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

Post 

First Floor North, 40 Oxford Road, High Wycombe, Buckinghamshire, HP11 2EE, GB 

Telephone 

01494 292229 

Email 

[email protected] 

Staff recruitment, administration and management

We collect or use the following personal information as part of staff recruitment, administration and management:

• Contact details (e.g. name, address, telephone number or personal email address) 
• Date of birth 
• National Insurance number 
• Gender 
• Photographs (e.g. for the Qualitas website, email signatures) 
• Copies of passports or other photo ID 
• Marital status 
• Next of kin or emergency contact details 
• Employment history (e.g. job application, employment references or secondary employment) 
• Education history (e.g. qualifications) 
• Right to work information 
• Political, conflict of interest or gift declarations 
• Performance records (e.g. reviews, disciplinary records, complaints or disciplinary action) 
• Training history and development needs 
• Monitoring employees’ IT use 

We also collect the following information for staff recruitment, administration and management:

• Racial or ethnic origin 
• Religious or philosophical beliefs 
• Health information 
• Sexual orientation information 

Our lawful bases for collecting or using personal information as part of staff recruitment, administration and management are: 

• Consent 
• Contract 
• Legal obligation

Salaries and pensions 

We collect or use the following personal information as part of managing salaries and pensions:

• Job role and employment contract (e.g. start and leave dates, salary, changes to employment contract or working patterns) 
• Expense, overtime or other payments claimed 
• Leave (e.g. sick leave, holidays or special leave) 
• Maternity, paternity, shared parental and adoption leave and pay 
• Pension details 
• Bank account details 
• Payroll records 
• Tax status 

Our lawful bases for collecting or using personal information as part of managing salaries and pensions are:

• Consent 
• Legal obligation 

Staff health and wellbeing

We collect or use the following personal information for managing staff health and wellbeing:

• General health and wellbeing information 
• Occupational health referrals and reports 
• Sick leave forms or fit notes (e.g. Statement of Fitness for Work from a GP or hospital) 
• Accident at work records 
• Access needs or reasonable adjustments 
• Protected Characteristics (as defined by the Equality Act and s.75 of the Northern Ireland Act for the purpose of equal opportunities monitoring)

Our lawful bases for collecting or using personal information as part of managing staff health and wellbeing are:

• Consent 
• Legal obligation 
• Legitimate interest

We collect personal information on employees’ health to enable us to support them appropriately at work as appropriate e.g. through reasonable adjustments.

• Vital interests

We collect your information from the following places:

• From staff members or volunteers directly 
• Referees (external or internal) 
• Occupational Health and other health providers 
• Pension administrators or government departments (e.g. HMRC and DWP) 
• Staff benefit providers 
• CCTV images (from our landlord’s CCTV systems)

If you are unsuccessful at any stage of the recruitment process, the information you have provided until that point will be retained for 6 months from the closure of the campaign.  

If your application for employment is successful, personal data gathered during the recruitment process will be transferred to your personnel file. It will be retained during your employment and for six years after you leave our employment. 

In some circumstances, we may share information with the following organisations:

• Training suppliers 
• HMRC 
• Employee benefit schemes 
• Health and benefit suppliers

Data processors

We use the following data processors for the following reasons:

Southern IT 

This data processor does the following activities for us: Manage our IT systems 

Hive HR Solutions 

This data processor does the following activities for us: HR services 

Horsham Accountancy Services 

This data processor does the following activities for us: Payroll, pension and expenses 

Hireful 

This data processor does the following activities for us: Applicant tracking system provider for recruitment purposes 

BreatheHR 

This data processor does the following activities for us: HR system for recording employee data 

Pleo  

This data processor does the following activities for us:  Expenses claims 

True Potential  

This data processor does the following activities for us: Pension provider 

Sage 

This data processor does the following activities for us: Payroll provider 

Where necessary, our data processor(s) may transfer staff 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. 

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: 27 June 2024