As a result of new GDPR regulations Number 8 Resourcing Ltd has established and is committed to ensuring your personal data is protected and secure.
This notice outlines how we collect and use personal information about you during and after your working relationship with us as a temporary/contract worker through our agency.
As a “Data Controller” Number 8 Resourcing Ltd is responsible for deciding how we hold and use certain personal information about you and keep you informed about the information we hold.
It is important that you read this notice, together with any other privacy notice we may provide on specific occasions when we are collecting or processing personal information about you, so that you are aware of how and why we are using such information.
Number 8 Data Protection Key Objectives:
Current Data Protection regulations state that the personal information we hold about you must be:
- Used lawfully, fairly and in a transparent way.
- Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes.
- Relevant to the purposes we have told you about and limited only to those purposes.
- Accurate and kept up to date.
- Kept only as long as necessary for the purposes we have told you about.
- Kept securely.
Reason for storing your personal data:
The key reason your personal information will be retained on our internal database is so we can find temp work opportunities with our clients. The information will help us target the right people with the right experience & qualifications, in the right locations.
Your Information includes:
The information covered in this legislation relates to anything that identifies you personally and could be used by others.
- Personal contact details such as name, title, addresses, telephone numbers, and personal email addresses.
- Date of birth.
- Emergency contact information.
- National Insurance number.
- Pay rates, annual leave, pension and benefits information relating to the pay and benefits you receive via your agency.
- Dates of your assignments with us.
- Locations of workplace.
- Copy of driving licence.
- Recruitment and skills information provided to us (including copies of right to work documentation, references and other information included in a CV).
- Engagement records (working hours).
- Biometric or electronic information obtained from places of work (such as swipe card/site entry records.)
- Photographs or scanned images provided by you for our records.
It is unlikely we will ever require the following sensitive information, however if for whatever reason we have this information on your file we will inform you and ensure you are happy that we retain it:
- Information about your race or ethnicity, religious beliefs, sexual orientation and political opinions.
- Information about your health, including any medical condition, health and sickness records.
Collecting Personal Information from you
Most of the personal information we have for you will be collected during registration with Number 8. At this time you will be asked to agree that you consent to us holding this information for the purpose of finding you work opportunities. After you have registered we may require and collect the following information from you and retain this on your file:
- Change of your address or contact details
- Change of your banking or financial information
- Renewal of existing qualifications or certification
- New qualifications or certification relevant to your work opportunities
- Changes to your “Right to Work” or Immigration status that could affect your ability to work legally in the UK
Using your Personal Information
It is important for us to have this information so we can find work opportunities for you and that is the only reason we will hold and use the information you provide us with.
We will only share information with the clients you are working with and will only pass on relevant information that is required for that specific engagement.
We will ensure the recipients of your information have adequate security in place to hold your information before sending it.
We will never pass on your information to any third party that has no legitimate interest or for any reason that would not be in your interest.
We will make every effort to ensure our database storage systems are secure from external attackers.
If required by law we may have to pass your information on to authorities who have a legislative right to access this information from us. We will always notify you of any request for information from official bodies prior to passing on any information.
What do we use your information for?
The only reason we have to store your information is to contact you when we have work opportunities that fit your experience and qualifications. These are the ways we will use your information to find you work:
- Check you have the correct experience for the role
- Check you have the qualifications, certification and or cards needed for the role
- Check you have all the required documents to allow you to work in the UK
- Confirm all documents are up to date and won’t expire during the duration of the work assignment.
- Check your location is suitable for the work assignment
- Store details of your work history with Number 8
- Provide relevant details to payroll service providers with the sole purpose to process payments to you for work assignments carried out
We rely on being provided accurate information so we can provide you with the best service. Failure to provide accurate, up to date information could result in you not being contacted for work opportunities
When do we require your consent to pass on your information?
We do not require your consent if the request is from a government authority, however we will always notify you of any request for your personal information.
Will we require information about criminal convictions?
We do not envisage that we will hold information about criminal convictions you may have unless they are specifically related to the work that you carry out. If we do hold this information we would only pass
How secure is my information with third-party service providers?
All 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.
Transferring information outside the EU
We do not anticipate transferring your information outside of the EU.
Number 8 Resourcing Data Security
We have made every effort to ensure we have adequate IT security measures in place to ensure your information is secure. Internal access to your personal information is only available to those who have a legitimate interest in accessing it.
How long will we store your information for?
We can hold your personal information as long as we have a legitimate reason for keeping it on our system. This means that if you are actively working with us or we are providing you with work opportunities. If your situation changes and you inform us that you no longer want to be considered for work opportunities we will remove all your personal information from our database. If we have not contacted you or you have not contacted us for a period of 2 years, we will request permission to continue to hold your personal data.
In some circumstances we may remove all identifying details that your personal information so that it can no longer be associated with you.
Your Rights and obligations
- You have a duty to inform us of any changes to the information you have provided to us. We can then update your details
- You have the right to:
- Request access to your personal information (commonly known as a “data subject access request”). This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it.
- Request correction of the personal information that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.
- Request the erasure of your personal information. This enables you to ask us to delete or remove personal information where there is no good reason for us continuing to process it. You also have the right to ask us to stop processing personal information where we are relying on a legitimate interest and there is something about your particular situation which makes you want to object to processing on this ground.
- Request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of personal information about you, for example if you want us to establish its accuracy or the reason for processing it.
- Request the transfer of your personal information to another party.
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 the DPO 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.
Withdrawing your consent
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. 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.
CHANGES TO THIS PRIVACY NOTICE
We reserve the right to update this privacy notice at any time, and we will provide you with a new privacy notice when we make any substantial updates. We may also notify you in other ways from time to time about the processing of your personal information.