Smarts Plumbing Specialists Ltd
Privacy Notice – Employees/Sub Contractors

This Privacy Notice tell you how we will use and store the information you give us when you apply to work with or for Smarts Plumbing Specialists Ltd.
Data controller: Smarts Plumbing Specialists Ltd
Data protection contact: Craig Smart
Smarts Plumbing Specialists Ltd collects and processes personal data relating to its employees to manage the employment relationship. Smarts Plumbing Specialists is committed to being transparent about how it collects and uses that data and to meeting its data protection obligations.

What information does Smarts Plumbing Specialists collect?
Smarts Plumbing Specialists collects and processes a range of information about you. This includes: 
• your name, address and contact details, including email address and telephone number, date of birth and gender;
• the terms and conditions of your employment;
• details of your qualifications, skills, experience and employment history.
• information about your remuneration, including entitlement to benefits such as pensions or insurance cover;
• details of your bank account and national insurance number;
• information about your next of kin, and emergency contacts;
• details of periods of leave taken by you, including holiday, sickness absence, and the reasons for the leave;
• details of any disciplinary or grievance procedures in which you have been involved, including any warnings issued to you and related correspondence;
• assessments of your performance, including appraisals and performance reviews;
• information about medical or health conditions, including whether you have a disability for which Smarts Plumbing Specialists needs to make reasonable adjustments; and
Smarts Plumbing Specialists may collect this information in a variety of ways. For example, data might be collected through application forms, CVs, obtained from your passport or other identity documents such as your driving licence; from forms completed by you at the start of or during employment (such as benefit nomination forms); from correspondence with you; or through interviews, meetings or other assessments.
In some cases, Smarts Plumbing Specialists may collect personal data about you from third parties, such as references supplied by former employers, and information from criminal records checks permitted by law.
Data will be stored in a range of different places, including in your personnel file, in Smarts Plumbing Specialists employee database and in other IT systems (including Smarts Plumbing Specialists email system).
Why do Smarts Plumbing Specialists collect personal data?
Smarts Plumbing Specialists need to process data to enter into an employment contract / agreement with you and to meet its obligations under your employment contract / agreement. For example: to process your data to provide you with an employment contract, to pay you in accordance with your employment contract and to administer [benefit, pension and insurance entitlements].
In some cases, Smarts Plumbing Specialists need to process data to ensure that it is complying with its legal obligations. For example, it is required to check an employee's entitlement to work in the UK, to deduct tax, to comply with health and safety laws and to enable employees to take periods of leave to which they are entitled.
In other cases, Smarts Plumbing Specialists has a legitimate interest in processing personal data before, during and after the end of the employment relationship. Processing employee data allows Smarts Plumbing Specialists to:
• maintain accurate and up-to-date employment records and contact details (including details of who to contact in the event of an emergency), and records of employee contractual and statutory rights;
• operate and keep a record of disciplinary and grievance processes, to ensure acceptable conduct within the workplace;
• operate and keep a record of employee performance and related processes, and workforce management purposes;
• operate and keep a record of absence and absence management procedures, to allow effective workforce management and ensure that employees are receiving the pay or other benefits to which they are entitled;
• obtain occupational health advice, to ensure that it complies with duties in relation to individuals with disabilities, meet its obligations under health and safety law, and ensure that employees are receiving the pay or other benefits to which they are entitled;
• operate and keep a record of other types of leave (including maternity, paternity, adoption,  and parental leave), to allow effective workforce management, to ensure that Smarts Plumbing Specialists complies with duties in relation to leave entitlement, and to ensure that employees are receiving the pay or other benefits to which they are entitled;
• ensure effective business administration;
• provide references on request for current or former employees; and
• respond to and defend against legal claims.
Some special categories of personal data, such as information about health or medical conditions, is processed to carry out employment law obligations (such as those in relation to employees with disabilities).
Smarts Plumbing Specialists do not process other special categories of personal data, such as information about ethnic origin, political opinions, sexual orientation or religion or belief.
Who has access to data?
Your information may be shared internally, including with members of our outsourced HR  (including payroll), your  manager, and IT staff if access to the data is necessary for performance of their roles.
Smarts Plumbing Specialists shares your data with third parties in order to obtain pre-employment references from other employers, obtain employment background checks from third-party providers and any necessary criminal records checks. Smarts Plumbing Specialists may also share your data with third parties in the context of a sale of some or all of its business. In those circumstances the data will be subject to confidentiality arrangements.
Smarts Plumbing Specialists also shares your data with third parties that process data on its behalf, in connection with payroll, pension providers, HR consultants, the provision of benefits and the provision of occupational health services.
Smarts Plumbing Specialists will not transfer your data to countries outside the European Economic Area.
How does Smarts Plumbing Specialists protect data?
Smarts Plumbing Specialists takes the security of your data seriously. Smarts Plumbing Specialists have internal policies and controls in place to try to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by its employees in the performance of their duties.
Where Smarts Plumbing Specialists engages third parties to process personal data on its behalf, they do so on the basis of written instructions and are under a duty of confidentiality and are obliged to implement appropriate technical and organisational measures to ensure the security of data.
For how long does The Hamlet keep data?
Smarts Plumbing Specialists will hold your personal data for the duration of your employment. The periods for which your data is held after the end of employment are set out relevant retention periods, which are documented in our processing register.
Your rights
As a data subject, you have a number of rights. You can:
• access and obtain a copy of your data on request;
• inform Smarts Plumbing Specialists to change incorrect or incomplete data;
• inform Smarts Plumbing Specialists to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing; and
• object to the processing of your data where Smarts Plumbing Specialists are relying on its legitimate interests as the legal ground for processing.
If you would like to exercise any of these rights, please contact Craig Smart our data protection contact: dataprotectioncontact@spsgascare.co.uk or phone 01543 688960.
If you believe that Smarts Plumbing Specialists have not complied with your data protection rights, you can complain to the Information Commissioner’s Office (ICO)
What if you do not provide personal data?
You have some obligations under your employment contract to provide Smarts Plumbing Specialists with data. In particular, you are required to report absences from work and may be required to provide information about disciplinary or other matters under the implied duty of good faith. You may also have to provide Smarts Plumbing Specialists with data in order to exercise your statutory rights, such as in relation to statutory leave entitlements. Failing to provide the data may mean that you are unable to exercise your statutory rights.
Certain information, such as contact details, your right to work in the UK and payment details, have to be provided to enable Smarts Plumbing Specialists to enter into a contract of employment with you. If you do not provide other information, this will hinder Smarts Plumbing Specialists ability to administer the rights and obligations arising as a result of the employment relationship efficiently.
Automated decision-making
Employment decisions are not based on automated decision-making.

 

*The wording in this document reflects the requirements of the General Data Protection