Flexworks HR Consulting Ltd, is a ‘data controller’, which means that we are responsible for deciding how we hold and use your personal information. When we say ‘we’, ‘us’ or ‘our’ in this policy, we are referring to Flexworks HR Consulting Ltd. We are registered as a data controller with the Information Commissioner’s Office.
Our contact details.
Name: Laura Majewski
Address: 46 Long Down Avenue, Stoke Gifford, Bristol, BS16 1FP
Phone Number: 07979 773769
Personal data we collect about you.
Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data). There are ‘special categories’ of more sensitive personal data which require a higher level of protection. The personal data about you which we collect, store, and use may include but is not limited to the following categories:
· personal contact details such as name, title, addresses, telephone numbers, and personal email addresses.
· work contact details.
· date of birth.
· information to enable us to verify your identity, such as driving licence, utility bill or passport.
· a copy of your signature including copies of documents you sign in your name or on behalf of a business.
· financial information such as bank details, tax details and source of funds information and details of any relevant sanctions.
· details of your professional social media presence, such as LinkedIn.
· your/ your employee’s employment details, including salary and benefits, misconduct, sickness, performance, or grievance.
· your nationality and immigration status and information from related documents.
· any other personal data relevant to our clients’ instructions or the operation of our business.
· job application details, e.g., date of birth, employment history, qualifications, references, equality, and diversity monitoring information.
· ‘Special category data’, including data relating to health (including disabilities), ethnicity, race, religious beliefs, trade union membership and genetic information and biometric data.
· information about criminal convictions and offences.
· audio, video, and CCTV recordings; and/or
· information gathered through the automated monitoring of our websites, computer networks, and communication e.g., Google Analytics, Google Adwords or Bing.
How your personal data is collected.
We collect most of your personal data from you direct. However, we may also collect information via third party sources. Those third-party sources include but are not limited to:
· publicly accessible sources such as Companies House.
· third parties (with your consent) such as your bank / building society, your employer and trade union, your doctors and other health professionals, consultants, and other professionals with whom we may engage in relation to a case.
· networking and social events.
· correspondence we may receive from third parties about you or your case.
· third parties relevant to an application for employment (e.g., referees).
· cookies on our website - see our cookies policy.
· customer relationship management systems.
· automated monitoring of our websites, computer networks, communications systems, and connections; and/or
· systems to ensure the security of our clients’ premises, including security CCTV footage.
Legal grounds for using your personal information.
We will only process your personal information where we have a lawful basis for doing so.
Under the General Data Protection Regulation (GDPR), the lawful bases we rely on for processing this information are:
· Where you have given us your consent. You can remove your consent at any time. You can do this by contacting firstname.lastname@example.org
· Where we have a contractual obligation. To decide whether to enter a contract with you or to perform that contract with you. We rely on this lawful basis to process your personal information to perform our contract for human resources services with you.
· Where we have a legitimate interest to process your information, provided your interests and fundamental rights do not override those interests. We may market our services to you on the grounds of legitimate interest, but we will always give you the option to opt-out of those communications.
Some of the above grounds for processing can overlap and there may be several grounds which justify our use of your personal information.
How we use your personal information
We may use your data in the following ways:
· to create client records and files to enable us to provide human resources services.
· to conduct checks to identify our clients and verify their identity.
· to respond to a request for or query about your personal information.
· to process your request to provide services to us as a third-party supplier and monitor your contractual arrangement with us.
· to send you marketing information, including updates on products, services, and details of events in which we believe you might be interested.
· to process it in accordance with our business and to provide statistical analysis, including checking for conflicts of interests, monitoring client service delivery, and recording complaints.
· for the purposes of complying with our professional obligations.
How we store your personal information
Your information is securely stored electronically in our IT systems.
We only keep your personal information for as long as we need to, to be able to use it for the reasons given in this privacy notice, and for as long as we are required to keep it by law. We will then securely destroy and dispose of your information.
Your data protection rights.
Under data protection law, you have rights including:
· Your right of access - You have the right to ask us for copies of your personal information.
· Your right to rectification - You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
· Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances.
· Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal information in certain circumstances.
· Your right to object to processing - You have the right to object to the processing of your personal information in certain circumstances.
· Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.
· You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.
Please contact us at email@example.com if you wish to make a request.
How to complain
If you have any concerns about our use of your personal information, you can make a complaint to us at firstname.lastname@example.org
You can also complain to the ICO if you are unhappy with how we have used your data.
The ICO’s address:
Information Commissioner’s Office
Helpline number: 0303 123 1113
ICO website: https://www.ico.org.uk