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Privacy notice to staff

Floorbrite Staff Privacy Notice

Who We Are
The Floorbrite Group Ltd (‘we’ or ‘us’ or ‘our’) gather and process your personal information in accordance with this privacy notice and in compliance with the relevant data protection Regulation and law. This notice provides you with the necessary information regarding your rights and obligations, and explains how, why and when we collect and process your personal data.

Floorbrite’s registered office is at Cranford House, Cranford Avenue, Manchester, M33 2AU and we are a company registered in England and Wales under company number 01219526. We are registered on the Information Commissioner's Office Register of Data Controllers under registration number Z5649885, and act as a data controller. Our designated Compliance Officer for the organisation is Vickie McCoy, and we can be contacted at gdpr@floorbrite.co.uk, our address and telephone number can be found at the foot of this notice.

Information That We Collect
Floorbrite processes your personal information to meet our legal, statutory and contractual obligations and to provide you with our products and services. We will never collect any unnecessary personal data from you and do not process your information in any way, other than already specified in this notice.

The personal data that we collect from is: -

• Name
• Date of Birth
• Home Address
• Gender
• Marital Status & Dependents
• Personal Email
• Dates and location of your employment and annual leave
• Job titles, work history, working hours, training records and professional memberships
• Information about your performance, including performance reviews, and disciplinary and grievance information
• Information about your use of our information and communications systems
• Drivers declaration form
• Driving conviction and parking fine details
• Photographs
• Business Email
• Employee Number
• Driving License
• Home Telephone Number
• Work Telephone Number
• Mobile Telephone Number
• Financial details
• IP address
• Location data
• Vehicle data
• CV / previous work information including references
• Interview Notes
• Car Registrations
• CCTV footage
We also collect criminal record data, and the details of how and why we do this are in the section (Legal basis for processing).


Special Category Data

In certain circumstances it may be necessary to collect sensitive data from you so that we can meet our obligations, both to you and to the law. GDPR defines special category as data which relates to;

• Racial / Ethnic origin
• Political views
• Religious beliefs
• Philosophical beliefs
• Trade Union membership
• Genetic data
• Biometric data
• Health data
• Sex life/ orientation

Where we collect the relevant types of special category data, these types are underlined. The reasons we collect that data are specified immediately below. Other types of data may be considered high risk (such as financial data) and the details of how we secure and protect that data are specified under the section “Safeguarding Measures”

We collect information in the below ways: -

• Face to Face
• Email
• Telephone
• Cookies
• In writing
• DBS checks
• References
• Camera (CCTV)


How We Use Your Personal Data & Legal Basis for Processing
Floorbrite takes your privacy very seriously and will never disclosure, share or sell your data without your consent, unless required to do so by law. We only retain your data for as long as is necessary and for the purposes specified in this notice. Where you have consented to us providing you with promotional offers and marketing, you are free to withdraw consent at any time.

The purposes and reasons for processing your personal data are detailed below: -

Human Resources (HR)

We collect and process your personal data for the purposes of managing our staff. - Legal obligations for employment (including special category data)

We collect work history information and interview notes to assess your suitability to work for the company. - We use Legitimate Interests

Passports to confirm your right to work in the UK - Legal Obligation to corporate law

Correspondence - Our legitimate interests to manage our staff

Health Information (this could be GP letters/Pregnancy/illness etc) - Legal obligations for employment (including special category data)

Accounts

To allow payment of wages, company accounting, tax, pensions and in relation to invoicing - Legal obligations to corporate and employment law.

Expense records to refund you - Performance of a contract

Criminal Records checks

To ensure the safety and reliability of both staff and clients - Legitimate Interest to check your criminal records so that we can satisfy client expectations and contractual obligations.

Health and Safety

To ensure safeguarding of all employees - Legal obligation to safety of staff

To record any accidents - Legal Obligation to corporate law

To record your attendance of Training - Legal Obligation to corporate law

Vehicle Tracking

To ensure your safety and help account management - Our legitimate interests to manage staff and account management and legal obligations for the safety of our staff

Operations

Time sheets to record working hours to allow us to invoice clients - Legal Obligation to corporate law

Marketing

Staff photo’s for use online - We use consent for this; however we also make clear that you are not in any way obligated to provide this information

IT

Software account details - We use legitimate interests to ensure security and manage access control

Device information - We use legitimate interests to record which member of staff is using each company device

CCTV

Security - We use Legitimate Interests as the lawful basis, to keep our premises secure. It is possible that in serious cases, we may need to use Legal Obligation to share this data with the Police


Your Rights
You have the right to access any personal information that Floorbrite processes about you and to request information about: -


• What personal data we hold about you
• The purposes of the processing
• The categories of personal data concerned
• The recipients to whom the personal data has/will be disclosed
• How long we intend to store your personal data for
• If we did not collect the data directly from you, information about the source

If you believe that we hold any incomplete or inaccurate data about you, you have the right to ask us to correct and/or complete the information and we will strive to update/correct it as quickly as possible; unless there is a valid reason for not doing so, at which point you will be notified.

You also have the right to request erasure of your personal data or to restrict processing in accordance with data protection laws (dependent on the legal basis used), as well as to object to any direct marketing from us.

If we receive a request from you to exercise any of the above rights, we may ask you to verify your identity before acting on the relevant request; this is to ensure that your data is protected and kept secure.

Sharing and Disclosing Your Personal Information
We do not share or disclosure any of your personal information without your consent, other than for the purposes specified in this notice or where there is a legal requirement. Floorbrite uses third parties to provide the below services and business functions, however all processors acting on our behalf only process your data in accordance with instructions from us and comply fully with this privacy notice, the data protection laws and any other appropriate confidentiality and security measures.

Our Accountants for Accountancy purposes
Our CRM/CMS partners to manage your account with us
Microsoft for our Communications
Our Vehicle Tracking and dashcam Partner
Our website hosting and design partners

Social Media

We also use various social media channels to provide support and promote our business. We act as joint controllers for this data, as once added, these companies determine how your data is managed separately to how we manage your data (on these channels).

The privacy notices for these channels are:

LinkedIn privacy notice
Facebook privacy notice
Twitter privacy notice
Instagram privacy notice
YouTube privacy notice

Safeguarding Measures
Floorbrite takes your privacy seriously and we take every reasonable measure and precaution to protect and secure your personal data. We work hard to protect you and your information from unauthorised access, alteration, disclosure or destruction and have several layers of security measures in place, including: -

SSL, encryptions, authentication, access control measures
Where data is transferred outside of the UK & EEA we contractually obligate any companies with whom we share your data to ensure that your rights under GDPR are maintained and your data is protected according to the standards of the GDPR.

Profiling

We do not use your data for any profiling or automated decisions

Consequences of Not Providing Your Data
You are not obligated to provide your personal information to Floorbrite, however, as this information is required for us for the purposes set out above and for employment, we will not be able to complete the tasks detailed without it.

How Long We Keep Your Data
Floorbrite only ever retains personal information for as long as is necessary and we have strict review and retention policies in place to meet these obligations. We are required under UK tax law to keep your basic personal data (name, address, contact details) for a minimum of 6 years after which time it will be destroyed.

Where you have consented to us using your details for direct marketing, we will keep such data until you withdraw your consent, although we do refresh consent periodically

Lodging A Complaint
Floorbrite only processes your personal information in compliance with this privacy notice and in accordance with the relevant data protection laws. If, however you wish to raise a complaint regarding the processing of your personal data or are unsatisfied with how we have handled your information, you have the right to lodge a complaint with the supervisory authority.


The Floorbrite Group
Cranford House,
Cranford Avenue,
Manchester,
Cheshire
M33 2AU

e. gdpr@floorbrite.co.uk
t. 0800 021 3773

Information Commissioners Office (ICO)
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Tel: 0303 123 1113
Email – via their website – www.ico.org.uk

If you require any further information about our services, a career with Floorbrite or have any other queries, don’t hesitate to contact us by filling out an enquiry form.

Because of the new General Data Protection Rules (GDPR), we would like to let you know that we will keep your data for 36 months unless you tell us otherwise.