Purpose
Data used
Lawful basis
Which rights apply?*
Recruitment decisions
Personal contact details, national insurance number, recruitment information, employment records, and compensation history.
Legitimate interest. It is in our interests to ensure we recruit the best possible candidates in order to achieve our business goals and objectives.
The generally applicable rights plus the right to object.
Right to work checks
Information relating to your right to work status, national insurance number, passport number, nationality, tax status information, and personal contact details.
Legal obligation. It is in our legal obligation to ensure that those who work for us have the right to work in the UK as well as to establish the statutory excuse to avoid liability for the civil penalty for employing someone without the right to undertake the work for which they are employed.
The generally applicable rights plus the right to object.
Performance reviews and appraisals, salary reviews and promotion decisions
Compensation history, performance history, disciplinary and grievance information and salary.
Contractual necessity and legitimate interest. It is in our interests as well as the interest of our employees /workers /contractors to have performance and salary/fee reviews to ensure employees/workers/contractors are being adequately compensated which will in turn motivate them to deliver a high standard of work, ultimately having a positive impact on achieving our business goals.
The generally applicable rights plus the right to object.
Administration of your contract and benefits, including payment of salary/fee and expenses
Compensation history, national insurance number, personal contact information, bank account details, payroll records and tax status information, start and end date of employment/engagement and date of birth.
Contractual necessity.
The generally applicable rights plus the right to data portability.
Administration of pension schemes
Compensation history, national insurance number, personal contact information, bank account details, payroll records and tax status information, start and end date of employment/engagement, date of birth and contribution entitlements.
Legal obligation, contractual necessity and legitimate interest. It is in our interests to adequately incentivise our employees to motivate them to deliver a high standard of work, ultimately having a positive impact on achieving our business goals. It is in the interests of the trustees/scheme administrator to be able to effectively run the pension scheme.
The generally applicable rights plus the right to data portability and the right to object.
Compliance with our statutory duties to ensure a safe place of work and to ensure that you are fit for work
Information about your health, including any medical condition, health and sickness records and location of employment or workplace.
Legal obligation.
The generally applicable rights only.
Management of sickness absence
Personal contact details, employment/engagement records (sickness hours/days) and information about your health.
Legal obligation and contractual necessity.
The generally applicable rights plus the right to data portability.
To monitor compliance with our policies
Personal contact details, information about your use of our information and communication systems, CCTV footage and other information obtained through electronic means such as swipecard records, disciplinary and grievance information and performance information.
Legitimate interest. It is in our interests to ensure employees/workers/contractors are complying with our policies as non-compliance with policies can result in termination of employment/engagement, ultimately affecting our day to day operations and business plans.
The generally applicable rights plus the right to object.
Fraud and crime prevention
Information about criminal convictions and offences committed by you, personal contact details and CCTV footage and other information obtained through electronic means such as swipecard records.
Public interest and legitimate interest. It is in our interests as well as the interests of our employees/workers/contractors to ensure the prevention of fraud and crime is monitored. This will ensure a safe workplace for all.
The generally applicable rights plus the right to object.
Diversity monitoring
Gender, marital status and dependents, location of employment or workplace and information about your race or ethnicity, religious belief and sexual orientation.
Public interest.
The generally applicable rights plus the right to object.
Disciplinary and grievance procedures
Personal contact details, disciplinary and grievance information and performance information.
Legitimate interests. It is in our legitimate interests to manage the performance of employees and ensure that disciplinary action is taken where appropriate.
The generally applicable rights plus the right to object.
To deal with legal disputes
Personal contact details, employment/engagement records, compensation history, performance information, disciplinary and grievance information, photographs, CCTV footage and other information obtained through electronic means and information about criminal convictions and offences committed by you.
Legitimate interest. It is in our interests to process personal data to make and defend legal claims to ensure that our legal rights are protected.
The generally applicable rights plus the right to object.
Business management and business planning
Information about your use of our information and communication systems, employment/engagement records, location of workplace, salary and benefit information and personal contact details.
Legitimate interests. It is in our interests to undertake this processing to ensure we can improve any business operations which will ultimately improve the overall quality of work/the workplace. Employees/workers/contractors will ultimately benefit as the workplace and its procedures may be strengthened.
The generally applicable rights plus the right to object.
Exit management at the end of your employment/engagement
Personal contact details, payroll records, tax status information, end date of employment/engagement, and employment/engagement records.
Legitimate interest. It is in our interests as well as the interests of our employees/workers/contractors to undertake exit management steps to ensure the employees/workers/contractors can express any feedback to us which we can consider and decide whether to implement to improve the workplace for other employees/workers/contractors.
The generally applicable rights plus the right to object.
*The following generally applicable rights always apply: right to be informed, right of access, right to rectification, right to erasure, right to restriction and rights in relation to automated decision making. For more detail about your rights and how to exercise them please see section 11. Your rights in relation to your information.