Privacy Notice Policy

 

Taydal Surfacing Ltd is aware of its obligations under the General Data Protection Regulation (GDPR) and is committed to processing your data securely and transparently. This privacy notice sets out, in line with GDPR, the types of data that we hold on you as an employee of the Company. It also sets out how we use that information, how long we keep it for and other relevant information about your data.

This notice applies to current and former employees, workers and contractors.

Data controller details

Taydal is a data controller, meaning that it determines the processes to be used when using your personal data.

Data protection principles

In relation to your personal data, we will:

only use it in the way that we have told you about

ensure it is correct and up to date

keep your data for only as long as we need it

process it in a way that ensures it will not be used for anything that you are not aware of or have consented to (as appropriate), lost or destroyed

Types of data we process

We hold many types of data about you, including:

How we collect your data

We collect data about you in a variety of ways and this will usually start when we undertake a recruitment exercise where we will collect the data from you directly. This includes the information you would normally include in a CV or a recruitment cover letter, or notes made by our Directors during a recruitment interview. Further information will be collected directly from you when you are completing forms at the start of your employment; such as your bank and national insurance details. Other details may be collected directly from you in the form of official documentation such as your driving licence, passport or other right to work evidence.

In some cases, we will collect data about you from third parties, such as employment agencies, former employers when gathering references.

Personal data is kept in personnel files and/or within the Company’s HR and IT systems.  Access to this information is restricted:

Staff Folder – The Data Protection Officer, Directors and the Managing Director.

Personnel File in the Human Resources hard drive – Directors and Managing Director only

Paper based employee files in a locked cabinet – The Data Protection Officer, Directors and the Managing Director.

Why we process your data

The law on data protection allows us to process your data for certain reasons only:

All of the processing carried out by us falls into one of the permitted reasons. Generally, we will rely on the first three reasons set out above to process your data. For example, we need to collect your personal data in order to:

We also need to collect your data to ensure we are complying with legal requirements such as:

We also collect data so that we can carry out activities which are in the legitimate interests of the Company. We have set these out below:

Special categories of data

Special categories of data are data relating to your:

We must process special categories of data in accordance with more stringent guidelines. Most commonly, we will process special categories of data when the following applies:

We will use your special category data:

We do not need your consent if we use special categories of personal data to carry out our legal obligations or exercise specific rights under employment law. However, we may ask for your consent to allow us to process certain particularly sensitive data. If this occurs, you will be made fully aware of the reasons for the processing. As with all cases of seeking consent from you, you will have full control over your decision to give or withhold consent and there will be no consequences where consent is withheld. Consent, once given, may be withdrawn at any time. There will be no consequences where consent is withdrawn.

Criminal conviction data

We will only collect criminal conviction data where it is appropriate given the nature of your role and where the law permits us. This data will usually be collected at the recruitment stage, however, may also be collected during your employment. We use criminal conviction data in the following ways:

If you do not provide your data to us

One of the reasons for processing your data is to allow us to carry out our duties in line with your contract of employment. If you do not provide us with the data needed to do this, we will be unable to perform those duties e.g. ensuring you are paid correctly. We may also be prevented from confirming, or continuing with, your employment with us in relation to our legal obligations if you do not provide us with this information e.g. confirming your right to work in the UK or, where appropriate, confirming your legal status for carrying out your work via a criminal records check.

Sharing your data

Your data will be shared with colleagues within the Company and where it is necessary for them to undertake their duties. This includes, for example, your line manager for their management of you, the HR department for maintaining personnel records and the finance department for administering payment under your contract of employment.

We share your data with third parties in order to pay you (information is shared with our accountants, provide you with benefits (information is shared with Nest Pensions, AXA Fleet Insurance for car insurance) and to administer our IT systems.


We may also share your data with third parties as part of a Company sale or restructure, or for other reasons to comply with a legal obligation upon us.

We do not share your data with bodies outside of the European Economic Area.

Protecting your data

We are aware of the requirement to ensure your data is protected against accidental loss or disclosure, destruction and abuse. We have implemented processes to guard against such situations.  Please refer to the following for further information which can be found on the  LINK TO DRIVE?

Data Protection Policy

Confidential Waste Policy

Data Breach Policy

Data Retention Policy

Where we share your data with third parties, we provide written instructions to them to ensure that your data is held securely and in line with GDPR requirements. Third parties must implement appropriate technical and organisational measures to ensure the security of your data.

How long we keep your data for

In line with data protection principles, we only keep your data for as long as we need it for, which will be at least for the duration of your employment with us as well as keeping it for up to 6 years once you have left the Company.

See the company’s Data Retention Policy for further details.

Automated decision making

No decision will be made about you solely on the basis of automated decision making (where a decision is taken about you using an electronic system without human involvement) which has a significant impact on you.

Your rights in relation to your data

The law on data protection gives you certain rights in relation to the data we hold on you. These are:

Where you have provided consent to our use of your data, you also have the unrestricted right to withdraw that consent at any time. Withdrawing your consent means that we will stop processing the data that you had previously given us consent to use. There will be no consequences for withdrawing your consent. However, in some cases, we may continue to use the data where so permitted by having a legitimate reason for doing so.

If you wish to exercise any of the rights explained above, please contact Steven Knight, Director.

Making a complaint

The supervisory authority in the UK for data protection matters is the Information Commissioner (ICO). If you think your data protection rights have been breached in any way by us, you are able to make a complaint to the ICO.

The company is registered with the ICO.  Our number is CSN1575870.

Data Protection Officer

The Company’s Data Protection Officer is Anastazia Doncic.