1.     Introduction

PR Lettings & Management Limited (“we”, “us”, “our”) is committed to protecting the privacy and security of your personal information.

This Privacy Notice outlines how we collect and use personal information about you during and after your working relationship with us, in accordance with the General Data Protection Regulation ((EU) 2016/679 and the Data Protection Act 2018 (“Data Protection Legislation”).

We are classed as a "data controller".  This means that we are responsible for deciding how we hold and use personal information about you.  We are required under the Data Protection Legislation to notify you of the information contained in this Privacy Notice.

This notice applies to current and former employees, workers and contractors.  This notice also applies to job applicants and ultimately successful and unsuccessful candidates.  This notice does not form part of any contract of employment or other contract to provide services.  We may update this notice at any time.

It is important that you read this notice, together with any other Privacy Notice we may provide on specific occasions when we are collecting, storing or using personal information about you, so that you are aware of how and why we are using such information.

 

2.     Data Protection Principles

There are six overarching principles of the GDPR which we will ensure compliance with when processing your personal data:

a)    used lawfully, fairly and in a transparent way;

b)    collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes;

c)     relevant to the purposes we have told you about and limited only to those purposes;

d)    accurate and kept up to date;

e)    kept only as long as necessary for the purposes we have told you about; and

f)      kept securely.

 

3.     The categories of information we hold about you

In connection with your work for us, we will collect, store, and use the following types of personal information about you:

  • personal contact details such as your name, title, addresses, telephone numbers, and personal email addresses;
  • your date of birth;
  • your gender;
  • next of kin and emergency contact information;
  • your National Insurance number;
  • bank account details, payroll records and tax status information;
  • salary, annual leave, pension and benefits information;
  • start date;
  • copy of driving licence;  passport
  • recruitment information (including copies of right to work documentation, references and other information included in a CV or cover letter or as part of the application process);
  • employment records (including job titles, work history, working hours, training records, professional memberships and qualifications);
  • performance information;
  • disciplinary and grievance information; and
  • information about your use of our information and communications systems.

 We will also collect, store and use the following types "special categories" of more sensitive personal information:

  • information about your race or ethnicity, religious beliefs, sexual orientation, trade union membership and political opinions;
  • information about your health, including any medical condition, health and sickness records; and

 

4.     How is information collected?

We collect personal information about employees, workers and contactors through the application and recruitment process, either directly from candidates or sometimes from an employment agency or background check provider.  We may sometimes collect additional information from third parties including former employers or other background check agencies such as the Disclosure and Barring Service.

We will collect additional personal information in the course of job-related activities throughout the period of you working for us.

 

5.     How we use your information

We will only use your personal information when the law allows us to.  Most commonly, we will use your personal information in the following circumstances:

a)    where we need to perform the contract we have entered into with you;

b)    where we need to comply with a legal obligation; and

c)     where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.

We may also use your personal information in the following situations, which are likely to be rare:

d)    where we need to protect your interests (or someone else's interests); and

e)    where the data subject has given to consent to the processing.

We use this personal information to carry out our duties as an employer.  This includes:

  • communicating with you;
  • paying you and, if you are an employee, deducting tax and National Insurance contributions;
  • liaising with your pension provider;
  • processing job applications;
  • legal, personnel, administration and management purposes;
  • performance monitoring;
  • quality, monitoring and training purposes;
  • monitoring of sick leave and fitness to work;
  • monitoring compliance with equal opportunities legislation;
  • complying with legal requirements and obligations to third parties;
  • monitoring your use of our information and communication systems to ensure compliance with our IT policies[LB3] ; and
  • carrying out background/reference checks where applicable.

Failure to provide the personal information requested may result in us being unable to fulfil our obligations to you.  For example, if you failed to provide your bank details we would be unable to pay you.

 

6.     Workplace monitoring:

We undertake systematic and occasional workplace monitoring of employees, workers and contractors in order to maintain security, ensure no unlawful acts are carried out and to monitor workplace performance and conduct.

The types of workplace monitoring we undertake include:

  • e-mail content and traffic;
  • internet use;
  • telephone use; and

Any personal information obtained as a result of workplace monitoring will be handled in accordance with the Data Protection Legislation, this Privacy Notice and our Data Protection Policy.

 

7.     Automated decision making:

You will not be subject to decisions that will have a significant impact on you based solely on automated decision-making.

 

8.     How we share employee information:

We will not share any identifiable information about you with third parties without your consent unless the law allows or requires us to do so.

Where it is required or necessary in accordance with the Data Protection Legislation, we may share information with:

  • HMRC
  • educators and examining bodies;
  • suppliers and service providers;
  • financial organisations;
  • central government;
  • auditors;
  • survey and research organisations;
  • occupational health;
  • counsellors;
  • security organisations;
  • health and social welfare organisations;
  • professional advisers and consultants;
  • police forces;
  • courts and tribunals;
  • professional bodies;
  • insurers;
  • employment and recruitment agencies.

 

 9.     How long we keep personal information:

Once you have taken up employment with us, we will compile a file relating to your employment.  The information contained in this file will be kept secure and will only be used for purposes directly relevant to your employment.  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. 

This file will be retained in accordance with the requirements of our Data Retention Policy and then delete it.  A copy of our Data Retention policy is available upon request.

 

10.  Data Security

We have put in place appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal information to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal information on our instructions and they are subject to a duty of confidentiality.

We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.

 

11.  Your rights

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 employment with us.

Under certain circumstances, by law you have the right to:

a)    Request access to your personal information (commonly known as a "data subject access request"). This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it.

b)    Request correction of the personal information that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.

c)     Request erasure of your personal information. This enables you to ask us to delete or remove personal information where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal information where you have exercised your right to object to processing (see below).

d)    Object to processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal information for direct marketing purposes.

e)    Request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of personal information about you, for example if you want us to establish its accuracy or the reason for processing it.

f)      Request the transfer of your personal information to another party.

g)    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 contact Leanne Clinton.  Please note, there are some specific circumstances where these rights do not apply and we can refuse to deal with your request

You will not have to pay a fee to access your personal information (or to exercise any of the other rights). 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.

We may need to request specific information from you to help us confirm your identity and ensure your right to access the information (or to exercise any of your other rights). This is another appropriate security measure to ensure that personal information is not disclosed to any person who has no right to receive it.

In the limited circumstances where you may have provided your consent to the collection, processing and transfer of your personal information for a specific purpose, you have the right to withdraw your consent for that specific processing at any time. To withdraw your consent, please contact Leanne Clinton. Once we have received notification that you have withdrawn your consent, we will no longer process your information for the purpose or purposes you originally agreed to, unless we have another legitimate basis for doing so in law.

 

12.  Complaints:

We take any complaints we receive about the collection and use of personal information very seriously.  We would encourage you to bring it to our attention if you think that our collection or use of information is unfair, misleading or inappropriate.  You can make a complaint at any time by contacting us (see contact details section below).

If you think our collection or use of personal information is unfair, misleading or inappropriate or if you have concerns about the security of your personal information, you also have the right to make a complaint to the Information Commissioner’s Office.  You can contact the Information Commissioner’s Office at the following address:

Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

 

Contact us:

You can e-mail us at office@prlettings.com or write to us at the following address:

6 Cross Street, Preston, Lancashire, PR1 3LT

Tel: 01772 284606

If you have any questions about this Privacy Notice or how we handle your personal information, please contact Leanne Clinton using the details above.

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