Rose Gas Ltd takes privacy very seriously. This notice explains how we use the personal information you provide us with from employment applications and during any employment with the company.
Why we hold your personal data
We are required to hold your personal data for various legal and practical purposes, without which we would be unable to employ you.
Holding your personal data enables us to meet various administrative and legal obligations (eg for tax purposes).
We will also process your personal information in other circumstances, provided you have given your consent for us to do so.
Lawful basis for processing personal data
The lawful basis for processing the personal data of employees is to fulfil an employment contract with an individual.
There is a contractual requirement for you to provide much of the information detailed. Without this we will be unable to fulfil our obligations which could result in the contract terminating.
Personal data held by Rose Gas Ltd
The information we hold about you is primarily information you provided when applying for your job, supplemented by information generated in the course of your employment.
- Your name
- Your contact details
- Unique personal identifiers and biological information (eg date of birth)
- Bank account details
- Details of education and qualifications
- Your application and curriculum vitae
- Details of your career
- Your contract of employment
- Performance reviews
- Disciplinary, grievance and capability procedures
- Accidents at work
- Training provided
- Copies of Passport and/or Driving License
Sensitive information may be required for security checking for some positions, for which consent will be obtained first.
The information we hold is that which you provide to us (eg, you may give us information by filling in forms onsite or by corresponding with us via post, telephone, email or otherwise).
How we use your personal data
Your data is used by us for a number of purposes including:
- Internal reporting and record keeping
- Contacting you, your next of kin, or other relevant contact in case of emergency
- Marketing, including images, online, in print and on social media (with your consent)
- Monitoring vehicle movement
- For prevention and detection of crime and the safety of staff including, but not limited to, CCTV recording
Communications may be sent to your via post, telephone or a work email address. Your personal mobile phone number and personal email address will only be used if you have given consent.
Sharing your data with others
Within Rose Gas Ltd, personal data, including sensitive personal data, may be shared between certain members of staff who legitimately need the information to carry out their normal duties to support your time with us. We endeavour to ensure that sensitive personal data is only shared with colleagues with your explicit consent. However, circumstances may arise where this data is shared with colleagues without gaining your consent. This will only occur if it is necessary to protect your vital interests or the vital interests of another person; or for certain other reasons where it is not possible or appropriate to gain your consent such as disclosures to the police for prevention or detection of crime, or to meet statutory obligations relating to equality monitoring.
Rose Gas Ltd may disclose certain personal data to third parties. These external organisations, and the purpose for sharing the information are set out below.
- Relevant data, including bank details, will be shared with our payroll providers and may be shared with our accountants (for payment of expenses)
- Relevant data may be shared with your next of kin but only with your consent or in an emergency
- Relevant data may be shared with Home Office, UK Visas and Immigration (UKVI).
- With permission we may share information about you for publicity and marketing purposes online, in print and on social media.
Otherwise, Rose Gas Ltd does not share data with any third party, except when required by law.
How long is data kept
We will keep your personal data only as long as is necessary for the purpose(s) for which it was collected. We will only retain your personal information for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.
In some circumstances we may anonymise your personal information so that it can no longer be associated with you, in which case we may use such information without further notice to you. Once you are no longer an employee, worker, contractor or candidate of the company or an individual working at a clients or potential client of ours, we will retain and securely destroy your personal information in accordance with applicable laws and regulations.
Your duty to inform us of changes
It is important that the personal information we hold about you is accurate and current. Please keep us informed if your personal information changes during your working relationship with us.
You have the following rights:
Access – Please contact us if you would like confirmation that your data is being
processed and access to your personal data
This will usually be provided within a month of the request unless the
request is unfounded or excessive.
Rectification – Please inform us of any data which you would like rectified.
We will pass on the changes to any third parties who will need to change
Erasure – You may exercise your right to have your personal data erased in a number
of circumstances (eg if the data is no longer necessary in the relation to the
purpose for which it is created or you withdraw your consent) provided we
we can comply with our legal obligations.
This will usually be actioned within a month of the request unless the
request is unfounded or excessive.
Data Portability – You may request the transfer of your personal information in a suitable
format for transmission to a third party
Processing – You may request us to suspend the processing of personal information.
We will pass on this request to any third parties.
Processing – You may request we stop processing your information.
If you want to review, verify, correct or request erasure of your personal information, object to the processing of your personal data, or request that we transfer a copy of your personal information to another party, please email firstname.lastname@example.org or write to Accounts, Rose Gas Ltd, High Street, Buxted, East Sussex, TN22 4LA
You will not have to pay a fee to access your personal information (or to exercise any of the other right). However, we may charge a reasonable fee if your request for access is clearly unfounded or excessive. Alternatively, we may refuse to comply with the request in such circumstances.
You have the right to lodge a complaint with the Information Commissioners Office at https://ico.org.uk/concerns.