Data Protection Principles Here is how Llamau complies comply with data protection law which states that the personal information we hold. Expand We comply with data protection law which states that the personal information we hold about you must be: 1. Used lawfully, fairly and in a transparent way.2. Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes.3. Relevant to the purposes we have told you about and limited only to those purposes.4. Accurate and kept up to date.5. Kept only as long as necessary for the purposes we have told you about.6. Kept securely.
The Kind of Information We Hold About You Most of the ‘personal data’ that we process is information that you have already given to us when you applied for your position with Llamau Expand Most of the ‘personal data’ that we process is information that you have already given to us when you applied for your position with Llamau. 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. We will collect, store, and use the following categories of personal information about you: • Personal details such as name, title, address, telephone number and email. • Date of birth.• Gender.• Marital status and dependants.• Next of kin and emergency contact information. • National Insurance number.• Bank account details, payroll records and tax status information.• Salary, annual leave, pension and benefits information.• Start date.• Location of employment or workplace.• Copy of driving licence.• Recruitment information (right to work documentation and references).• Employment records (job titles, work history, training and professional memberships).• Performance management information.• Disciplinary and grievance information.• CCTV footage and record of your use of our IT systems.• Photographs. We will also collect, store and use the following “special categories” of more sensitive personal information: • Information about your ethnicity, religion, sexuality and gender.• Trade union membership.• Information about your health, disability, sickness records. We also hold information about criminal convictions and offences.
How is Your Personal Information Collected? How is Your Personal Information Collected by Llamau? Expand We typically collect personal information about employees and workers through the application and recruitment process, either directly from candidates, from an employment agency or candidates’ former employers. We will collect additional personal information throughout the period of you working for us.
How We Will Use Information About You Here is how Llamau will use information about you. Expand 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: • Where we need to 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. We may also use your personal information in the following situations, which are likely to be rare: • Where we need to protect your interests.• Where it is needed in the public interest or for official purposes.
Situations in Which We Will Use Your Personal Information Here is an explanation on how Llamau will use your personal information. Expand Making a decision about your recruitment or appointment.• Determining the terms on which you work for us.• Checking you are legally entitled to work in the UK.• Paying you.• Liaising with your pension provider.• Administering the contract we have entered into with you.• Business management and planning, including accounting and auditing.• Conducting performance reviews and managing performance.• Making decisions about salary reviews and compensation.• Assessing qualifications for a role or task.• Gathering evidence for grievance or disciplinary investigation and hearing.• Making decisions about your continued employment or engagement.• Making arrangements for the termination of our working relationship.• Education, training and development requirements.• Dealing with legal disputes involving you, other employees and workers.• Ascertaining your fitness to work.• Managing sickness absence.• Complying with health and safety.• To monitor your use of our information systems.• To ensure network and information security• To review data to better understand employee engagement and retention.• Equal opportunities monitoring. Some of the above grounds for processing will overlap and there may be several grounds which justify our use of your personal information. Personal data is kept in employee and worker individual personnel files or within Llamau’s HR and IT Systems.
Legal Basis for Processing Under the General Data Protection Regulations we must have a ‘legal basis’ for any processing of personal information. Expand Under the General Data Protection Regulations we must have a ‘legal basis’ for any processing of personal information. We may process your personal information without your knowledge or consent where this is required or permitted by law.
Sensitive Personal Information We will use information about your physical or mental health, or disability status, to enable Llamau to support your health and well-being in the workplace. Expand We also process special categories of personal information such as race, disability, ethnicity, gender and sexuality. We will use information about your physical or mental health, or disability status, to enable Llamau to support your health and well-being in the workplace. as well as to assess your fitness for work, making reasonable adjustments where required and to monitor and manage sickness absence. We will use information about your ethnicity, religion, nationality and sexual orientation, to ensure meaningful equal opportunity monitoring and reporting. If you choose or have chosen to complete the Equal Opportunities Monitoring form at the end of your application form, you may have chosen to provide Llamau with special category data. We separate this information from your application (meaning you are not able to be identified from it) and use it for monitoring purposes only, after which we destroy it. There will be no consequences if you choose not to complete this form. We do not need your consent if we use special categories of data in order to carry out our legal obligations or exercise specific rights under employment law. However, we may ask your consent to allow us to process certain particularly sensitive data. If this occurs, you will be made fully aware of the reason for the processing. As with all cases of seeking consent from you, you will have full control over your decision to give or withhold consent and there will be no consequences where consent is withheld. Consent, once given, may be withdrawn at any time. There will be no consequences where consent in withdrawn.
Information About Criminal Convictions We may only use information relating to criminal convictions where the law allows us to do so. Expand We may only use information relating to criminal convictions where the law allows us to do so. This will be where such processing is necessary to carry out our legal obligations and provided we do so in line with our Data Protection Policy and DBS Policy.We will collect information about criminal convictions given the nature of Llamau’s work with vulnerable young people and women. We will collect information about criminal convictions as part of the recruitment process, two years after starting employment with us and then every three years thereafter as per the DBS Policy. Or we may be notified of such information directly by you in the course of you working for us. We will use information about criminal convictions and offences in the following ways: • On receipt of this information regarding convictions or cautions, we will conduct a risk assessment to investigate and identify the suitability for the role or continuous employment with Llamau
Change of Purpose We will only use your personal information for the purposes for which we collected it. Expand 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. If we need to use your personal information for a different purpose, we will notify you and we will explain the legal basis which allows us to do so.
Data Sharing We may have to share your data with third parties, for example in the context of service delivery contracts, Consortia partners, TUPE transfer information, restructuring of the organisation, Disclosure and Barring Service, Charity Commissioners office. Expand We may have to share your data with third parties, for example in the context of service delivery contracts, Consortia partners, TUPE transfer information, restructuring of the organisation, Disclosure and Barring Service, Charity Commissioners office. We may at some point during your career with Llamau be contacted by other employers who have offered you employment and request an employment reference from us. We will share this information as you would have consented during the recruitment process for the employer to contact us in the event of a job offer. We require third parties to respect the security of your data and to treat it in accordance with the law.
How Secure is Your Information with Third-Party Service Providers? All our third-party service providers are required to take appropriate security measures to protect your personal information in line with our policies. Expand All our third-party service providers are required to take appropriate security measures to protect your personal information in line with our policies. We do not allow our third-party service providers to use your personal data for their own purposes. We only permit them to process your personal data for specified purposes and in accordance with our instructions.
Data Retention Read about Llamau's data retention process here. Expand How Long Will You Use My Information For?We will only retain your personal information for as long as necessary to fulfil the purposes we collected it for. If your application for employment is unsuccessful, your data will not be used for any other reason other than to provide you with feedback. Llamau will retain your application for 6 months after which time it will be destroyed end of the recruitment process. Unless there is a legal obligation to keep records for longer, records will be deleted or anonymised, six years after the end of employment / contract. In some circumstances we may anonymise your personal information so that it can no longer be associated with you, in which case we may use such information without further notice to you.Your Duty to Inform Us of ChangesIt is important that the personal information we hold about you is accurate and current. You are required to keep us informed regarding changes to your personal information during the working relationship between yourself and Llamau. Data Protection OfficerIf you have any questions about this privacy notice or how we handle your personal information, please contact the DPO, [email protected]
Data Security We will always ensure that we have technical controls in place which protect any personal details which you provide. Expand We will always ensure that we have technical controls in place which protect any personal details which you provide. We will store all of your personal information on our password-protected and firewall protected servers.We have procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach.
Complaints For Relief Workers If you are unhappy with the way we are processing your data, we would like you to get in touch to let us know. You can make a complaint by following our General Complaints Procedure Expand If you are unhappy with the way we are processing your data, we would like you to get in touch to let us know. You can make a complaint by following our General Complaints Procedure You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues. You can also find more information about your rights as a data subject on the Information Commissioner’s Office website.