Staff & Volunteers Privacy Notice
When you apply to join our team, we collect the information necessary to process your job or volunteer application and after you have completed your application, the data is stored securely by our HR department. We will always inform you before taking up any references or before applying for a DBS check. We also collect information about you over the course of your employment or volunteering.
The personal information we collect, store and use about you could include:
- Personal identifiers such as your title, name, gender, marital status, nationality, date of birth and National Insurance number;
- Contact details including postal address, post code, personal email addresses and telephone number
- Emergency contact information
- Employment records, including job titles, work history, working hours and training records
- Recruitment information, including copies of right to work documentation, references and other information included in a CV or cover letter as part of the application process
- ID documents proving name, date of birth and address (including the right to work in the UK)
For staff members we also collect:
- Financial information such as your bank details and payroll records
- Salary, annual leave, pension and benefits information (including named beneficiary for the employer paid Pension Plan)
- Your employment history with TLG, including absence and sickness records
- Performance information, including probation reviews, personal success plans, training information, disciplinary and grievance information
- Photographs used for ID badges
Sensitive personal data
- The Data Protection Act recognises some information as ‘sensitive personal data’. This includes, but is not restricted to, information which reveals your: race or ethnicity, religious beliefs and sexual orientation; health, including any medical condition, health and sickness records; information about criminal convictions and offences.
- Where required, TLG will ask you to provide explicit consent to process other sensitive information in accordance with the Data Protection Act. For example to make reasonable adjustments for workers with disabilities or health conditions. Additionally, we collect anonymised staff demographic data for Equal Opportunities monitoring and this information is used for statistical purposes only.
We collect your personal information for:
- Compliance with legal obligations such as employment law and other statutory requirements
- Managing Human Resources processes, such as recruitment, payment of salaries, performance management, holiday entitlement, learning and development.
- Administrative purposes
- Providing facilities and resources
- Ensuring that our safeguarding information is fully compliant
All the personal information you provide will be available to limited TLG employees with a need to access the information. We may need to share your personal information with trusted third parties such as (volunteers) the school or church that you are volunteering with, (staff) employee benefit package providers or pension providers. In some circumstances, we are under duty to disclose your personal information in order to comply with any legal obligation.
Our HR team uses analytic tools to assess employees’ strengths and empower you to have greater self-awareness to be successful. The results of your assessment are made available to you, the HR team and your line manager. We have also found that when these strengths are discussed and shared with others in your team, they can have many benefits, including improved relationship, engagement and team dynamics.
At TLG, we recognise the importance of birthdays as a key milestone and so we love to acknowledge and celebrate this in the workplace. Please contact our HR Department if you do not wish to have your name, birth month and day to be shared with colleagues for this purpose.
All our personnel files are retained for as long as is required and in accordance with our retention documents and as required by law.
We will only retain your personal information for as a long as necessary to fulfil the purposes we have collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. Details of retention periods for different aspects of your personal information are available on request from the HR Department. 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 authorised 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, volunteer or other worker of the company, we will retain and securely destroy your personal information in accordance with applicable laws and regulations.
You have the right to change, alter or delete the information that we store as follows:
6b. Right to access: You are entitled to request a copy of any of your personal information that we have stored on our systems.
6c. Right to rectification: If any of your personal information that stored on our systems is incorrect, you have the right to have this updated. For some requests, you are able to amend data through Lighthouse.
6d. Right to be forgotten: If you request for all of your records to be deleted from our systems, we are lawfully required to carry out this request, other than if your data is required for lawful reasons.
We encourage you to contact our Data Protection Officer at the TLG registered office if you are at all concerned about the way that we have handled or are storing your personal data.
We will endeavour to respond to your concerns within 72 hours.
You are also entitled to contact ICO (Information Commissioners Office) directly if you are not happy with the way that we handle your concern. You can contact the ICO via their helpline (0303 123 1113) or go to ico.org.uk/concerns
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You are encouraged to make reference to this document at any time that you might disclose further personal information to TLG.