Privacy Notice
This is to help you understand why we need to obtain, hold and use personal information about you during
recruitment and selection, throughout your employment and for a period of time after your employment has
ceased. It also explains how its use is compliant with data protection legislation.
Why do we collect information about you?
We collect personal information from you, for the following purposes:
• Recruitment and selection;
• Your health, safety and welfare;
• The administration of your salary, pension, sickness, maternity, travel / subsistence payments
and any other monies;
• Your training and development requirements;
• Employee relations, such as human resource planning, conduct, equal opportunities,
employee consultation, appraisals, disciplinary and grievance issues;
• The assessment and arrangement of insurance cover where this is required, such as for car
leasing purposes;
• The operational day to day management and administration of employees by line managers;
• For access control to our premises, car parks and other automated equipment / systems;
• Medical information as part of employment contract.
We keep and use this information to manage our relationship with you effectively, lawfully and appropriately,
during the recruitment process, whilst you are working for us and after you have left. This includes using
information to enable us to comply with the employment contract, any legal obligations, and pursue
legitimate interests. In some cases, we seek your prior consent to process your personal information.
The categories of the information that we collect, process, hold and share include:
• Identifiers such as your name, address, date of birth and national insurance number;
• Photographic images;
• Employment and qualification details;
• Salary and wages information;
• Sickness and absence details;
• Your training, qualification, certification and professional development progress and
achievements;
• Tax and pension details;
• Contractual details relating to terms and conditions of service;
• Equal opportunities monitoring data, which may include racial and / or ethnic origin
information;
• Data within access control systems;
• Medical & welfare information;
• Safety event reporting;
• Contract of employment;
• Vehicle telematics data;
• Disciplinary and grievance.
Storing this information
The period for which we will keep your information varies according to statutory requirements and other
legitimate business reasons.
Your personal employment information is maintained securely at all times by the staff with responsibility for
such records. We apply access control to ensure that only authorised staff are able to access your personal
information.
Where do we get your information from?
You will have provided most of the personal employment information that we process but we may use other
sources during recruitment, selection and employment. For example, Disclosure and Barring Service for
criminal record checks, referees to confirm suitability for post and doctors for medical reports.
Employee monitoring
For further information relating to employee monitoring, please refer to the procedures covering the
following areas:
• Employee Code of Conduct;
• Respect at Work (bullying & harassment);
• Attendance Management (sickness absence);
• Discipline;
• Grievance;
• Email and Internet use;
• Closed Circuit Television;
• Managing personal information.
Disclosure of personal information
We may disclose your information:
• to provide contact details (name, work location, telephone extension) internally within the Company,
to other local public sector organisations such as local authorities, health trusts or business partners
where this is relevant and appropriate to your role and position.
• to other staff in connection with your employment.
• to administer salaries, pension, payroll and other monies and for accounting / budgeting purposes to
other organisations such as building societies in response to your authorised requests to provide
details.
We will oly make other non-routine disclosures:
• by law, when we are obliged to provide the information requested. For example, to the Inland
Revenue, Child Support Agency, Asylum & Immigration Office.
• by law, to support national fraud initiatives (NFI). For example, to the Audit Commission – this may
involve your information being used in data matching exercises but we will advise you when such
exercises are to take place.
• to prevent and detect fraud / crime.
• for the assessment or collection of any tax or duty when we need to take legal advice for prospective
legal proceedings. For example, to the company’s insurers because of a claim being made by you or a
customer / client with whom you have been involved as an employee.
• in the course of disciplinary, grievance or other investigations of a similar nature.
• to recover any monies you may owe the Yorkshire Generators Ltd.
• if you have given your consent. For example, a referral to a consultant for a specialist medical report.
Requesting access to your personal data and your rights
Under data protection legislation, you have a number of rights with regard to your personal data. You have
the right to:
• be informed of how we will process it;
• request a copy of what we hold about you;
• have it deleted (where we do not have a legal requirement to retain it);
• have it rectified, restricted;
• object to us using it;
• data portability (in certain circumstances).
Where we are processing data based on your consent, you have the right to withdraw that consent at any
time.
To act on any of the above rights, or if you have any concerns about how we are using your personal
information, please contact the Information Governance Manager (contact details below).
However, if you are unhappy with the way we have processed your information or how we have responded to
your request to exercise any of your rights in relation to your data, you can raise your concerns direct with the
Information Commissioner’s Office, (contact details below).
Information Governance Manager
Yorkshire Generators Ltd is the data controller of data for the purposes of data protection legislation.
If you would like to discuss anything in this privacy notice, please contact:
Information Governance Manager as detailed below.
Further information
If you have concerns about the use of your personal data, the Information Commissioner’s Office is an
independent body created to uphold information rights in the UK. Contact can be made through their
website: www.ico.org.uk or via their helpline on 0303 123 1113, or in writing to:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire SK9 5AF
For more information about your rights:
https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/
To complain to the Information Commissioner’s Office:
https://ico.org.uk/concerns/