Employee Privacy Policy

From 25 May 2018, the new EU General Data Protection Regulation (GDPR) will be coming into effect across all member states. In order to comply with the new requirements of this law, and ensure that our Team Verdant members understand what we do with their personal data, we have updated our Employee Privacy Policy. A summary of the changes is below and the full policy can be downloaded from Youmanage.

How Do We Collect Your Personal Data?
We may collect your personal data in a number of ways:

  • When you contact us either by telephone, email or letter;
  • When you apply for a vacancy internally or externally;
  • When we collect data through the implementation of any Company Policy e.g. Disciplinary;
  • In the course of managing your employment with Verdant Leisure;
  • When you use any HR service;
  • When we receive your data from third parties, e.g. references, recruitment agencies
  • When you enter an area covered by CCTV (for specific information on our use of CCTV, please see our CCTV Policy)

What Type of Data Do We Process and Why?
Personal data means any information about an individual from which that person can be identified. We may collect the following types of personal data:

  • Your name, address, contact information, right to work documentation, employment history, qualifications and such data related to the management of, and communication with, our employees, e.g. recruitment, promotion, training, development, redeployment, disciplinary
  • Your emergency contact’s details for contacting next of kin and arranging medical attention in connection with death, illness or injury of an employee whilst at work
  • Your bank, NI and tax details for the calculation of payroll data and the determination and calculation of certain benefits, including pensions
  • Information related to our compliance with statutory requests from the Inland Revenue, the Department for Work and Pensions and other relevant public authorities/agencies

Sensitive personal data means information about an individual which is of a particularly sensitive nature. We may collect the following types of sensitive personal data:

  • Your physical and/or mental health where it is necessary. For example, to record absence from work due to sickness, to make appropriate referrals to a GP or to make any necessary arrangements or adjustments to the workplace in the case of disability.
  • Your racial or ethnic data, where such information is volunteered, for monitoring in line with our Equality policy
  • Your criminal convictions where a criminal records check is required for the job role

How Do We Use Your Personal Data?
We will only use your personal information when the law allows us to in the following circumstances:

  • Where we need to enter into a contract with you, or perform the contract we have entered into with you.
  • Where we need to comply with a legal obligation.
  • 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.
  • Where we have your consent.

We will only use your personal information for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. Please note that we may process your personal information without your knowledge or consent where it is required or permitted by law.

Who Do We Share Your Data With?
We may have to share your data with third parties in order to meet our contractual or legal obligations, or where we have a legitimate business interest to do so. We require all third parties to respect the security of your data and to treat it confidentially and in accordance with the law.

What Security Measures Are in Place?
We take the security of your personal data very seriously and 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. We have procedures in place to deal with any suspected data breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.

How Long Do We Keep Your Data For?
We only retain your personal information for as long as necessary to fulfil the purposes we collected it for, including the purposes of satisfying any legal, accounting or reporting requirements. If you are an unsuccessful job applicant, we will keep your details for 6 months from the closing date of the vacancy. If you are, or were, an employee, we will keep your personal information for 7 years from the termination of your employment.
Once no longer required, personal data is disposed of securely and confidentially (e.g. shredding).

What Are Your Rights Regarding Your Information?
Under certain circumstances, by law you have the right to:

  • 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.
  • Request correction of the personal information that we hold. This enables you to have any incomplete or inaccurate information we hold about you corrected.
  • Request erasure of your personal information. This enables you to ask us to delete or remove personal information where you believe there is no good reason for us continuing to process it.
  • Object to the processing of your personal information where we are relying on a legitimate interest and there is something about your particular situation which makes you want to object to processing on this ground.
  • Request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of your information, for example is you want us to establish its accuracy or the reason for processing it.
  • Request the transfer of your personal information to another party.
  • Withdraw your consent for specific processing. This enables you to tell us that you no longer want us to process your data, for a specific purpose you had previously consented to. Once we receive notification that you have withdrawn consent, we will no longer process your information for the purpose you originally agreed to, unless we have a legitimate basis for doing so.

To exercise any of these rights, please write to the Commercial Director, Verdant Leisure, 10 Mannin Way, Caton Road, Lancaster, Lancashire, LA1 3SW.