Last Updated: 15th September 2020<\/p>\n
Data Protection Policy of www.metisplan.co.uk (\u201cOur Site\u201d)<\/strong><\/p>\nIMPORTANT<\/strong>: Our Data Protection Manager at the time off issuing this policy is Antony Morton<\/strong>. Any 1.5 We will only hold data for as long as necessary for the purposes for which we collected it.<\/p>\n1.6 The Company is a \u2018data controller\u2019 for the purposes of your personal data. This means that we We are responsible for ensuring and demonstrating compliance with these principles.<\/p>\n3. How we define personal data<\/strong>
\nquestions about this policy should be addressed to them. If they are no longer the Data Protection
\nManager, you can find out who is by contacting Vikki Wild<\/strong>.\n1. Overview<\/strong>
\n1.1 We need to gather and use information or \u2018data\u2019 about you as part of our business and to
\nmanage our relationship with you. This policy sets out the things we must tell you about data
\nprotection.\n1.2 We take the security and privacy of your data seriously and intend to comply with our legal
\nobligations under the Data Protection Act 2018 (the \u20182018 Act\u2019) and the EU General Data
\nProtection Regulation (\u2018GDPR\u2019) in respect of data privacy and security.\n1.3 This policy applies to current and former employees, workers, volunteers, apprentices, and
\nconsultants. If you fall into one of these categories, then you are a \u2018data subject\u2019 for the
\npurposes of this policy. You should read this policy alongside your employment contract (or
\ncontract for services) and any other notice we issue to you from time to time in relation to
\nyour data.\n1.4 The Company has separate policies and privacy notices in place in respect of job applicants,
\ncustomers, suppliers, and other categories of data subject. Copies can be obtained from
\nAntony Morton.\n
\ndecide how and why we process your personal data.\n1.7 This policy explains how we will hold and process your information. It explains your rights as
\na data subject. It also explains your obligations when obtaining, handling, processing, or
\nstoring personal data in the course of working for, or on behalf of, the Company.\n1.8 This policy does not form part of your employment contract (or contract for services, if
\nrelevant) and we may update it at any time. It is intended that this policy is fully compliant
\nwith the 2018 Act and the GDPR. If any conflict arises between those laws and this policy, the
\nCompany intends to comply with the 2018 Act and the GDPR.\n2. Data Protection Principles<\/strong>
\na. Personal data must be processed in accordance with the following \u2018Data Protection
\nPrinciples.\u2019 It must:
\ni. be processed fairly, lawfully and transparently;
\nii. be collected and processed only for specified, explicit and legitimate purposes;
\niii. be adequate, relevant, and limited to what is necessary for the purposes for which it is
\nprocessed;
\niv. be accurate and kept up-to-date. Any inaccurate data must be deleted or rectified
\nwithout delay;
\nv. not be kept for longer than is necessary for the purposes for which it is processed; and
\nvi. be processed securely.\n
\na. \u2018Personal data\u2019 means information which relates to a living person who can be identified from
\nthat data (a \u2018data subject\u2019) on its own, or when taken together with other information which
\nis likely to come into our possession. It includes any expression of opinion about the person
\nand an indication of the intentions of us or others, in respect of that person. It does not include
\nanonymised data.\nb. This policy applies to all personal data whether it is stored electronically, on paper, or in\/on
\nother materials.\nc. This personal data might be provided to us by you, or by someone else (such as a former
\nemployer, your doctor, or a credit reference agency), or it could be created by us. It could be
\nprovided or created during the recruitment process or during the course of the employment
\ncontract (or contract for services) or after it has ended. It could be created by your manager
\nor other colleagues.
\nd. We will collect and use the following types of personal data about you:
\ni. Recruitment information such as your application form and CV, references,
\nqualifications and membership of any professional bodies and details of any preemployment assessments.
\nii. Your contact details and date of birth.
\niii. The contact details for your emergency contacts.
\niv. Your gender.
\nv. Your marital status and family details.
\nvi. Information about your employment contract (or contract for services) including start
\nand end dates of employment, role, and location, working hours, details of promotion,
\nsalary (including details of previous remuneration), pension, benefits, and holiday
\nentitlement.
\nvii. Your bank details and information in relation to your tax status including your National
\nInsurance number.
\nviii. Your identification documents including passport and driving licence and information in
\nrelation to your immigration status and right to work for us.
\nix. Your medical needs and information in case of an emergency.
\nx. Information relating to disciplinary or grievance investigations and proceedings
\ninvolving you (whether or not you were the main subject of those proceedings).
\nxi. Information relating to your performance and behaviour at work.
\nxii. Training records.
\nxiii. Electronic information in relation to your use of IT systems\/swipe cards\/telephone
\nsystems.
\nxiv. Your images (whether captured on CCTV, by photograph or video).
\nxv. Any other category of personal data which we may notify you of from time to time.\n4. How we define special categories of personal data<\/strong>
\na. \u2018Special categories of personal data\u2019 are types of personal data consisting of information
\nabout:
\ni. your racial or ethnic origin;
\nii. your political opinions;
\niii. your religious or philosophical beliefs;
\niv. your trade union membership;
\nv. your genetic or biometric data;
\nvi. your health; and
\nvii. your sexual orientation.
\nWe may hold and use any of these special categories of your personal data in accordance with
\nthe law.\nWe may also hold and use personal data relating to criminal allegations, offences,
\nproceedings, and convictions.\n5. How we define processing<\/strong>
\na. \u2018Processing\u2019 means any operation which is performed on personal data such as:
\ni. collection, recording, organisation, structuring or storing;
\nii. adaption or alteration;
\niii. retrieval, consultation or use;
\niv. disclosure by transmission, dissemination or otherwise making available;
\nv. alignment or combination; and
\nvi. restriction, destruction or erasure.\nThis includes processing personal data which forms part of a filing system and any automated
\nprocessing.\n6. How will we process your personal data?<\/strong>
\na. We will process your personal data (including special categories of personal data) in line with
\nour obligations under the 2018 Act.\nb. We will use your personal data:
\ni. for performing the employment contract (or contract for services) between us;
\nii. for complying with any legal obligation; or
\niii. if it is necessary for our legitimate interests (or for the legitimate interests of someone
\nelse). However, we can only do this if your interests and rights do not override ours (or
\ntheirs). You have the right to challenge our legitimate interests and request that we stop
\nthis processing. See details of your rights in section 12 below.\nWe can process your personal data for these purposes without your knowledge or consent.
\nWe will not use your personal data for an unrelated purpose without telling you about it and
\nthe legal basis that we intend to rely on for processing it.\nIf you choose not to give us certain personal data, we may not be able to carry out some parts
\nof the contract between us. For example, if we do not have your bank account details, we may
\nnot be able to pay you. It might also prevent us from complying with certain legal obligations
\nand duties, such as to pay the right amount of tax to HMRC or to make reasonable adjustments
\nin relation to any disability you may have.\n7. Examples of when we might process your personal data<\/strong>
\na. We have to process your personal data in various situations during your recruitment,
\nemployment (or engagement) and even following termination of your employment (or
\nengagement).\nb. For example (and see section 7.6 below for the meaning of the asterisks):
\ni. to decide whether to employ (or engage) you;
\nii. to decide how much to pay you, and the other terms of your contract with us;
\niii. to check you have the legal right to work for us;
\niv. to carry out the contract between us including, where relevant, its termination;
\nv. to train you and review your performance*;
\nvi. to decide whether to promote you;
\nvii. to decide whether and how to manage your performance, absence, or conduct*;
\nviii. to carry out a disciplinary or grievance investigation or procedure in relation to you or
\nsomeone else;
\nix. to determine whether we need to make reasonable adjustments to your workplace or
\nrole because of your disability*;
\nx. to monitor diversity and equal opportunities*;
\nxi. to monitor and protect the security (including network security) of the Company, you,
\nour other staff, customers, and others;
\nxii. to monitor and protect the health and safety of you, our other staff, customers and
\nthird parties*;
\nxiii. to pay you and provide pension and other benefits in accordance with the contract
\nbetween us*;
\nxiv. to pay tax and National Insurance;
\nxv. to provide a reference upon request from another employer;
\nxvi. to pay trade union subscriptions*;
\nxvii. to monitor compliance by you, us and others with our policies and our contractual
\nobligations*;
\nxviii. to comply with employment law, immigration law, health and safety law, tax law and
\nother laws which affect us*;
\nxix. to answer questions from insurers in respect of any insurance policies which relate to
\nyou*;
\nxx. to run our business and plan for the future;
\nxxi. for the prevention and detection of fraud or other criminal offences;
\nxxii. to defend the Company in respect of any investigation or litigation and to comply with
\nany court or tribunal orders for disclosure*; and
\nxxiii. for any other reason which we may notify you of from time to time.\nc. We will only process special categories of your personal data (see above) in certain situations
\nin accordance with the law. For example, we can do so if we have your explicit consent. If we
\nask for your consent to process a special category of personal data, then we will explain the
\nreasons for our request. You do not need to consent and can withdraw consent later if you
\nchoose by contacting Antony Morton, the Company\u2019s Data Protection Manager.\nd. We do not need your consent to process special categories of your personal data when we are
\nprocessing it for the following purposes:
\ni. Where it is necessary for carrying out rights and obligations under employment law.
\nii. Where it is necessary to protect your vital interests or those of another person where
\nyou\/they are physically or legally incapable of giving consent.
\niii. Where you have made the data public.
\niv. Where processing is necessary for the establishment, exercise or defence of legal
\nclaims.
\nv. Where processing is necessary for the purposes of occupational health or for the
\nassessment of your working capacity.\ne. The Company may request to process a DBS online check if the employee\u2019s role or work should
\nrequire such a check. Permission will be requested directly to the individual and the Company
\nwill process the check on behalf of the individual. If the individual does not wish the check to be
\nprocessed, they must inform the Data Protection Manager directly. Any information disclosed will
\nbe treated as confidential data.\nf. We might process special categories of your personal data for the purposes in paragraph 7.2
\nabove which have an asterisk beside them. In particular, we will use information in relation
\nto:
\ni. your race, ethnic origin, religion, sexual orientation or gender to monitor equal
\nopportunities;
\nii. your sickness absence, health and medical conditions to monitor your absence, assess
\nyour fitness for work, to pay you benefits, to comply with our legal obligations under
\nemployment law including to make reasonable adjustments and to look after your
\nhealth and safety; and
\niii. your trade union membership to pay any subscriptions and to comply with our legal
\nobligations in respect of trade union members.\ng. We do not take automated decisions about you using your personal data or use profiling in
\nrelation to you.\n8. Sharing your personal data<\/strong>
\na. Sometimes we might share your personal data with our contractors and agents to carry out
\nour obligations under our contract with you or for our legitimate interests. For further
\ninformation about our Company Privacy policy, you can view on our website here –\n