Reside MANCHESTER (‘we’ or ‘us’) collect, use and are responsible for certain personal information about you. When we do so we are regulated under the General Data protection Regulations and we are responsible as ‘controller’ of that personal information for the purposes of those laws.
This notice applies to current and former employees, workers and contractors. This notice does not form part of any contract of employment or other contract to provide services
Reside Manchester Data Protection Officer: Laura Howard Office Manager
Address: 249 Deansgate MANCHESTER M3 4EN
Phone Number: 0161 837 2840
Personal Data Type
We may receive information about you from other sources.
This information includes: References – Past Employers
We will add this information to the information we hold about you for the following purposes: Support a job application
Sensitive personal information includes any information which relates to the following:
Some examples of the types of personal sensitive personal information we process include:
Sickness Self-Certification and Fitness Notes relating to your physical and mental well-being
There may be circumstances when you provide us with information about a third party relevant to your employment such as references for others; solicitor correspondence etc. If you do, you are responsible for ensuring data protection legislation is complied with, they have been provided with a copy of this privacy notice, and that you have a suitable legal justification for sharing their personal and/or sensitive data with us.
If you have been appointed by an individual to act on their behalf, you must provide written proof of authority to act on their behalf as we may request together with proof of your identity.
We may also monitor, intercept, read and/or record your telephone, email and other electronic communications for the purpose of monitoring and recording to establish facts, to establish compliance with regulatory procedures, to prevent or detect crime, to investigate or detect the unauthorised use of our systems or to ascertain compliance with our practices or procedures. We may also monitor and record communications to check that they are relevant to its business.
We may process personal data and sensitive personal data concerning you in our manual and computerised/automated filing systems internally and, so far as is reasonably necessary, externally, for the purposes of complying with statutory requirements, meeting our legitimate interests, properly conducting our business, complying with the terms of your employment and for all purposes in connection with your employment with us.
We may share your information with:
We will only retain your personal information for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting or reporting requirements.
To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.
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. Once you are no longer an employee, worker or contractor of the company we will retain and securely destroy your personal information.
We rely on the following as the lawful basis on which we collect and use your personal information:
(1). You have given your consent;
(2). It is necessary for entering into or performing a contract with you (*);
(3). It is necessary for compliance with a legal obligation (**);
(4). legitimate interests (***);
The legitimate interests relied upon are as follows:
to ensure individual has the right to work in the UK
to allow fulfilment of employment contract
(5) it is necessary for the performance of a task carried out in the public interest
We need all the categories of information in the list above primarily to allow us to perform our contract with you (*) and to enable us to comply with legal obligations (**). In some cases we may use your personal information to pursue legitimate interests (***), provided your interests and fundamental rights do not override those interests. The situations in which we will process your personal information are listed below.
We have indicated by asterisks the purpose or purposes for which we are processing or will process your personal information, as well as providing a description of which categories of data are involved.
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.
Please note that we may process your personal information without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.
The basis upon which we process your sensitive information (i.e. special category as defined in the GDPR) is:
(1). for employment, social security or social protection reasons;
(2). the explicit consent of users;
(3). to protect the vital interests of the data subject;
(4). that such sensitive information has been made publicly available by the data subject;
We [envisage OR do not envisage] that we will hold information about criminal convictions. [We will only collect information about criminal convictions if it is appropriate given the nature of the role and where we are legally able to do so.] [Where appropriate, we will collect information about criminal convictions as part of the recruitment process or we may be notified of such information directly by you in the course of you working for us.]
The consequence to you of our use of your personal information is:
For fulfilment of the employment contract. If you fail to provide certain information when requested, we may not be able to perform the contract we have entered into with you (such as paying you or providing a benefit), or we may be prevented from complying with our legal obligations (such as to ensure the health and safety of our workers).
We have appropriate security measures in place to prevent personal information from being accidentally lost, or used or accessed in an unauthorised way. We limit access to your personal information to those who have a genuine business need to know it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.
We will also use technological and organisation measures to keep your information secure. These measures may include the following examples:
All data secured with access restricted to those who need access e.g. Office Manager; Payroll etc
We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.
In the course of your duties you may have access to the personal data of other individuals during the course of your employment. You must undertake any mandatory Reside MANCHESTER data protection training, and ensure that you do not inappropriately obtain, retain, amend, use, delete, transmit or compromise the security of the personal data of others.
Failure to comply with your data protection obligations puts at risk the individuals whose personal information is being processed, carries the risk of significant civil and criminal sanctions for you and Reside MANCHESTER and may, in some circumstances, amount to a criminal offence for which you are personally liable. Because of the importance of data protection obligations, it may lead to disciplinary action under our procedures, up to and including dismissal for gross misconduct.
If at any time you have any queries, you should contact us immediately.
Under the General Data Protection Regulation, you have a number of important rights free of charge. In summary, those include rights to:
For further information on each of those rights, including the circumstances in which they apply, see the Guidance from the UK Information Commissioner’s Office (ICO) on individual’s rights under the General Data Protection Regulations (http://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/)
If you would like to exercise any of these rights, please:
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.
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 contact [POSITION]. 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 would like this policy in another format (for example: audio, large print, braille) please contact us using the details at the end of the policy.
Automated decision-making takes place when an electronic system uses personal information to make a decision without human intervention. We are allowed to use automated decision-making in the following circumstances:
If we make an automated decision on the basis of any particularly sensitive personal information, we must have either your explicit written consent or it must be justified in the public interest, and we must also put in place appropriate measures to safeguard your rights.
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 do not envisage that any decisions will be taken about you using automated means, however we will notify you in writing if this position changes.]
If you have any concerns about our use of your personal information, you can make a complaint to us at the address below.
You can also complain to the Information Commissioner’s Office (ICO) if you are unhappy with how we have used your data. The ICO’s address is:
Wycliffe House, Water Lane, WILMSLOW, Cheshire SK9 5AF
Helpline number: 0303 123 1113
ICO Website https://www.ico.org.uk/concerns
By email and line manager
Our Data Protection Officer is Laura Howard.
If you have any questions about this policy or the information we hold about you, please contact us:
telephone: 0161 837 2840