Privacy Policy

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Access HR is aware of its obligations under the General Data Protection Regulation (GDPR) and domestic data protection legislation, and is committed to processing your data securely and transparently. This privacy notice sets out, in line with current data protection obligations, the types of data that we hold on you as an employee of the Company. It also sets out how we use that information, how long we keep it for and other relevant information about your data.

How long we keep your data for

In line with data protection principles, we only keep your data for as long as we need it for, 

Data protection principles

In relation to your personal data, we will:

• process it fairly, lawfully and in a clear, transparent way
• collect your data only for reasons that we find proper for the course of your employment in ways that have been explained to you
• only use it in the way that we have told you about
• ensure it is correct and up to date
• keep your data for only as long as we need it 
• process it in a way that ensures it will not be used for anything that you are not aware of or have consented to (as appropriate), lost or destroyed. 

Types of data we process

We hold many types of data about you, including:

• your personal details including your name, address, date of birth, email address, phone numbers
• bank details
• letters of concern, formal warnings and other documentation with regard to any disciplinary proceedings or, in the case of workers, confirmation of other discussions about your conduct 
• internal performance information including  measurements against targets, formal warnings and related documentation with regard to capability procedures, appraisal forms or, in the case of  workers, confirmation of other discussions about your performance
• leave records including annual leave, family leave, sickness absence etc

How we collect your data

We collect data about you in a variety of ways and this will usually start when we undertake a recruitment exercise where we will collect the data from you directly.  Personal data is kept in personnel files or within the Company’s HR and IT systems.

Your rights in relation to your data

The law on data protection gives you certain rights in relation to the data we hold on you. These are:

· the right to be informed. This means that we must tell you how we use your data, and this is the purpose of this privacy notice

· the right of access. You have the right to access the data that we hold on you. To do so, you should make a subject access request. You can read more about this in our subject access request policy which is available from georgia@accesshrltd.com

· the right for any inaccuracies to be corrected. If any data that we hold about you is incomplete or inaccurate, you are able to require us to correct it 

· the right to have information deleted. If you would like us to stop processing your data, you have the right to ask us to delete it from our systems where you believe there is no reason for us to continue processing it

· the right to restrict the processing of the data. For example, if you believe the data we hold is incorrect, we will stop processing the data (whilst still holding it) until we have ensured that the data is correct 

· the right to portability. You may transfer the data that we hold on you for your own purposes

· the right to object to the inclusion of any information. You have the right to object to the way we use your data where we are using it for our legitimate interests

· the right to regulate any automated decision-making and profiling of personal data. You have a right not to be subject to automated decision making in way that adversely affects your legal rights. 

Where you have provided consent to our use of your data, you also have the unrestricted right to withdraw that consent at any time. Withdrawing your consent means that we will stop processing the data that you had previously given us consent to use. There will be no consequences for withdrawing your consent. However, in some cases, we may continue to use the data where so permitted by having a legitimate reason for doing so.

If you wish to exercise any of the rights explained above, please contact Georgia Dixon on 07976270885

Special categories of data

Special categories of data are data relating to your: 

· health

· sex life

· sexual orientation

· race

· ethnic origin

· political opinion

· religion

· trade union membership 

· genetic and biometric data.

Sharing your data

Your data will be shared with colleagues within the Company where it is necessary for them to undertake their duties.  We do not share your data with bodies outside of the European Economic Area.  

Protecting your data

We are aware of the requirement to ensure your data is protected against accidental loss or disclosure, destruction and abuse.  

Making a complaint

The supervisory authority in the UK for data protection matters is the Information Commissioner’s Office (ICO). If you think your data protection rights have been breached in any way by us, you are able to make a complaint to the ICO.

Data Protection Officer

The Company’s Data Protection Officer is Georgia Dixon. She can be contacted on 07976270885.