Employee Privacy Notice

Data Protection Officer:

Candour Talent Ltd
The Innovation Centre
Festival Drive
Ebbw Vale
NP23 8XA

Tel: 01495 421 926
Email: recruitment@candourtalent.co.uk

Candour Talent collects and processes personal data relating to its employees to manage the employment relationship. Candour Talent is committed to being transparent about how it collects and uses that data and to meeting its data protection obligations

What information does Candour Talent collect?

Candour Talent collects and processes a range of information about you. This includes:

  • your name, address and contact details, including email address and telephone number, date of birth and gender;
  • the terms and conditions of your employment;
  • details of your qualifications, skills, experience and employment history, including start and end dates, with previous employers and with Candour Talent;
  • information about your remuneration, including entitlement to benefits such as pensions or insurance cover;
  • details of your bank account and national insurance number;
information about your marital status, next of kin, dependants and emergency contacts; information about your nationality and entitlement to work in the UK;
  • information about your criminal record;
details of your schedule (days of work and working hours) and attendance at work;
  • details of periods of leave taken by you, including holiday, sickness absence, family leave and sabbaticals, and the reasons for the leave;
  • details of any disciplinary or grievance procedures in which you have been involved, including any warnings issued to you and related correspondence;
  • assessments of your performance, including appraisals, performance reviews and ratings, performance improvement plans and related correspondence;
  • information about medical or health conditions, including whether or not you have a disability for which Candour Talent needs to make reasonable adjustments; and
  • equal opportunities monitoring information, including information about your ethnic origin, sexual orientation, health and religion or belief.

Candour Talent may collect this information in a variety of ways. For example, data might be collected through application forms, CVs or resumes; obtained from your passport or other identity documents such as your driving licence; from forms completed by you at the start of or during employment (such as benefit nomination forms); from correspondence with you; or through interviews, meetings or other assessments.

In some cases, Candour Talent may collect personal data about you from third parties, such as references supplied by former employers, information from employment background check providers, information from credit reference agencies and information from criminal records checks permitted by law.

Data will be stored in a range of different places, including in your personnel file, in Candour Talent's HR management systems and in other IT systems (including Candour Talent's email system).

Why does Candour Talent process personal data?

Candour Talent needs to process data to enter into an employment contract with you and to meet its obligations under your employment contract. For example, it needs to process your data to provide you with an employment contract, to pay you in accordance with your employment contract and to administer benefit and pension entitlements.

In some cases, Candour Talent needs to process data to ensure that it is complying with its legal obligations. For example, it is required to check an employee's entitlement to work in the UK, to deduct tax, to comply with health and safety laws and to enable employees to take periods of leave to which they are entitled.

In other cases, Candour Talent has a legitimate interest in processing personal data before, during and after the end of the employment relationship. Processing employee data allows Candour Talent to:

  • run recruitment and promotion processes;
  • maintain accurate and up-to-date employment records and contact details (including details of who to contact in the event of an emergency), and records of employee contractual and statutory rights;
  • operate and keep a record of disciplinary and grievance processes, to ensure acceptable conduct within the workplace;
  • operate and keep a record of employee performance and related processes, to plan for career development, and for succession planning and workforce management purposes;
  • operate and keep a record of absence and absence management procedures, to allow effective workforce management and ensure that employees are receiving the pay or other benefits to which they are entitled;
  • obtain occupational health advice, to ensure that it complies with duties in relation to individuals with disabilities, meet its obligations under health and safety law, and ensure that employees are receiving the pay or other benefits to which they are entitled;
  • operate and keep a record of other types of leave (including maternity, paternity, adoption, parental and shared parental leave), to allow effective workforce management, to ensure that Candour Talent complies with duties in relation to leave entitlement, and to ensure that employees are receiving the pay or other benefits to which they are entitled;
  • ensure effective general HR and business administration;
  • provide references on request for current or former employees;
  • respond to and defend against legal claims; and
  • maintain and promote equality in the workplace. 

Some special categories of personal data, such as information about health or medical conditions, is processed to carry out employment law obligations (such as those in relation to employees with disabilities).

Where Candour Talent processes other special categories of personal data, such as information about ethnic origin, sexual orientation, health or religion or belief, this is done for the purposes of equal opportunities monitoring.

Who has access to data?

Your information may be shared internally, including HR, members of the Staffing and Audit Committee, the recruitment team (including payroll), your line manager, managers in the business area in which you work and IT staff if access to the data is necessary for performance of their roles.

Candour Talent shares your data with third parties in order to obtain pre-employment references from other employers, obtain employment background checks from third-party providers and obtain necessary criminal records checks from the Disclosure and Barring Service. Candour Talent may also share your data with third parties in the context of a sale of some or all of its business. In those circumstances the data will be subject to confidentiality arrangements. 

Candour Talent also shares your data with third parties that process data on its behalf, in connection with HR and payroll, the provision of benefits and the provision of occupational health services.

Candour Talent will not transfer your data to countries outside the European Economic Area.

How does Candour Talent protect data?

Candour Talent takes the security of your data seriously. Candour Talent has internal policies and controls in place to try to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by its employees in the performance of their duties.

Where Candour Talent engages third parties to process personal data on its behalf, they do so on the basis of written instructions, are under a duty of confidentiality and are obliged to implement appropriate technical and organisational measures to ensure the security of data.

For how long does Candour Talent keep data?

Candour Talent will hold your personal data for the duration of your employment. The periods for which your data is held after the end of employment are:

Retention Period

Data

2 years

Time cards (after audit)

 

Records relating to working time (from date on which they were made)

3 years

Accident records/reports (from date of last entry)

 

Income tax and NI returns, income tax records and correspondence with HMRC (from end of financial year to which they relate)

 

National minimum wage records (after the end of the pay reference period following the one that the records cover)

 

Statutory Maternity Pay records, calculations, certificates (Mat B1s) or other medical evidence (after the end of the tax year in which the maternity period ends)

5 years

Parental leave (from birth/adoption of the child or 18 years if the child receives a disability allowance)

6 years

Personnel files and training records

 

Redundancy details, calculations of payments, refunds, notification to the Secretary of State

 

Statutory Sick Pay records, calculations, certificates, self-certificates

 

Retirement Benefits Schemes – records of notifiable events, for example, relating to incapacity (from the end of the scheme year in which the event took place)

 

Wage/salary records (also overtime, bonuses, expenses)

12 years

Pension scheme investment policies (from the ending of any benefit payable under the policy)

Permanently  

Assessments under health and safety regulations

 

Your rights

As a data subject, you have a number of rights. You can:

  • access and obtain a copy of your data on request;
  • require Candour Talent to change incorrect or incomplete data;
  • require Candour Talent to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing; and
  • object to the processing of your data where Candour Talent is relying on its legitimate interests as the legal ground for processing.

If you would like to exercise any of these rights, please contact:

Data Protection Officer:
Candour Talent Ltd
The Innovation Centre
Festival Drive
Ebbw Vale
NP23 8XA

Tel: 01495 421 926
Email: recruitment@candourtalent.co.uk

If you believe that Candour Talent has not complied with your data protection rights, you can complain to the Information Commissioner.

What if you do not provide personal data?

You have some obligations under your employment contract to provide Candour Talent with data. In particular, you are required to report absences from work and may be required to provide information about disciplinary or other matters under the implied duty of good faith. You may also have to provide Candour Talent with data in order to exercise your statutory rights, such as in relation to statutory leave entitlements. Failing to provide the data may mean that you are unable to exercise your statutory rights.

Certain information, such as contact details, your right to work in the UK and payment details, have to be provided to enable Candour Talent to enter a contract of employment with you. If you do not provide other information, this will hinder Candour Talent's ability to administer the rights and obligations arising as a result of the employment relationship efficiently.

Automated decision-making

Employment decisions are not based solely on automated decision-making.