Staff and Applicants Privacy Notice

This privacy notice tells you what to expect us to do with your personal information when you work for us or apply for a position with us.

Contact details

Email
info@itsthirdnature.com

What information we collect and use, and why

Staff recruitment, administration and management

• Contact details (eg name, address, telephone number or personal email address)
• Date of birth
• National Insurance number
• Gender
• Next of kin or emergency contact details
• Employment history (eg job application, employment references or secondary employment)
• Education history (eg qualifications)
• Right to work information
• Details of any criminal convictions (eg DBS checks)
• Performance records (eg reviews, disciplinary records, complaints or disciplinary action)
• Training history and development needs

Salaries and pensions

• Job role and employment contract (eg start and leave dates, salary, changes to employment contract or working patterns)
• Time spent working (eg timesheets or clocking in and out)
• Expense, overtime or other payments claimed
• Leave (eg sick leave, holidays or special leave)
• Maternity, paternity, shared parental and adoption leave and pay
• Pension details
• Bank account details
• Payroll records
• Tax status
• Trade Union membership

Staff health and wellbeing

• General health and wellbeing information
• Occupational health referrals and reports
• Sick leave forms or fit notes (eg Statement of Fitness for Work from a GP or hospital)
• Accident at work records
• Access needs or reasonable adjustments
• Protected Characteristics (as defined by the Equality Act and s.75 of the Northern Ireland Act for the purpose of equal opportunities monitoring)

Lawful bases and data protection rights

Under UK data protection law, we must have a "lawful basis" for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO's website.

Which lawful basis we rely on may affect your data protection rights which are in brief set out below. You can find out more about your data protection rights and the exemptions which may apply on the ICO's website:

• Your right of access - You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. You can read more about this right here.
• Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. You can read more about this right here.
• Your right to erasure - You have the right to ask us to delete your personal information. You can read more about this right here.
• Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information. You can read more about this right here.
• Your right to object to processing - You have the right to object to the processing of your personal data. You can read more about this right here.
• Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. You can read more about this right here.
• Your right to withdraw consent - When we use consent as our lawful basis you have the right to withdraw your consent at any time. You can read more about this right here.

If you make a request, we must respond to you without undue delay and in any event within one month.

To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.

Our lawful bases for the collection and use of your data

Our lawful bases for collecting or using personal information as part of staff recruitment, administration and management are:

• Contract - we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
• Legal obligation - we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

Our lawful bases for collecting or using personal information as part of managing salaries and pensions are:

• Contract - we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
• Legal obligation - we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

Our lawful bases for collecting or using personal information as part of managing staff health and wellbeing are:

• Legal obligation - we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

Where we get personal information from

• Directly from you
• Referees (external or internal)
• Occupational Health and other health providers
• Pension administrators or government departments (eg HMRC and DWP)
• Public sources (eg LinkedIn or other websites)

How long we keep information

We hold all job application records for 12 months.

We hold all details relating to employees for the period of their employment, plus 6 years.

Who we share information with

In some circumstances, we may share information with the following organisations:

Data processors

We use the following data processors for the following reasons:

• Google
  This data processor does the following activities for us: they manage our IT as Google Workspace. This includes storing all HR records.
  Google may transfer the data outside the UK. To review the basis on which it does this within the GDPR, see here: https://policies.google.com/privacy/frameworks?hl=en-US
• Xero Limited
  This data processor does the following activities for us: they process our payroll information.
  Xero may transfer the data outside the UK. To review the basis on which it does this within the GDPR, see their Data Processing Addendum: https://www.xero.com/uk/legal/terms/data-processing/

How to complain

If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.

If you remain unhappy with how we have used your data after raising a complaint with us, you can also complain to the ICO.