finding services. This includes fr example, cntacting yu abut jb pprtunities, assessing yur suitability fr thse pprtunities, updating ur databases, putting yu frward fr jb pprtunities, arranging payments t yu and develping and managing ur services and relatinship with yu and ur clients. If yu have pted-in we may als send yu marketing infrmatin and news via . Yu can ptut frm receiving these at any time by clicking unsubscribe when yu receive these cmmunicatins frm us In sme cases we may be required t use yur data fr the purpse f investigating, reprting and detecting crime and als t cmply with laws that apply t us. We may als use yur infrmatin during the curse f internal audits t demnstrate ur cmpliance with certain industry standards.

2 We must have a legal basis t prcess yur persnal data. The legal bases we rely upn t ffer ur wrk-finding services t yu are: T fulfil a cntractual bligatin that we have with yu When yu register yur details n ur website we ask yu t agree t ur terms f engagement. Yu will als be wrking under a Cntract fr Services shuld yu find temprary wrk thrugh Unitemps and we shall prcess yur data as is necessary fr the perfrmance f this cntract Yur cnsent We may prcess yur persnal data n the basis that yu have cnsented t us ding s fr a specific purpse, fr example, if we wuld like t put yu frward fr a vacancy that yu have nt applied fr we wuld ask fr yur cnsent t share yur details with ur client, we als ask fr yur cnsent t send yu any marketing infrmatin Yu may withdraw yur cnsent t ur prcessing f yur persnal infrmatin fr a particular purpse at any stage. Please nte that we may cntinue t retain, r therwise use yur persnal infrmatin, where we have a legitimate interest r a legal r cntractual bligatin t d s. Our prcessing in that respect will be limited t what is necessary in rder t cmply with thse interests r bligatins T cmply with a legal bligatin that we have We must cmply with a number f statutry prvisins, including the Cnduct f Emplyment Agencies and Emplyment Businesses Regulatins 2003, when prviding ur recruitment services which require us t prcess persnal data. These require us t: verify a candidate s identity assess a candidate s suitability fr a jb rle cnduct right t wrk checks payrll, tax, scial security and HMRC requirements Where we have a legitimate interest This is where the Cmpany has a legitimate reasn t prcess yur data prvided it is reasnable and des nt g against what yu wuld reasnably expect frm us. Where the Cmpany has relied n a legitimate interest t prcess yur persnal data ur legitimate interests are as fllws: managing ur database and keeping wrk-seeker recrds up t date; assessing yur suitability and t cntact yu regarding ptential pprtunities and/r ur services in rder t surce ptential pprtunities r rles as part f ur Recruitment Services cntacting yu t seek cnsent where we need it; prviding wrk-finding services t yu, including sending yur infrmatin t ur clients where yu have demnstrated an interest in ding that particular type f wrk but nt expressly cnsented t us passing n yur cv; retaining recrds f ur dealings and transactins and where applicable, use such recrds fr the purpses f: - establishing cmpliance with cntractual bligatins with Clients r suppliers

3 - addressing any query r dispute that may arise including establishing, exercising r defending any legal claims - prtecting ur reputatin - maintaining a back-up f ur system, slely fr the purpse f being able t restre the system t a particular pint in the event f a system failure r security breach - financial reprting - determining staff training and system requirements b. Statutry/cntractual requirement The Cmpany has certain legal and cntractual requirements t cllect persnal data (e.g. t cmply with the Cnduct f Emplyment Agencies and Emplyment Businesses Regulatins 2003, immigratin and tax legislatin, and in sme circumstances safeguarding requirements.) Our clients may als require this persnal data, and we may need yur data t enter int a cntract with yu. If yu d nt give us persnal data we need t cllect we may nt be able t cntinue t prvide wrkfinding services t yu. c. Recipients f data Unitemps is a franchise netwrk and the details yu prvide will be shared with all f the UK Unitemps franchises in ur netwrk in rder t prvide yu with ur Recruitment Services. The Cmpany will als prcess yur persnal data and/r special categry data with the fllwing recipients: Nttingham Trent University fr the purpses f Backgrund screening/right t wrk screening Payrll Legal and prfessinal advisers IT supprt and IT strage/facilities Statistical and research purpses related t jb pprtunities Hirers and clients, necessary fr the prvisin f ur Recruitment Services Yur frmer r prspective new emplyers that we btain r prvide references t Any regulatry authrity r statutry bdy pursuant t a request fr infrmatin r any legal bligatin which applies t us Parties wh prcess data n ur behalf t include: IT supprt Strage service prviders including clud Legal and prfessinal advisers Backgrund screening prviders Payrll departments/bureaus Gvernment, law enfrcement agencies and ther regulatrs e.g the Plice, Hme Office, HMRC, Emplyment Agencies Standards Inspectrate (EASI), DWP 2. This sectin applies when we have nt cllected yur persnal data directly frm yu Categries f data: The Cmpany has cllected the fllwing persnal data n yu: Persnal data: Name Cntact details, including telephne number, address and pstal address

4 Experience, training, qualificatins and skills CV which may include jb histry and educatinal histry Cntact details f referees If yu register as a candidate n ur website, r if yu wrk fr us, then we will need t cllect further persnal data frm yu directly Special categry data: We may have cllected special categry data n yu, fr example health r religin infrmatin, if yu have included any f this type f special categry data in yur CV Surce f the persnal data: The Cmpany surced yur persnal data/special categry data frm: Scial Media such as LinkedIn Online jbsites such as Reed The public dmain Recmmendatins frm clients r candidates Where we have btained yur persnal data frm a third party such as an nline jb bard, it is ur plicy t advise yu f the surce when we first cmmunicate with yu. 3. Overseas Transfers The Cmpany may transfer nly the infrmatin yu prvide t us t cuntries utside the Eurpean Ecnmic Area ( EEA ) fr the purpses f prviding yu with wrk-finding services. We will nly d this if the client and the jb rle are based utside the EEA. We will take steps t ensure adequate prtectins are in place t ensure the security f yur infrmatin. The EEA cmprises the EU member states plus Nrway, Iceland and Liechtenstein. Fr further infrmatin n internatinal transfers f persnal data please visit the ICO's pages. 4. Data retentin The Cmpany will retain yur persnal data nly fr as lng as is necessary fr the purpse we cllect it. Different laws require us t keep different data fr different perids f time. Fr example, the Cnduct f Emplyment Agencies and Emplyment Businesses Regulatins 2003, require us t keep wrk-seeker recrds fr at least ne year after the date n which we last prvide yu with wrkfinding services. We must als keep yur payrll recrds, hliday pay, sick pay and pensins aut-enrlment recrds fr as lng as is legally required by HMRC and assciated natinal minimum wage, scial security and tax legislatin. This is currently 3 t 6 years. We are required t hld recrds relating t yur right t wrk fr 2 years after yur engagement with us has ended. If yu have never wrked fr us we will delete yur persnal data frm ur systems 2 years frm the last date f any activity n yur prfile. If yu have wrked fr Unitemps we will be required t keep sme f yur data fr lnger perids due t statutry requirements but we will delete all f yur data frm ur system 7 years after yur last perid f engagement. Yur persnal data will be securely destryed at the expiry f any relevant retentin perid.

5 5. Yur rights Please be aware that yu have the fllwing data prtectin rights: The right t be infrmed abut the persnal data the Cmpany prcesses n yu; The right f access t the persnal data the Cmpany prcesses n yu; The right t rectificatin f yur persnal data; The right t erasure f yur persnal data in certain circumstances; The right t restrict prcessing f yur persnal data; The right t data prtability in certain circumstances; The right t bject t the prcessing f yur persnal data that was based n a public r legitimate interest; The right nt t be subjected t autmated decisin making and prfiling; and The right t withdraw cnsent at any time. Where yu have cnsented t the Cmpany prcessing yur persnal data and special categry data yu have the right t withdraw that cnsent at any time by cntacting dp@ntu.ac.uk. Please nte that if yu withdraw yur cnsent t further prcessing that des nt affect any prcessing dne prir t the withdrawal f that cnsent, r which is dne accrding t anther legal basis. There may be circumstances where the Cmpany will still need t prcess yur data fr legal r fficial reasns. We will infrm yu if this is the case. Where this is the case, we will restrict the data t nly what is necessary fr the purpse f meeting thse specific reasns. If yu believe that any f yur data that the Cmpany prcesses is incrrect r incmplete, please cntact us using the details abve and we will take reasnable steps t check its accuracy and crrect it where necessary. Yu can als cntact us using the abve details if yu want us t restrict the type r amunt f data we prcess fr yu, access yur persnal data r exercise any f the ther rights listed abve. 6. Data Security The Cmpany keeps yur persnal data secure at all times using bth physical and technical measures. Where apprpriate, we als take measures such as annymisatin t ensure data cannt be used t identify yu and/r encryptin t ensure that the data cannt be accessed withut the right security accesses and cdes. Where the Cmpany engages a third party t prcess persnal data it will d s n the basis f a written cntract which cnfrms t the security requirement f the GDPR and DPA The Cmpany takes measures t enable data t be restred and accessed in a timely manner in the event f a physical r technical incident.

6 The Cmpany als ensures that we have apprpriate prcesses in place t test the effectiveness f ur security measures. 7. Cmplaints r queries If yu wish t cmplain abut this privacy ntice r any f the prcedures set ut in it please cntact dp@ntu.ac.uk r write t: Data Prtectin Officer 50 Shakespeare Street, Nttingham, NG1 4FQ Yu als have the right t raise cncerns with Infrmatin Cmmissiner s Office n r at r any ther relevant supervisry authrity shuld yur persnal data be prcessed utside f the UK, if yu believe that yur data prtectin rights have nt been adhered t. 8. Changes t this privacy ntice We will update this privacy ntice frm time t time. We will pst any changes n the ntice with revisin dates. If we make any material changes, we will ntify yu.