Privacy Policy
Data Retention Policy
Our aim is to retain data for no longer than is necessary for the purposes for which the personal data is processed and the table below shows the retention periods for the data that we may hold.
Some personal data is retained to assist in the running of the business and/or to enable individuals to be paid, in which case we generally follow the ‘recommended’ retention period.
Some personal data is retained for statutory purposes, in which case we follow the ‘statutory’ retention period.
| Record | Retention Period |
| Accident books, accident records, accident reports | Three years from the date of the last entry (or, if the accident involves a young adult, then until that person reaches age 21). Statutory. |
| Accounting records | Three years for private companies, six years for public limited companies. Statutory. |
| Application forms and interview notes (for unsuccessful candidates) | Six months. Recommended. |
| Assessments under health and safety regulations and records of consultations with safety representatives and committees | Permanently. Recommended. |
| Control of Substances Hazardous to Health Regulations (COSHH) records of tests and examinations of control systems and protective equipment | Five years from the date on which the tests were carried out. Statutory. |
| DBS, AccessNI certificates/copies | Six months. Recommended. |
| DBS certificate information required by CQC | Three years or until superseded if less. Recommended. |
| Driving licence, vehicle insurance, MOT certificate details | One year after expiry unless renewed. Recommended. |
| Expatriate records and other records relating to foreign employees (e.g. visa, work permits, etc. | Six years after employment ceases. Recommended. |
| Income tax and NI returns, income tax records and correspondence with HMRC | Not less than three years after the end of the financial year to which they relate. Statutory. |
| Inland Revenue/HMRC approvals | Permanently. Recommended. |
| Medical records as specified by the Control of Substances Hazardous to Health Regulations (COSHH) | 40 years from the date of the last entry. Statutory. |
| National minimum wage records | Three years after the end of the pay reference period following the one that the records cover. Statutory. |
| Parental leave records | Five years from birth/adoption of the child or 18 years if the child receives a disability living allowance. Recommended. |
| Pension scheme investment policies | 12 years from the ending of any benefit payable under the policy. Recommended. |
| Personnel files and training records (including disciplinary records and working time records) | Six years after employment ceases. Recommended. |
| Redundancy details, calculations of payments, refunds, notification to the Secretary of State | Six years from the date of redundancy. Recommended. |
| Senior executives’ records (that is, those on a senior management team or their equivalents) | Permanently. Recommended. |
| SMP, SAP, SSPP records, calculations, certificates (Mat B1s) or other medical evidence, notifications, declarations and notices | Three years after the end of the tax year in which the leave period ends. Statutory. |
| Statutory Sick Pay records, calculations, certificates, self-certificates | Six years after the employment ceases. Recommended. |
| Wage/salary records (also overtime, bonuses, expenses) | Six years. Statutory. |
| Working time records | Two years from date on which they were made. Statutory. |
| Names, addresses, contact details of suppliers | When advised by Supplier |
| Supplier delivery notes, invoices and banking records. | When advised by the supplier or a maximum of six years. |
| Names, addresses, contact details of customers | When advised by Customer |
| Customers invoices and bank records. | When advised by the supplier or a maximum of six years. |
| Supplier Certificates/warranties | After expiry |
| Finance and Lease documents for suppliers | Six years after the end of the term |
Recruitment Privacy Notice
We process personal data relating to those who apply for job vacancies with us or who send speculative job applications to us. We do this for employment purposes, to assist us in the selection of candidates for employment, and to assist in the running of the business. The personal data may include identifiers such as name, date of birth, personal characteristics such as gender, qualifications and previous employment history.
We will not share any identifiable information about you with third parties without your consent unless the law allows or requires us to do so. The personal data provided during an application process will be retained for a period of at least six months or, if required by law, for as long as is required.
This privacy notice does not form part of an employment offer or contract between us. If we make an employment offer to you, we will provide further information about our handling of your personal information in an employment context separately.
If you would like to find out more about our Employee Data Retention Policy and how we use your personal data, you want to see a copy of the information about you that we hold or have any questions or issues regarding data protection, please email us with the Subject “Data Protection Request”.
Customer Data Privacy Notice
Overview
SWALLOW CLEANING CONTRACTORS LIMITED (“we” or “us”) is committed to data protection and data privacy. With the General Data Protection Regulation (GDPR) becoming enforceable from 25 May 2018, we have undertaken a GDPR readiness programme to review our entire business, the way we handle data and the way in which we use it to provide our services and manage business operations.
We hold personal data on all ourcustomers to meet legal obligations and to perform vital internal functions. This notice details the personal data we may retain, process and share with third parties relating to your dealing with our company. We are committed to ensuring that your information is secure, accurate and relevant. To prevent unauthorised access or disclosure, we have implemented suitable physical, electronic, and managerial procedures to safeguard and secure personal data we hold.
Introduction
We have issued this notice to describe how we handle personal information that we hold about our suppliers (referred to as “you”). We respect the privacy rights of individuals and are committed to handling personal information responsibly and in accordance with applicable law. This notice sets out the personal data that we collect and process about you, the purposes of the processing and the rights that you have in connection with it.
If you are in any doubt regarding this notice, please contact Swallow Cleaning Contractors Limited.
Types of Personal Data We Collect
During your dealings with our company, we may process personal data about you and other individuals whose personal data has been provided to us.
The types of personal information we may process include, but are not limited to:
- Identification data – such as your name, gender, photograph, date of birth, member IDs.
- Contact details – such as home and business address, telephone/email addresses, emergency contact details.
- Financial information – such as banking details, tax information, withholdings, salary, benefits, expenses, allowances, stock and equity grants.
- IT information – information required to provide access to our IT systems and networks such as IP addresses, log files and login information.
Purposes for Processing Personal Data
Legitimate Business Purposes
We may also collect and use personal information when it is necessary for other legitimate purposes, such as to help us conduct our business more effectively and efficiently – for example, for general IT security management, accounting purposes or financial planning. We may also process your personal information to investigate violations of law or breaches of our own internal policies.
The IT Department will record and monitor usage of all our IT equipment, user activity, voice traffic, email and Internet usage as deemed necessary. The IT Department will observe the strictest confidentiality when undertaking these activities. They will make their report directly to Carmel Muggleton-Sleath who will determine the actions that may need to be taken in any particular case.
Our site(s) is/are protected by circuit television (CCTV) systems throughout its premises as deemed necessary and suppliers should expect all areas (other than those where use would contravene common decency) to be visible on a television monitoring system. Any information obtained from systems will be used with strict adherence to the GDPR. Information will be used for the prevention and detection of crime and to ensure compliance with our policies and procedures and our legal obligations.
Legal Basis For Processing Personal Data
Our legal basis for collecting and using the personal data described above will depend on the personal data concerned and the way we collect it. We will normally collect personal data from you only where we need it to perform a contract with you (i.e. to manage the customer relationship), where we have your freely given consent to do so, or where the processing is in our legitimate interests and only where this interest is not overridden by your own interests or fundamental rights and freedoms. In some cases, we may also have a legal obligation to collect personal information from you or may otherwise need the personal information to protect your vital interests or those of another person.
Any processing based on consent will be made clear to you at the time of collection or use – consent can be withdrawn at any time by contacting Carmel Muggleton-Sleath.
Who We Share Your Personal Data With
We take care to allow access to personal data only to those who require such access to perform their tasks and duties, and to third parties who have a legitimate purpose for accessing it. Whenever we permit a third party to access personal information, we will implement appropriate measures to ensure the data is used in a manner consistent with this notice and that the security and confidentiality of the data is maintained.
Transfers to Third-Party Service Providers
In addition, we make certain personal data available to third parties who provide services to us. We do so on a “need to know basis” and in accordance with applicable data protection and data privacy laws.
Transfers to Other Third Parties
We may also disclose personal data to third parties on other lawful grounds, including:
- To comply with our legal obligations, including where necessary to abide by law, regulation or contract, or to respond to a court order, administrative or judicial process
- In response to lawful requests by public authorities (including for national security or law enforcement purposes)
- As necessary to establish, exercise or defend against potential, threatened or actual litigation
- Where necessary to protect the vital interests of our customers
- In connection with the sale, assignment or other transfer of all or part of our business; or
- With your freely given and explicit consent
Data Retention
Personal data will be stored in accordance with applicable laws and kept for as long as needed to carry out the purposes described in this notice or as otherwise required by law.
For more information, please see our Data Retention Policy, which outlines our current document retention schedule.
Your Rights
You may exercise the rights available to you under data protection law as follows:
- The right to be informed.
- The right of access.
- The right to rectification.
- The right to erasure.
- The right to restrict processing.
- The right to data portability.
- The right to object.
- Rights in relation to automated decision making and profiling.
We respond to all requests we receive from individuals wishing to exercise their data protection rights in accordance with applicable data protection laws. You can read more about these rights at:
https://ico.org.uk/for-the-public/is-my-information-being-handled-correctly/
To exercise any of these rights, please contact Carmel Muggleton-Sleath.
Employee Data Privacy Notice
Overview
SWALLOW CLEANING CONTRACTORS LIMITED (“we” or “us”) is committed to data protection and data privacy. With the General Data Protection Regulation (GDPR) becoming enforceable from 25 May 2018, we have undertaken a review of our procedures and have liaised with Citation Limited, our Health and Safety and HR advisers to review the way we handle data and the way in which we use it to provide our services and manage business operations.
We hold personal data on all our employees to meet legal obligations and to perform vital internal functions. This notice details the personal data we may retain, process and share with third parties relating to your employment and vital business operations. We are committed to ensuring that your information is secure, accurate and relevant. To prevent unauthorised access or disclosure our electronic data is regularly backed up on cloud storage, all data electronic and paper based is only accessible by authorised administration members and management team.
Introduction
We have issued this notice to describe how we handle personal information that we hold about our staff and job applicants (collectively referred to as “you”). For the purposes of this notice, the term “employee” includes those who work on a permanent, non-permanent basis, including temporary, relief and contract workers, independent contractors, professional advisors, trainers and work experience/placement students.
We respect the privacy rights of individuals and are committed to handling personal information responsibly and in accordance with applicable law. This notice sets out the personal data that we collect and process about you, the purposes of the processing and the rights that you have in connection with it.
If you are in any doubt regarding this notice, please contact Swallow Cleaning Contractors Limited.
Types of Personal Data We Collect
During your employment with us, or when making an application for employment, we may process personal data about you and your dependents, beneficiaries and other individuals whose personal data has been provided to us.
The types of personal information we may process include, but are not limited to:
- Identification data – such as your name, gender, photograph, date of birth, staff member IDs.
- Contact details – such as home and business address, telephone/email addresses, emergency contact details.
- Employment details – such as job title/position, office location, employment contract, performance and disciplinary records, grievance procedures, sickness/holiday records.
- Background information – such as academic/professional qualifications, education, CV, criminal records data (for vetting purposes, where permissible and in accordance with applicable law).
- Spouse & dependents information, marital status.
- Financial information – such as banking details, tax information, salary, benefits, expenses, allowances.
- If you are a temporary employee, contract worker or consultant, the type of personal information we process is limited to that needed to manage your specific work assignment
- References relating to previous roles and employment conduct may be undertaken prior to commencement of employment. We will only gather references from referees provided to us by the employee, or prospective employee.
Sensitive personal data (‘special categories of personal data’ under the General Data Protection Regulation) includes any information that reveals your racial or ethnic origin, religious, political or philosophical beliefs, genetic data, biometric data for the purposes of unique identification, trade union membership, or information about your health/sex life. Generally, we try not to collect or process any sensitive personal information about you, unless authorised by law or where necessary to comply with applicable laws. In some circumstances, we may need to collect some sensitive personal information for legitimate employment-related purposes: for example:
- data relating to your racial/ethnic origin, gender and disabilities for the purposes of:
- Equal opportunities monitoring;
- To comply with anti-discrimination laws; and
- For government reporting obligations;
- data relating to your physical or mental health to:
- Provide work-related accommodations,
- To manage absences from work.
Purposes for Processing Personal Data
If you are applying for a role with us then we collect and use this personal data for recruitment purposes – in particular, to determine your suitability for a specific role. This includes assessing your skills, qualifications and verifying your information, carrying out reference checks or background checks (where necessary) and to generally manage the hiring process and communicate with you about it.
If you are accepted for a role with us, the data collected during the recruitment process will form part of your ongoing employee record.
For more information, please see our Recruitment Privacy Notice a copy of which can be requested from the Admininstration Team at Swallow Cleaning Contractors Limited and is on view on the notice board at the Swallow Cleaning offices.
Employment
We collect and process personal data relating to our employees to meet our obligations under the employment contract and to comply with our legal obligations. We take the security of your data seriously and are committed to being transparent about how we collect and use that data and to meeting our data protection obligations.
Once you become an employee, we collect and use this personal information for managing our employment or working relationship with you – for example, your employment records and contract information (so we can manage our employment relationship with you), your bank account and salary details (so we can pay you), and details of your spouse and dependents (for emergency contact and benefits purposes).
Where we process special categories of personal data, such as information about ethnic origin, sexual orientation, health or religion or belief, this is done for the purposes of equal opportunities monitoring. Data that we use for these purposes is anonymised or is only collected with the express consent of employees, which can be withdrawn at any time.
We have procedures in place to try to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed without authorisation and only accessed or used for specific legal purposes:
- Electronic data is regularly backed up on cloud storage,
- All data is only accessible by authorised administration members and management team,
- All paper based copies are only accessible by authorised administration members and management team.
You have some obligations under your employment contract to provide the organisation with data. You may also have to provide the organisation with data in order to exercise your statutory rights, such as in relation to statutory leave entitlements. Failing to provide this data may mean that you are unable to exercise your statutory rights.
Legitimate Business Purposes
We may also collect and use personal information when it is necessary for other legitimate purposes, such as to help us conduct our business more effectively and efficiently – for example, for general IT security management, accounting purposes or financial planning. We may also process your personal information to investigate violations of law or breaches of our own internal policies.
The IT Department will record and monitor usage of all our IT equipment, user activity, voice traffic, email and Internet usage as deemed necessary. The IT Department will observe the strictest confidentiality when undertaking these activities. They will make their report directly to the Swallow Cleaning Administration Team who will determine the actions that may need to be taken in any particular case.
Our site is protected by circuit television (CCTV) systems throughout its premises as deemed necessary and employees should expect all areas (other than those where use would contravene common decency) to be visible on a television monitoring system. Any information obtained from systems will be used with strict adherence to the GDPR. Information will be used for the prevention and detection of crime and to ensure compliance with our policies and procedures and our legal obligations. This may include using recorded images as evidence in disciplinary proceedings.
Legal Purposes
We may also use your personal data where we consider it necessary for complying with laws and regulations, including collecting and disclosing employee personal information as required by law (e.g. for tax, health and safety, anti-discrimination laws), under judicial authorisation, or to exercise or defend our legal rights.
Legal Basis For Processing Personal Data
Our legal basis for collecting and using the personal data described above will depend on the personal data concerned and the way we collect it. We will normally collect personal data from you only where we need it to perform a contract with you (i.e. to manage the employer/employee relationship), where we have your freely given consent to do so, or where the processing is in our legitimate interests and only where this interest is not overridden by your own interests or fundamental rights and freedoms. In some cases, we may also have a legal obligation to collect personal information from you or may otherwise need the personal information to protect your vital interests or those of another person.
Any processing based on consent will be made clear to you at the time of collection or use – consent can be withdrawn at any time by contacting the Swallow Cleaning Administration Team.
Who We Share Your Personal Data With
We take care to allow access to personal data only to those who require such access to perform their tasks and duties, and to third parties who have a legitimate purpose for accessing it. Whenever we permit a third party to access personal information, we will implement appropriate measures to ensure the data is used in a manner consistent with this notice and that the security and confidentiality of the data is maintained.
Transfers To Third-Party Service Providers
In addition, we make certain personal data available to third parties who provide services to us. We do so on a “need to know basis” and in accordance with applicable data protection and data privacy laws.
For example, some personal data will be available to our employee benefit plans service providers and third-party companies who provide us with employment law advice, health and safety support, payroll support services, expenses and tax.
Transfers To Other Third Parties
We may also disclose personal data to third parties on other lawful grounds, including:
- To comply with our legal obligations, including where necessary to abide by law, regulation or contract, or to respond to a court order, administrative or judicial process
- In response to lawful requests by public authorities (including for national security or law enforcement purposes)
- As necessary to establish, exercise or defend against potential, threatened or actual litigation
- Where necessary to protect the vital interests of our employees or another person
- In connection with the sale, assignment or other transfer of all or part of our business; or
- With your freely given and explicit consent
Data Retention
Personal data will be stored in accordance with applicable laws and kept for as long as needed to carry out the purposes described in this notice or as otherwise required by law. Generally, this means your personal information will be retained until the end or your employment, employment application, or work relationship with us plus a reasonable period of time thereafter to respond to employment or work-related inquiries or to deal with any legal matters (e.g. judicial or disciplinary actions), document the proper termination of your employment or work relationship (e.g. to tax authorities), or to provide you with ongoing pensions or other benefits.
For more information, please see our Data Retention Policy which can be located on www.swallowcleaning.com.
Your Rights
You may exercise the rights available to you under data protection law as follows:
- The right to be informed.
- The right of access.
- The right to rectification.
- The right to erasure.
- The right to restrict processing.
- The right to data portability.
- The right to object.
- Rights in relation to automated decision making and profiling.
We respond to all requests we receive from individuals wishing to exercise their data protection rights in accordance with applicable data protection laws. You can read more about these rights at:
https://ico.org.uk/for-the-public/is-my-information-being-handled-correctly/
To exercise any of these rights, please contact the Swallow Cleaning Administration Team.
Issues And Complaints
We try to meet the highest standards when collecting and using personal information. For this reason, we take any complaints we receive about this very seriously. We encourage people to bring it to our attention if they think that our collection or use of information is unfair, misleading or inappropriate. We would also welcome any suggestions for improving our procedures.
This notice was drafted with clarity in mind. It does not provide exhaustive detail of all aspects of our collection and use of personal information. However, we are happy to provide any additional information or explanation needed.
If you want to make a complaint about the way we have processed your personal information, you can contact the Information Commissioner’s Office in their capacity as the statutory body which oversees data protection law – www.ico.org.uk/concerns.
Updates To This Notice
This notice may be updated periodically to reflect any necessary changes in our privacy practices. In such cases, we will inform you by email, letter or posting on our website. We encourage you to check this notice periodically to be aware of the most recent version.
Contact Details
Please address any questions or requests relating to this notice to the Swallow Cleaning Administration Team.
Supplier Data Privacy Notice
Overview
SWALLOW CLEANING CONTRACTORS LIMITED (“we” or “us”) is committed to data protection and data privacy. With the General Data Protection Regulation (GDPR) becoming enforceable from 25 May 2018, we have undertaken a GDPR readiness programme to review our entire business, the way we handle data and the way in which we use it to provide our services and manage business operations.
We hold personal data on all our suppliers to meet legal obligations and to perform vital internal functions. This notice details the personal data we may retain, process and share with third parties relating to your dealing with our company. We are committed to ensuring that your information is secure, accurate and relevant. To prevent unauthorised access or disclosure, we have implemented suitable physical, electronic, and managerial procedures to safeguard and secure personal data we hold.
Introduction
We have issued this notice to describe how we handle personal information that we hold about our suppliers (referred to as “you”). We respect the privacy rights of individuals and are committed to handling personal information responsibly and in accordance with applicable law. This notice sets out the personal data that we collect and process about you, the purposes of the processing and the rights that you have in connection with it.
If you are in any doubt regarding this notice, please contact Swallow Cleaning Contractors Limited.
Types of Personal Data We Collect
During your dealings with our company, we may process personal data about you and other individuals whose personal data has been provided to us.
The types of personal information we may process include, but are not limited to:
- Identification data – such as your name, gender, photograph, date of birth, member IDs.
- Contact details – such as home and business address, telephone/email addresses, emergency contact details.
- Financial information – such as banking details, tax information, withholdings, salary, benefits, expenses, allowances, stock and equity grants.
- IT information – information required to provide access to our IT systems and networks such as IP addresses, log files and login information.
Purposes for Processing Personal Data
Legitimate Business Purposes
We may also collect and use personal information when it is necessary for other legitimate purposes, such as to help us conduct our business more effectively and efficiently – for example, for general IT security management, accounting purposes or financial planning. We may also process your personal information to investigate violations of law or breaches of our own internal policies.
The IT Department will record and monitor usage of all our IT equipment, user activity, voice traffic, email and Internet usage as deemed necessary. The IT Department will observe the strictest confidentiality when undertaking these activities. They will make their report directly to Carmel Muggleton-Sleath who will determine the actions that may need to be taken in any particular case.
Our site(s) is/are protected by circuit television (CCTV) systems throughout its premises as deemed necessary and suppliers should expect all areas (other than those where use would contravene common decency) to be visible on a television monitoring system. Any information obtained from systems will be used with strict adherence to the GDPR. Information will be used for the prevention and detection of crime and to ensure compliance with our policies and procedures and our legal obligations.
Legal Basis For Processing Personal Data
Our legal basis for collecting and using the personal data described above will depend on the personal data concerned and the way we collect it. We will normally collect personal data from you only where we need it to perform a contract with you (i.e. to manage the supplier relationship), where we have your freely given consent to do so, or where the processing is in our legitimate interests and only where this interest is not overridden by your own interests or fundamental rights and freedoms. In some cases, we may also have a legal obligation to collect personal information from you or may otherwise need the personal information to protect your vital interests or those of another person.
Any processing based on consent will be made clear to you at the time of collection or use – consent can be withdrawn at any time by contacting Carmel Muggleton-Sleath.
Who We Share Your Personal Data With
We take care to allow access to personal data only to those who require such access to perform their tasks and duties, and to third parties who have a legitimate purpose for accessing it. Whenever we permit a third party to access personal information, we will implement appropriate measures to ensure the data is used in a manner consistent with this notice and that the security and confidentiality of the data is maintained.
Transfers to Third-Party Service Providers
In addition, we make certain personal data available to third parties who provide services to us. We do so on a “need to know basis” and in accordance with applicable data protection and data privacy laws.
Transfers to Other Third Parties
We may also disclose personal data to third parties on other lawful grounds, including:
- To comply with our legal obligations, including where necessary to abide by law, regulation or contract, or to respond to a court order, administrative or judicial process
- In response to lawful requests by public authorities (including for national security or law enforcement purposes)
- As necessary to establish, exercise or defend against potential, threatened or actual litigation
- Where necessary to protect the vital interests of our suppliers
- In connection with the sale, assignment or other transfer of all or part of our business; or
- With your freely given and explicit consent
Data Retention
Personal data will be stored in accordance with applicable laws and kept for as long as needed to carry out the purposes described in this notice or as otherwise required by law.
For more information, please see our Data Retention Policy, which outlines our current document retention schedule.
Your Rights
You may exercise the rights available to you under data protection law as follows:
- The right to be informed.
- The right of access.
- The right to rectification.
- The right to erasure.
- The right to restrict processing.
- The right to data portability.
- The right to object.
- Rights in relation to automated decision making and profiling.
We respond to all requests we receive from individuals wishing to exercise their data protection rights in accordance with applicable data protection laws. You can read more about these rights at:
https://ico.org.uk/for-the-public/is-my-information-being-handled-correctly/
To exercise any of these rights, please contact Carmel Muggleton-Sleath.
Issues and Complaints
We try to meet the highest standards when collecting and using personal information. For this reason, we take any complaints we receive about this very seriously. We encourage people to bring it to our attention if they think that our collection or use of information is unfair, misleading or inappropriate. We would also welcome any suggestions for improving our procedures.
This notice was drafted with clarity in mind. It does not provide exhaustive detail of all aspects of our collection and use of personal information. However, we are happy to provide any additional information or explanation needed.
If you want to make a complaint about the way we have processed your personal information, you can contact the Information Commissioner’s Office in their capacity as the statutory body which oversees data protection law – www.ico.org.uk/concerns.
Updates to This Notice
This notice may be updated periodically to reflect any necessary changes in our privacy practices. In such cases, we will inform you by email, letter or posting on our website. We encourage you to check this notice periodically to be aware of the most recent version.
Contact Details
Please address any questions or requests relating to this notice to Carmel Muggleton-Sleath.
Privacy Notice
We process personal data relating to those we employ to work as, or are otherwise engaged to work as, part of our workforce. We do this for employment purposes, to assist in the running of the business and/or to enable individuals to be paid.
The personal data we process may include, but may not be limited to, the following:
- Data relating to your identity (including name, data of birth, gender, photographs, passport, National Insurance Number, immigration status, marital status, dependents),
- Contact details (business and home address, telephone numbers, email addresses, emergency contact details),
- Employment details (position, office location, terms of employment, performance and disciplinary records, sickness and holidays),
- Background information (CV, previous experience, qualifications and certifications, criminal records check (for vetting purposes, where permissible and in accordance with applicable law),
- Financial information (bank details, tax information, salary, benefits, expenses),
- IT information – information related to your access to our systems (login details, IP addresses, log files, access/times/durations of use, location).
The collection of this information will benefit us by:
- Improving the management of workforce data across the business,
- Enabling development of a comprehensive picture of the workforce and how it is deployed,
- Informing the development of recruitment and retention policies,
- Allowing better financial modelling and planning,
- Ensuring compliance with our policies and procedures and our legal obligations,
- Enabling monitoring of selected protected characteristics.
We will not share information about you with third parties without your consent unless the law allows or requires us to do so.
Under the data protection legislation you have the right to:
- Object to processing of personal data that is likely to cause, or is causing, damage or distress,
- Prevent processing for the purpose of direct marketing,
- Object to decisions being taken by automated means,
- In certain circumstances, have inaccurate personal data rectified, blocked, erased or destroyed,
- Claim compensation for damages caused by a breach of the data protection legislation.
If you would like to find out more about our data retention policy and how we use your personal data, or if you want to see a copy of the information about you that we hold, please contact the Administration Team at Swallow Cleaning Contractors Limited.
If you have a concern about the way we are collecting or using your personal data, you should raise your concern with us in the first instance or directly to the Information Commissioner’s Office at https://ico.org.uk/concerns/