Your data and what we use it for
As your employer or potential employer, the Company needs to request, keep and process information about you for normal employment purposes. The information we hold and process will be used for our management and administrative use only. We will keep and use it to enable us to run the business and manage our relationship with you effectively, lawfully and appropriately, during the recruitment process, whilst you are working for us, at the time when your employment ends and after you have left.
This includes using information to enable us to comply with the employment contract, to comply with any legal requirements, pursue the legitimate interests of the Company and protect our legal position in the event of legal proceedings.
Some of this data is defined as sensitive data, such as your medical history.
Much of the information we hold will have been provided by you, but some may come from other internal sources, such as your manager, or in some cases, external sources, such as referees or pre-employment checks.
We will only disclose information about you to third parties if we are legally obliged to do so or where we need to comply with our contractual duties to you, for instance we may need to pass on certain information to pension or health insurance schemes.
If in the future we intend to process your personal data for a purpose other than that which it was collected, we will provide you with information on that purpose and any other relevant information and seek your consent to do so.
How long we will keep your data for and how we will protect it
Your personal data will be stored for a period of 6 months following an application for employment and, in the case of a job offer being accepted, for a period of 6 years after your employment ends.
Data will be processed in a manner that ensures appropriate security of the personal data, including protection against unauthorised or unlawful processing and against accidental loss, destruction or damage, using appropriate technical or organisational measures. This includes any data we share with a data processor who provides services on our behalf.
Your data rights and our obligations to you
Under the General Data Protection Regulation (GDPR) and The Data Protection Act 2018 (DPA) you have a number of rights with regard to your personal data.
You may ask us for a copy of the information we hold about you. To request a copy of the information we hold, please contact us at the address below. This includes the transfer of information to another organisation if feasible.
If any information we hold is inaccurate, you may ask us to rectify any inaccuracy and we will inform any third parties to whom the data has been provided
In specific circumstances, you can ask us to delete information we hold. This will depend on any consent already provided to us and your employment status. You can also object to, or ask us to restrict, the processing of your data.
If you have provided consent for the processing of your data you have the right (in certain circumstances) to withdraw that consent at any time which will not affect the lawfulness of the processing before your consent was withdrawn.
You have the right to lodge a complaint to the Information Commissioners' Office if you believe that we have not complied with the requirements of the GDPR or DPA 18 with regard to your personal data.
If you are unhappy with the handling of your personal data, you have the right to refer the matter to the Information Commissioners Office who will thoroughly investigate your concerns. They are contactable on 0303 123 1113 or go to www.ico.org.uk/concerns/handling for more information. Please however contact us in the first instance as we may be able to resolve the issue directly.
Identity and contact details of controller and data protection officer
Direct Life and Pension Services Ltd is the controller of data for the purposes of the DPA 18 and GDPR.
If you have any concerns as to how your data is processed you can contact our HR Manager.
The Data Protection Officer is Ryan Mustchin, Head of Compliance and Agency, Direct Life, Friars House, 52A East Street, Chichester, West Sussex, PO19 1JG.