Employee Privacy Policy

Employee Fair Processing Notice

  1. About this document

This document sets out how the companies within the A-Plan Group deal with personal data relating to their employees and job applicants.

We take data processing and data protection very seriously.  If you have any questions relating to data protection and the way we handle your personal data you should contact Jonathan Cumpstey our Data Protection Officer, at DPO@aplan.co.uk.

This notice does not form part of your employment contract and we may amend it at any time – if we do we will advise you of the changes. 

  1. What personal data do we collect, hold and use?

We collect, hold and process various categories of personal data about you necessary to the relationship of employer and employee.  These categories include:-

  • name, gender, home address, date of birth, marital status, emergency contacts, salary information, bank and tax information, pensions, national insurance number and other benefits information;
  • nationality and passport/right to work information;
  • date of employment, promotions, date and details of resignation/termination, work and educational history, criminal convictions (where relevant for your role), professional certificates and registrations;
  • holiday records, performance appraisals, disciplinary and grievance investigations and outcomes;
  • health details including sick pay, absence information and medical reports; and
  • voicemails, emails, correspondence and other work communications created, stored or transmitted by you using our systems.
  1. Where does your personal data come from?

Information relating to you comes from a number of sources.  Much of it will be provided by you during the recruitment process and throughout your period of employment with us.  Other personal information (such as references, appraisals and work related correspondence) is created or obtained during the course of your recruitment and/or employment.

  1. What do we do with your personal data?

We will only process your personal data [for our legitimate interests] to identify you including were relevant, as part of business processing, to manage all aspects of our employment relationship with you, to deal with payroll, benefits, legal and contractual matters and to maintain the security of our premises and systems.  We may also process your personal data to validate your right to work in the UK and your suitability for employment with us.  We do not use your personal data for marketing purposes.

We process your personal data in accordance with the data protection law that applies to the UK and European Union.  We will not process your personal data in any way which you would not expect.

  1. Who receives your personal data?

Your personal data may be disclosed to and processed by HR staff, line managers and other employees of the Company.  All such persons are required to keep your personal data safe and secure.

We may also use various third parties to process your personal data as part of our employment.  These may include outsourced payroll providers, external training providers, medical advisers, IT hosting and maintenance providers and, on occasion, lawyers.  These third parties are carefully selected and under obligations to keep your personal data safe and secure.  We will only provide these third parties the minimum personal data that they need and ensure that they only process it to the extent necessary to provide their limited services to us.

  1. Transferring personal data outside of the UK

All of your personal data is processed within the UK.  However, for the purposes of IT hosting and maintenance, this information may be located on servers outside of the European Union.  We have in place controls in place to ensure that your personal data is process responsibly and securely and not disclosed unnecessarily.  Third parties are not given access to your personal data unless the law allows them to do so. 

  1. Safeguards to protect personal data

We have implemented procedures and technologies to protect your personal data.  It is held securely in our systems and accessible only by the HR team, managers and employees where appropriate. 

  1. Retention of your personal data

Your personal data is kept throughout your employment with us.  If you leave our employment we will retain relevant personal data for six years in case there are any legal or tax issues.  As an employer we have a legitimate interest in doing so. After that period we will delete and destroy all personal data other than we will retain only your full name, date of birth, job title and salary details so that we can track and analyse the company’s growth and development and in case you apply to re-join the company in the future.

  1. Your data subject rights

You have the right to ask for access to a copy of some or all of the personal data that we hold about you.  If you would like a copy please speak to the Data Protection Officer.

If you suspect that any personal data that we hold about you is inaccurate or out of date, please let us know so that we can rectify it.  In some circumstances you may be entitled to restrict the processing of your personal data or have your personal data erased.  Your rights are;

  1. The right to be informed
  2. The right of access
  3. The right to rectification
  4. The right to erasure
  5. The right to restrict processing
  6. The right to data portability
  7. The right to object
  8. Rights in relation to automated decision making and profiling.

Please note that if you request your data to be erased we will consider your request against our legitimate interests in retaining the data and advise you of our decision.

  1. Right to lodge a complaint with the ICO

If you have any questions about data protection or are unhappy with the way we have handled your personal data please speak to the Data Protection Officer.  You also have the right to lodge a complaint with the Information Commissioner’s Office.

See our vacancies section for a full list of our latest roles.