How we use your information

We receive your information from many sources to deliver our services to you and we collect and process personal information about you from these sources.

We primarily use your personal information in the following ways:

  • To create and maintain electronic employment record
  • To allow us to make payments into your nominated bank account
  • To record and report to Government bodies e.g. HMRC/NMC/DBS, for legal and statutory compliance
  • To record your information on the Government apprenticeship services shared site (only if you are undertaking an apprenticeship course)
  • To allow us to manage all types of absences, ascertaining your fitness to work and provide employee wellbeing assistance
  • To process and provide employee benefits including financial support & charitable activities
  • For purposes of investigations such as disciplinary, grievance and capability proceedings
  • Respond to and defend against legal claims and queries
  • To process and inform you of any change to the business or your employment (i.e. terms and conditions)
  • For regulatory compliance purposes
  • To process and provide employment information on your behalf (e.g. employment/mortgage references)
  • To monitor attendance at office locations
  • To allow us to support personal development and career progression, including training
  • To allow and arrange usage of vehicles, public transportation and hotels for company purposes
  • To provide you with company benefits (e.g. car lease scheme, company car & benefits portal)
  • Vehicle tracking and driver behaviour monitoring (stop/start/idling and braking)
  • To set up and manage company credit cards and mobile phone accounts, where required for job role.
  • For monitoring and surveillance to ensure safety of our employees and customers
  • To capture statistics and analysis trends for governance, compliance and business improvement
  • For planning and managing business activity such as budgets, auditing and account
  • ┬áTo conduct employee engagement surveys/ or wellness Questionnaires
  • To report crime and fraud
  • To comply with Health and Safety obligations
  • To manage staff wellbeing

 

Please see what personal information we collect on you, including the lawful grounds for us to process your information:

 

Personal Data

  • Title and Name
  • Address
  • Contact details
  • Personal Email Address
  • Date of Birth
  • Gender
  • Marital Status
  • Dependants
  • Next of Kin/Emergency contact details
  • Qualifications/Skills
  • Vehicle registration number/Driving License Information
  • Experience and employment history (including start date and end dates, with previous employers and with us)
  • National Insurance
  • Bank Account details
  • Payroll records/tax status/pension and Insurance information
  • Unique identification reference numbers and names e.g. payroll number, username, passwords, PINs
  • Salary
  • annual leave and other absences
  • pension & benefits
  • Personal financial situation (financial benefit)
  • 1-2-1 and performance meetings
  • Grievance and Disciplinary information
  • Information about your use of our information and IT systems
  • HMRC employment checks
  • Right to Work information
  • Details of your schedule (days of work and working hours) and attendance to work
  • Location data (vehicles)
  • Safeguarding referrals (staff name and contact details)
  • Mandatory Health vaccinations

 

Why do we need this data?

Your contract of employment is a contact between you and SPSL. This data is used to set up and maintain your employment with us. Process and respond to your requests and incidents. To ask you to confirm your identity for security clearance.

 

What is our lawful ground for processing?

Article 6 (B) Performance of a Contract processing is necessary for the performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract;
Article 6 (C) Legal Obligation

processing is necessary for compliance with a legal obligation to which the controller is subject

 

CCTV/Swipe Card

Why do we need this data?

  • For the prevention and detection of crime
  • To comply with Health and Safety requirements
  • To monitor compliance with contractual obligations
  • To monitor attendance at office locations

What is our lawful ground for processing?

Article 6 (F) Legitimate Interest
processing is necessary for the purposes of the legitimate interests pursued by the controller or by a third party, except where such interests are overridden by the interests or fundamental rights and freedoms of the data subject which require protection of personal data, in particular where the data subject is a child

 

Special categories Information

 

Criminal Offence data/DBS checks

 

Why do we need this data?

Entering into a contract for employment purposes and assessment for continuing suitability for employment.

 

What is our lawful ground for processing?

Article 6 (B) Performance of a Contract processing is necessary for the performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract;

 

Equal opportunities monitoring Information including Information about your ethnic origin, race, ethnicity, sexual orientation, religion or belief

 

Why do we need this data?

For analysis purposes, as required by our regulator and to provide information on extra services we provide. It is also a legal requirement for us
to require this information under Equal Opportunity Act 2010.

 

What is our lawful ground for processing?

Article 6 (B) Performance of a Contract processing is necessary for the performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract;
Article 6 (C) Legal Obligation

processing is necessary for compliance with a legal obligation to which the controller is subject

 

Medical or health conditions / Whether you have a disability

 

Why do we need this data?

Your contract of employment is a contact between you and SPSL. This data is used to set up and maintain your employment with us. This information may also be processed where it is relevant to an IT request.

 

What is our lawful ground for processing?

Article 6 (B) Performance of a Contract processing is necessary for the performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract;

Article 6 (C) Legal Obligation

processing is necessary for compliance with a legal obligation to which the controller is subject