Easy Lift treats the privacy of its employees, customers and website users very seriously and we take appropriate security measures to safeguard your privacy. This Policy explains how we protect and manage any personal data you share with us and that we hold about you, including how we collect, process, protect and share that data.
How we obtain your personal data
Information provided by you
You provide us with personal data either on various new employee forms, driving license check forms (if applicable) or eligibility to work in the UK documentation. This includes name, address, date of birth, email address and bank details (for payment of wages). We use this information in order to maintain our payroll records and to ensure that we hold the required information for HMRC and Pension enrolment.
We may also keep information contained in any correspondence you may have with us by post or email, in case it is needed to be referred to in future.
Information we get from other sources
We only obtain information from third parties if this is permitted by law. We may also use legal public sources to obtain information about you, for example, to verify your endorsements on your driving license (with explicit permission from yourself).
This information, as relevant to us, will only be obtained from reputable third-party companies that operate in accordance with the General Data Protection Regulation (GDPR). You will already have submitted your personal data to these companies and specifically given permission to allow them to pass this information to other companies that provide similar or complementary services.
How we use your personal data
We use your personal data to manage and administer your employment with us. We also act as controller and processor in regard to the processing of your bank details for wages payment, processing of your details for pension enrolment and obligation with People’s Pension, as well as sharing details with HMRC in relation to PAYE, wages and attachment information. We undertake at all times to protect your personal data, in a manner which is consistent with the requirements of the General Data Protection Regulation (GDPR) concerning data protection. We will also take reasonable security measures to protect your personal data in storage.
Do we use your personal data for marketing purposes?
Any information that you choose to give us will not be used for marketing purposes by us. We will hold your personal data only for the purposes specified on each individual form that you are required to complete.
We will only disclose your information with other third parties with your express consent with the exception of the following categories of third parties:
- insurance companies, loss assessors, regulatory authorities and other fraud prevention agencies for the purposes of fraud prevention and to comply with any legal and regulatory issues and disclosures;
- anyone to whom we may transfer our rights and duties under any agreement we have with you;
- any legal or crime prevention agencies and/or to satisfy any regulatory request if we have a duty to do so or if the law allows us to do so.
Transfer of your personal data outside of the European Economic Area (EEA)
We do not currently transfer your personal data outside the EEA. If in the future we transfer your personal data, in accordance with the terms of this Policy outside of the EEA, we will make sure that the receiver agrees to provide the same or similar protection as we do and that they only use your personal data in accordance with our instructions.
If you require further information regarding such transfers, please write to the Data Protection (Responsible Person) at Easy Lift, Ashfield, Consett, DH8 0RF, or email firstname.lastname@example.org.
How long do we keep this information about you?
We keep information in line with our retention policy. These retention periods are in line with the length of time we need to keep your personal information in order to manage and administer your employment with us. They also take into account our need to meet any legal, statutory and regulatory obligations. These reasons can vary from one piece of information to the next. In all cases our need to use your personal information will be reassessed on a regular basis and information which is no longer required will be disposed of.
Data subject rights
Subject access requests
The General Data Protection Regulation (GDPR) grants you (referred to as the “data subject”) the right to access particular personal data that we hold about you. This is otherwise known as a subject access request. We shall respond promptly and from the point of receiving the request, take no longer than one calendar month to provide you with all information held. Our formal response shall include details of the personal data we hold about you, including the following:
- sources from which we acquired the information
- the purposes for processing the information and
- persons or entities with whom we are sharing the information
Right to rectification
You, the data subject, will have the right to obtain from us, without undue delay, the rectification of inaccurate personal data that we hold concerning you. Taking into account the purposes of the processing, you the data subject, will have the right to have incomplete personal data completed, including by means of providing a supplementary statement.
Right to erasure
You, as the data subject, shall have the right to obtain from us the erasure of personal data concerning you without delay.
Right to restriction of processing
Subject to exemptions, you the data subject, shall have the right to obtain from us restriction of processing where one of the following applies:
a) the accuracy of the personal data is contested by you, the data subject, and is restricted until the accuracy of the data has been verified
b) the processing is unlawful and you, the data subject, oppose the erasure of the personal data and instead request the restriction in it’s use
c) we no longer need the personal data for the purposes of processing, but it is required by you the data subject, for the establishment, exercise or defence of legal claims
d) you the data subject, have objected to processing of your personal data pending the verification of whether there are legitimate grounds for us to override these objections
Notification obligation regarding rectification or erasure of personal data or restriction of processing
We will communicate any rectification or erasure of personal data or restriction of processing as described above to each recipient to whom the personal data has been disclosed, unless this proves impossible or involves disproportionate effort. We will provide you the data subject with information about those recipients if you request it.
Right to data portability
You the data subject, shall have the right to receive your personal data, that you have provided to us, in a structured, commonly used and machine-readable format and have the right to transmit this data to another controller, without hindrance from us.
Right to object
You the data subject, will have the right to object, on grounds relating to the particular situation, at any time to the processing of your personal data, including any personal profiling, unless it relates to processing that is necessary for the performance of a task to be carried out in public interest or an exercise of official authority vested in us. We shall no longer process the personal data unless we can demonstrate compelling legitimate grounds for the processing, which override the interests, rights and freedoms of you the data subject, or for the establishment, exercise or defence of legal claims.
Right to not be the sublect to decisions based solely on automated processing
We do not carry out any automated processing, which may lead to an automated decision based on your personal data.
Right to invoke your rights
If you would like to invoke any of the above data subject rights, please write to the Data Protection (Responsible Person) at Easy Lift, Ashfield, Consett, DH8 0RF, or email email@example.com.
Accuracy of information
In order to provide the highest level of service, we need to keep accurate personal data about you. We take reasonable steps to ensure the accuracy of any personal data or sensitive information we obtain. We ensure that the source of any personal data or sensitive information is clear and any challenges to the accuracy of this information, will be carefully considered. We will also consider when it is necessary to update the information, such as name or address changes and you can support this by advising us of any changes as and when they occur.
Questions or queries
If you have any queries or questions relating to anything that you feel is not covered by this policy, or have any concerns about how the personal data we hold about you will be used, please write to the Data Protection (Responsible Person) at Easy Lift, Ashfield, Consett, DH8 0RF, or email firstname.lastname@example.org.
This policy will be regularly reviewed to ensure we meet the highest standards going forward and to protect your privacy. You can request an updated version of the policy if any changes are made, however, we will not significantly change how we use your information you have given us already without your prior agreement.
If you have a complaint
If you do have a complaint regarding the use of your personal data or sensitive information that we hold about you, then please contact us by writing to the Data Protection (Responsible Person) at Easy Lift, Ashfield, Consett, DH8 0RF, or email email@example.com. so that we can look into this for you.
If your complaint is not resolved to your satisfaction and you would like to make a formal complaint to the Information Commissioner’s office (ICO) they can be contacted on 01625 545745 or 0303 123 1113. You also have the right to judicial remedy against a legally binding decision of the ICO where you consider that your rights under this regulation have been infringed as a result of the processing of your personal data. You will also have the right to appoint a third party to lodge the complaint on your behalf and exercise your right to seek compensation.