Employees Data Protection

Employees Personal Information

Throughout employment and for as long as is necessary after the termination of employment, the Company will need to process data about you.  The kind of data that the Company will process includes:

·      any references obtained during recruitment

·      details of terms of employment

·      payroll details

·      tax and national insurance information

·      details of job duties

·      details of health and sickness absence records

·      details of holiday records

·      information about performance

·      details of any disciplinary and grievance investigations and proceedings

·      training records

·      contact names and addresses

·      correspondence with the Company and other information that you have given the Company

The Company believes that those records used are consistent with the employment relationship between the Company and yourself and with the data protection principles.  The data the Company holds will be for management and administrative use only but the Company may, from time to time, need to disclose some data it holds about you to relevant third parties (e.g. where legally obliged to do so by HM Revenue & Customs, where requested to do so by yourself for the purpose of giving a reference or in relation to the maintenance support and/or hosting of data in relation to the provision of insurance).

In some cases the Company may hold sensitive data, which is defined by the legislation as special categories of personal data, about you.  For example, this could be information about health, racial or ethnic origin, criminal convictions, trade union membership, or religious beliefs.  This information may be processed not only to meet the Company's legal responsibilities but, for example, for purposes of personnel management and administration, suitability for employment, and to comply with equal opportunity legislation.  Since this information is considered sensitive, the processing of which may cause concern or distress, you will be asked to give express consent for this information to be processed, unless the Company has a specific legal requirement to process such data.

ACCESS TO DATA

You may, within a period of  one month  of your written request, inspect and/or have a copy, subject to the requirements of the legislation, of information in your own personnel file and/or other specified personal data and, if necessary, require corrections should such records be faulty.  If you wish to do so you must make a written request to your line Manager.  The Company is entitled to change the above provisions at any time at its discretion.

Data Security

You are responsible for ensuring that any personal data that you hold and/or process as part of your job role is stored securely.

You must ensure that personal information is not disclosed either orally or in writing, or via web pages, or by any other means, accidentally or otherwise, to any unauthorised third party.

You should note that unauthorised disclosure may result in action under the disciplinary procedure, which may include dismissal for gross misconduct. Personal information should be kept in a locked filing cabinet, drawer, or safe. Electronic data should be coded, encrypted, or password protected both on a local hard drive and on a network drive that is regularly backed up. If a copy is kept on removable storage media, that media must itself be kept in a locked filing cabinet, drawer, or safe.

When travelling with a device containing personal data, you must ensure both the device and data is password protected.  The device should be kept secure and where possible it should be locked away out of sight i.e. in the boot of a car.  You should avoid travelling with hard copies of personal data where there is secure electronic storage available. When it is essential to travel with hard copies of personal data this should be kept securely in a bag and where possible locked away out of sight i.e. in the boot of a car.