Candidate and Employee Privacy Notice - Please read carefully
1. The Company needs to keep and process information about you for normal recruitment and employment purposes. The information we hold and process will be used for our management and administrative use only. We will keep and use it to enable us to run the business and manage our relationship with you effectively, lawfully and appropriately, during the recruitment process, whilst you are working for us, at the time when your employment ends and after you have left. This includes using information to enable us to comply with the employment contract, to comply with any legal requirements, pursue the legitimate interests of the Company and protect our legal position in the event of legal proceedings. If you do not provide this data, we may be unable in some circumstances to comply with our obligations and we will tell you about the implications of that decision.
2. As a Business, we may sometimes need to process your data to pursue our legitimate business interests, for example to prevent fraud, administrative purposes or reporting potential crimes. We will never process your data where these interests are overridden by your own interests.
3. Information held - Much of the information we hold will have been provided by you, but if you are an employee, some may come from other internal sources, such as your Manager, or in some cases, external sources, such as referees.
4. The sort of information we hold includes your application form, cv and references, your contract of employment and any amendments to it; correspondence with or about you, for example salary changes or, at your request, a letter to your mortgage company confirming your salary; information needed for payroll, benefits and expenses purposes; contact and emergency contact details; records of holiday, sickness and other absence; information needed for equal opportunities monitoring policy; and records relating to your career history, such as training records, appraisals, other performance measures and, where appropriate, disciplinary and grievance records.
5. You should refer to the Data Protection Policy held within our IMS, for those who do not have access to this, please request a copy from HR.
6. Where we process sensitive personal information referred to as 'special categories of personal data and information' relating to your racial or ethnic origin, political opinions, religious and philosophical beliefs, trade union membership, biometric data or sexual orientation, we will always obtain your explicit consent to those activities unless this is not required by law or the information is required to protect your health in an emergency.
7. Where we are processing data based on your consent, you have the right to withdraw that consent at any time.
8. Disclosure - We will only disclose information about you to third parties if we are legally obliged to do so or where we need to comply with our contractual duties to you.
9. The Company may need to disclose personal information about its Employees to:
· For the administration of the Employees employment and associated benefits e.g. to the providers of the Company’s pension scheme or insurance schemes.
· To comply with the Company’s legal obligations or assist in a criminal investigation or to seek legal or professional advice in relation to employment issues, which may involve disclosure to the Company’s lawyers, accountants or auditors and to legal and regulatory authorities such as HM Revenue and Customs.
· To other parties which provide products or services to the Company.
10. Your personal data will be stored for a period as is determined necessary to comply with legal obligations or for employment law purposes. The Company will also refer to the Statutory Retention Period as published.
11. If, in the future we intend to process your personal data for a purpose other than that which it was collected we will provide you with information on that purpose and any other relevant information.
12. Your rights in line with local application Data Protection laws, you have a number of rights with regard to your personal data. You have the right to request from us access to and rectification or erasure of your personal data, the right to restrict processing, object to processing as well as in certain circumstances the right to data portability.
13. Sulmara Subsea Ltd is the controller and processor of data for the purposes of the DPA 18 and GDPR.
If you have any concerns as to how your data is processed you can contact a member of the HR Team.
Confirmation from Employee
I hereby confirm that I have received and read and understood this Privacy Notice.
Employee Privacy Notice - Sensitive Data - Please read carefully
As your employer, the Company needs to keep and process information about you for normal employment purposes. The information we hold and process will be used for our management and administrative use only. We will keep and use it to enable us to run the business and manage our relationship with you effectively, lawfully and appropriately, during the recruitment process, whilst you are working for us, at the time when your employment ends and after you have left. This includes using information to enable us to comply with the employment contract, to comply with any legal requirements, pursue the legitimate interests of the Company and protect our legal position in the event of legal proceedings. If you do not provide this data, we may be unable in some circumstances to comply with our obligations and we will tell you about the implications of that decision.
Sensitive Personal Information
Sensitive personal information is sometimes referred to as ‘special categories of personal data’ or ‘sensitive personal data’.
The Company may from time to time need to process sensitive personal information. We will only process sensitive personal information if:
We have a lawful basis for doing so as set out above, e.g. it is necessary for the performance of the employment contract, to comply with the Company’s legal obligations or for the purposes of the Company’s legitimate interests; and
One of the special conditions for processing sensitive personal information applies, e.g.:
- the data subject has given explicit consent
- the processing is necessary for the purposes of exercising the employment law rights or obligations of the Company or the data subject;
- the processing is necessary to protect the data subject’s vital interests, and the data subject is physically incapable of giving consent;
- processing relates to personal data which are manifestly made public by the data subject;
- the processing is necessary for the establishment, exercise or defence of legal claims; or
- the processing is necessary for reasons of substantial public interest.
Confirmation from Employee
I hereby confirm that I have received and read and understood this Privacy Notice.
Employee Privacy Notice - Please read carefully
The Company may need to keep and process information about you for normal employment purposes. The information we hold and process will be used for our management and administrative use only. We will keep and use it to enable us to run the business and manage our relationship with you effectively, lawfully and appropriately, during the recruitment process, whilst you are working for us, at the time when your employment ends and after you have left. This includes using information to enable us to comply with the employment contract, to comply with any legal requirements, pursue the legitimate interests of the Company and protect our legal position in the event of legal proceedings. If you do not provide this data, we may be unable in some circumstances to comply with our obligations and we will tell you about the implications of that decision.
3rd Parties
The Company may need to disclose personal information about its Employees to:
- For the administration of the Employees employment and associated benefits e.g. to the providers of the Company’s pension scheme or insurance schemes.
- To comply with the Company’s legal obligations or assist in a criminal investigation or to seek legal or professional advice in relation to employment issues, which may involve disclosure to the Company’s lawyers, accountants or auditors and to legal and regulatory authorities such as HM Revenue and Customs.
- To other parties which provide products or services to the Company.
Data Officer
If you have any concerns as to how your data is processed you can contact Lynn Brown, Head of People.
Confirmation from Employee
I hereby confirm that I have received and read and understood this Privacy Notice.
