Promedica24 UK Ltd is committed to protecting the privacy and security of your personal information. We only collect and use personal data in line with the General Data Protection Regulation, the Data Protection Act and any other applicable laws and regulations.
This Privacy Notice informs you (the ‘data subject’) about our processing activities: the data we hold, why we use it, how long we will retain it for, and other relevant information.
Any questions and requests regarding personal data may be sent to our Data Protection Officer by sending an email to: email@example.com or by phone: +44 20 331 54759, or by post: Cassiobury House, 11-19 Station Road, Watford, WD17 1AP.
This notice is issued by Promedica24 UK Ltd (the ‘data controller’); it applies only to Employees Workers & Contractors . This notice does not form part of any contract between you and Promedica24 UK Ltd.
Please also note that the following entities may act as joint controllers with Promedica24 UK Ltd.
We ensure any personal data we hold about you is:
Personal data 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).
We collect, store, and use the following categories of personal information about you:
We may collect, store and use “special categories” of more sensitive personal information in line with our Processing Sensitive Data Policy, these categories are marked (S) in the list above. Special categories of personal data are more sensitive personal data which require a higher level of protection.
We use the types of personal data above on the following legal bases:
The situations in which we will process your personal information are listed below:
Some of the above grounds for processing will overlap and there may be several grounds which justify our use of your personal information.
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. If we need to use your personal information for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.
We usually only collect information for Data Subjects directly.
In the context of employment, we may also have obtained your data from one of the sources below.
We will also collect some of the information in the categories above in the course of your employment.
Where we process Personal Data to comply with our legal obligations you must provide this information.
If you fail to provide certain information when requested we may be prevented from: performing the contract we have entered into with you, complying with our legal obligations, or achieving our legitimate interests.
We will share your personal information with other entities in our group as part of our regular reporting activities on company performance, in the context of a business reorganisation or group restructuring exercise, for system maintenance support and hosting of data. Group entities are required to take appropriate security measures to protect your personal information in line with our policies.
We use some third-party service providers (the ‘processors’) who process data for us under strict instructions and under a binding contract with us. Our processors provide the following services:
Processors are required to take appropriate security measures to protect your personal information in line with our policies. We do not allow our processors 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.
Your data will also be stored by entities operating in the United States of America. These entities have joined the Privacy Shield program, approved by the European Commission, which means that they properly protect personal data.
You will not be subject to decisions that will have a significant impact on you based solely on automated decision-making, unless we have a lawful basis for doing so and we have notified you.
We retain personal data in these categories for these periods:
|Bank details||For the duration of contract only|
|CCTV footage||3 months|
|Contractor information||Duration of contract plus 6 years|
|DBS documents||6 months following commencement of employment unless relevant to ongoing employment in which case duration of employment plus 6 years|
|Employment application documents||6 months from the end of the recruitment process if application unsuccessful and for the duration of employment plus 6 years if successful|
|Health surveillance related health records||40 years|
|Legal claims||Duration of any litigation (actual or intimated)|
|Maternity records||3 years from the end of the relevant tax year|
|Payroll information||3 years form the end of the relevant tax year|
|Pension information||Duration of employment plus 6 years|
|Personnel file data||Duration of contract plus 6 years|
|Right to work documents||Duration of employment plus 2 years|
|SSP records and GP Fit Notes retained for SSP purposes||3 years from the end of the relevant tax year|
|Working time opt-out records||Duration of contract and at least 2 years from creation date|
It is important that the personal information we hold about you is accurate and current. Please keep us informed if your personal information changes during the recruitment process.
Under certain circumstances, by law you have the right to:
If you want to review, verify, correct or request erasure of your personal information, object to the processing of your personal data, or request that we transfer a copy of your personal information to another party, please contact us in writing.
You will not have to pay a fee to access your personal information (or to exercise any of the other rights). However, we may charge a reasonable fee if your request for access is clearly unfounded or excessive. Alternatively, we may refuse to comply with the request in such circumstances.
We may need to request specific information from you to help us confirm your identity and ensure your right to access the information (or to exercise any of your other rights). This is another appropriate security measure to ensure that personal information is not disclosed to any person who has no right to receive it.
In the limited circumstances where you may have provided your consent to the collection, processing and transfer of your personal information for a specific purpose, you have the right to withdraw your consent for that specific processing at any time. To withdraw your consent, please notify us on the email address above. Once we have received notification that you have withdrawn your consent, we will no longer process your information for the purpose or purposes you originally agreed to, unless we have another legitimate basis for doing so in law.
If you have any concerns or complaints about data protection you should first raise this with us either by email to: firstname.lastname@example.org or by phone: +44 20 331 54759, or by post: Cassiobury House, 11-19 Station Road, Watford, WD17 1AP.
If you have a complaint or concern that has not been remedied internally, you may choose to raise this with the Information Commissioner’s Officer (ICO). Visit www.ico.org for more information.