Generated privacy notice

Human Engineering customer privacy notice

This privacy notice tells you what to expect us to do with your personal information.

Our contact details

Email

mark@human-eng.co.uk

What information we collect, use, and why

We collect or use the following information for recruitment purposes:

•             Contact details (eg name, address, telephone number or personal email address)

•             Date of birth

•             National Insurance number

•             Copies of passports or other photo ID

•             Employment history (eg job application, employment references or secondary employment)

•             Education history (eg qualifications)

•             Right to work information

•             Details of any criminal convictions (eg Disclosure Barring Service (DBS), Access NI or Disclosure Scotland checks)

•             Security clearance details (eg basic checks and higher security clearance)

Lawful bases

Our lawful bases for collecting or using personal information for recruitment purposes are:

•             Consent

•             Contract

•             Legal obligation

•             Legitimate interest:

o             Downloading a candidate CV from Job Boards with a view to make contact and discuss a suitable position. These will be deleted if multiple attempts are made and contact is not successful.

Where we get personal information from

•             Health care providers

•             Insurance companies

•             Schools, colleges, universities or other education organisations

•             Publicly available sources

•             Previous employers

How long we keep information

Candidate records including application form/CV, ID checks terms of engagement (see below also, details of assignments, opt notices and interview notes for unsuccessful candidates

1 year from the last date of supply or introduction to any client (Conduct of Employment Agencies and Employment Businesses Regulations 2003 (Conduct Regulations)

Hirer records including client details, terms of business (see below also), assignment/ vacancy details 1 year from the last date of supply or introduction to any client (Conduct of Employment Agencies and Employment Businesses Regulations 2003 (Conduct Regulations))

Terms of Engagement with temporary worker and Terms of Business with clients 6 years in order to deal with any civil action in the form of contractual claim (Limitation Act 1980).

Although this is only 5 years in Scotland we maintain 6 years

Staff records including CV, ID, bank details, reference information and other personnel information (e.g. absence & disciplinary records)

2 years from employee termination date

Working time records:

48 hour opt out notice

Annual leave records

2 years from the time they were created

Annual appraisal/ assessment records

5 years (Under the DPA no specific period is detailed so records should only be kept as long as necessary)

References

2 years following the introduction to a client OR 2 years after engagement has ended, whichever is the later (Under the DPA records are only to be kept as long as necessary however the Conduct Regulations require references to be kept for 1 year)

Records held relating to right to work in the UK 2 years after employment or engagement has ended

Criminal record checks

6 months following the introduction to a client OR 2 years after engagement has ended, whichever is later

National Minimum Wage Documentation:

Total pay by the worker and the hours worked by the worker

Overtime/ shift premium;

Any deduction or payment of accommodation;

Any absences e.g. rest breaks, sick leave, holiday;

Any travel or training during working hours and its length;

Total number of hours in pay reference period – this sets the averaging period to calculate whether a worker has been paid

NMW e.g. workers paid weekly have a pay reference period of one week

7 years after the end of the pay reference period following the one that the records cover (National Minimum Wage Act 1998)

(We must keep them for 5 years in Scotland, and 6 years for the rest of the UK, in order to show that we have paid at least national minimum wage rates if a civil claim is brought against us)

Sickness records – statutory sick pay

7 years

Statutory maternity, paternity, adoption pay

7 years from the end of the tax year to which it relates

Pension auto-enrolment

7 years (including for opt out notices)

Company Financial Records

VAT

7 years

Company Accounts

7 years

Payroll Information

7 years from the end of the year

Who we share information with

Data processors

Bullhhorn

This data processor does the following activities for us: Manage our candidate database

Other organisations

•             Organisations we’re legally obliged to share personal information with

•             Previous employers

•             Other relevant third parties:

o             Our clients

Sharing information outside the UK

Where necessary, we may transfer personal information outside of the UK. When doing so, we comply with the UK GDPR, making sure appropriate safeguards are in place. Please contact us for more information.

Your data protection rights

Under data protection law, you have rights including:

Your right of access - You have the right to ask us for copies of your personal data.

Your right to rectification - You have the right to ask us to rectify personal data you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.

Your right to erasure - You have the right to ask us to erase your personal data in certain circumstances.

Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal data in certain circumstances.

Your right to object to processing - You have the right to object to the processing of your personal data in certain circumstances.

Your right to data portability - You have the right to ask that we transfer the personal data you gave us to another organisation, or to you, in certain circumstances.

Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent.

You don’t usually need to pay a fee to exercise your rights. If you make a request, we have one calendar month to respond to you.

To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.

How to complain

If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.

The ICO’s address:           

Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

Helpline number: 0303 123 1113

Website: https://www.ico.org.uk/make-a-complaint

Last updated

18 April 2024