Skip to Navigation Skip to Content

Privacy terms

Introduction

 The organisation collects and processes personal data relating to its employees to manage the employment relationship. The organisation is committed to being transparent about how it collects and uses that data within our privacy terms and to meeting its data protection obligations.

Data controller:

Company Name – Technimove Ltd

Registered address – Technimove House, Unit 16, Spitfire Business Park, Hawker Road, Croydon, CR0 4WD Contact number – 0208 686 8800

Data protection Representative:

 

Contact Name – Tony Barrett Contact number – 0208 686 8800

 

What information does the organisation collect?

 

The organisation 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, including start and end dates, with previous employers and with the organisation;
  • 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;
  • Information on your nationality and entitlement to work in the UK;
  • Lookup of your criminal record;
  • driving licence information and any endorsements;
  • Details about your schedule (days of work and working hours) and attendance at work;
  • Periods of absence leave taken by you, including holiday, sickness absence, family leave and sabbaticals, and the reasons for the leave;
  • 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, performance reviews and ratings, performance improvement plans and related correspondence;
  • information about medical or health conditions, including whether or not you have a disability for which the organisation needs to make reasonable adjustments; and
  • photo imagery for internal identification purposes, for example the Technimove staff photo board. Employee photos may also be used for marketing

Collection Methods

The organisation may collect this information in a variety of ways. For example, data might be collected through application forms, CVs or resumes; 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; from correspondence with you; or through interviews, meetings or other assessments.

In some cases, the organisation may collect personal data about you from third parties with your consent only. This will include:

  • references supplied by former employers;
  • information from employment background check providers;
  • information from criminal records checks permitted by

Data will be stored in a range of different places, including in your personnel file, in the organisation’s HR management systems and in other IT systems (including the organisation’s email system).

Why does the organisation process personal data?

 

The organisation needs to process data to enter into an employment contract with you and to meet its obligations under your employment contract. For example, it needs to process your data to provide you with an employment contract, to pay you in accordance with your employment contract and to administer benefits, pension and insurance entitlements.

In some cases, the organisation needs 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.

 

Personal data cases

In other cases, the organisation has a legitimate interest in processing personal data before, during and after the end of the employment relationship. Processing employee data allows the organisation 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;
  • Keep a record of disciplinary and grievance processes, to ensure acceptable conduct within the workplace;
  • Perform driving licence checks and endorsements, to ensure you are able to carry out your job role and to advise our insurance providers for the purpose of dictating appropriate
  • Operate to keep a record of driver tachograph history, to ensure driving regulations are being adhered to;
  • Monitor employee performance and related processes, to plan for career development, and for succession planning and workforce management purposes;
  • Record 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, parental and shared parental leave), to allow effective workforce management, to ensure that the organisation  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 general HR and business administration;
  • provide references on request for current or former employees;
  • respond to and defend against legal claims;
  • maintain and promote equality in the workplace; and
  • Monitoring the use of the Employer’s electronic communication systems for the purpose of ensuring that the Employee is abiding by the Employer’s policies surrounding acceptable use.

 

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).

Technimove do not collect or process other special categories of personal data, such as information about ethnic origin, sexual orientation, health or religion or belief.

Who has access to data?

 

Your information may be shared internally, including with members of the HR, the recruitment team and payroll, your line manager, managers in the business area in which you work and IT staff if access to the data is necessary for performance of their roles.

The organisation 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 obtain necessary criminal records checks from the Disclosure and Barring Service. The organisation 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.

The organisation also shares your data with third parties that process data on its behalf in connection with payroll and the provision of benefits, such as our pension provider and health insurance provider.

The organisation may transfer your data to countries outside the European Economic Area (EEA), this will only be for the purpose of carrying out the services required of Technimove. For example, booking flights, accommodation and obtaining access to data centres and client sites for overseas trips outside of the EEA.

How does the organisation protect data?

 

The organisation takes the security of your data seriously. The organisation has internal policies and controls in place 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. See Appendix one for a list of internal policies and controls that support the protection of your personal data.

Where the organisation engages third parties to process personal data on its behalf, they do so on the basis of written instructions, 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 organisation keep data?

 

Technimove Ltd will hold your personal data for the appropriate retention periods as per the Technimove Data Retention Policy.

Your rights

 

As a data subject, you have a number of rights. You can:

  • access and obtain a copy of your data on request;
  • require the organisation to change incorrect or incomplete data;
  • require the organisation 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 the organisation is relying on its legitimate interests as the legal ground for

If you would like to exercise any of these rights, please contact, Cherise Hart, HR Manager via:

  • Call – 0208 686 8800; or
  • Post Letter – Technimove House, Unit 16, Spitfire Business Park, Hawker Road, Croydon, CR0 4WD.

If you believe that the organisation has not complied with your data protection rights, you can complain to the Information Commissioner.

What if you do not provide personal data?

 

You have some obligations under your employment contract to provide the organisation 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 the organisation 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 the organisation to enter a contract of employment with you. If you do not provide other information, this will hinder the organisation’s ability to administer the rights and obligations arising as a result of the employment relationship efficiently.

Automated decision-making

 

Employment decisions are not based solely on automated decision-making.

Marketing

 

Technimove promise we will not sell your personal data to any third party for marketing purposes.

Appendix

1.0 List of Internal Policies that support the protection of your data

 

  • Clean Desk policy – V1
  • Data Protection Policy
  • Network and Internet Acceptable Use Policy Password Policy – V2
  • Leavers Policy – V2
  • New Starters Policy – V2
  • Information Exchange Policy – V1
  • Personnel Screening Policy – V1
  • Access Control Policy – V5
  • Employee Data & Building Access policy – V1
  • Data Retention Policy – V2
  • Storage Media Handling Procedure – V1
  • 3rdParty Access Policy – V1
  • Working from home and Teleworking Policy – V1
  • Data Retention Policy – V3
  • IT Security Policy – V3

Need help on where to begin?

Our expert team of consultants are on hand to offer tailored solutions to fit your needs. Give us a call today or complete this short form and we’ll call you back within 24 hours.

Contact Us - go to contact page from Need help on where to begin?