Privacy notice for employees, workers, volunteers, trustees, directors and consultants
We are committed to respecting your privacy. This notice is to explain how we may use personal information we collect before, during and after your working relationship with us. This notice explains how we comply with the law on data protection and what your rights are and for the purposes of data protection we will be the controller of any of your personal information.
This notice applies to our current and former employees, workers, directors and consultants. This notice does not form part of any contract of employment or other contract to provide services.
References to we, our or us in this privacy notice are to SportsAble
We have not appointed a Data Protection Officer to oversee our compliance with data protection laws as we not required to do so, but our CEO/COO has overall responsibility for data protection compliance in our organisation. Contact details are set out in the “Contacting us” section at the end of this privacy notice.
- PERSONAL INFORMATION
When you interact with us in relation to your work with us, you may provide us with or we may obtain personal information about you, such as information regarding your:
- personal contact details such as name, title, addresses, telephone numbers, and personal email addresses and emergency contact details;
- date of birth;
- marital status and dependants;
- referee details, next of kin, beneficiaries, details of family members and emergency contacts;
- national insurance number and other tax or governmental identifiers;
- bank accounts, payroll and tax status
- salary, insurance, annual leave, pension, benefit entitlement and expenses;
- start date and leaving date;
- location of employment or workplace;
- attendance history;
- driving licence(s) (including copies where we are required to hold such information for identification or insurance purposes where you [or other members of your family] are to use our vehicles) and vehicle details;
- identification documents and information such as passport, utility bills, identity cards, signature etc;
- recruitment (including copies of right to work documentation, past employment history, references and other information included in a CV or cover letter or as part of the application process);
- employment records and notes (including job titles, work history, working hours, training records, professional memberships, maternity, parental and compassionate leave and details of any home-working assessment for health and safety purposes) and education and professional records/qualifications;
- compensation history and charity donation preferences;
- performance including that generated through our appraisal systems;
- disciplinary and grievance information;
- movements though CCTV footage and other information obtained through electronic means such as swipe card and key fob records;
- use of our information and communications systems, including the computers and fixed and mobile phones that we allow you to use, passwords, personal identification numbers, IP addresses, user names and other IT system identifying information;
- images in video and/or photographic form and voice recordings;
- shareholding, option, SARS and dividend entitlement;
- records of enquiries and other correspondence with you; and
- loans that you have made to us or we have made to you.
- any other personal information that you are willing to share with us relating to your medical condition, which may be required as a condition of you becoming a member.
- SPECIAL CATEGORIES OF PERSONAL INFORMATION
We may also collect, store and use the following “special categories” of more sensitive personal information regarding you:
- information about your race or ethnicity, religious beliefs, sexual orientation and political opinions;
- information about your trade union memberships;
- information about your health, including any medical condition, health and sickness records, medical records and health professional information; and
- biometric information about you, for example fingerprints, retina scans.
We may not collect all of the above types of special category information about you. In relation to the special category personal data that we do process we do so on the basis that
- the processing is necessary for reasons of substantial public interest, on a lawful basis;
- it is necessary for the establishment, exercise or defence of legal claims;
- it is necessary for the purposes of carrying out the obligations and exercising our or your rights in the field of employment and social security and social protection law; or
- based on your explicit consent.
In the table below, we refer to these as the “special category reasons for processing of your personal data”.
We may also collect criminal records information from you. For criminal records history we process it on the basis of legal obligations or based on your explicit consent.
- WHERE WE COLLECT YOUR INFORMATION
We typically collect personal information about employees, workers, volunteers, trustees, directors and consultants through the application and recruitment process, either directly from candidates or sometimes from an employment agency or background check provider. We may sometimes collect additional information from third parties including former employers, credit reference agencies or other background check agencies. We will also collect additional personal information in the course of job-related activities throughout the period of you working for us.
If you are providing us with details of referees, next of kin, beneficiaries, family members and emergency contacts they have a right to know and to be aware of how what personal information we hold about them, how we collect it and how we use and may share that information. Please share this privacy notice with those of them whom you feel are sufficiently mature to understand it. They also have the same rights as set out in the “Your rights in relation to personal information” section below.
- USES MADE OF YOUR PERSONAL INFORMATION
The table below describes the main purposes for which we process your personal information, the categories of your information involved and our lawful basis for being able to do this.
|Non- ‘special categories’ of Personal Information|
|Making a decision about your recruitment or appointment and managing the recruitment process and determining the terms on which you work for us||We need this information to be able to perform and administer the recruitment process for you to engage you
This is necessary to enter into a contract with you
|Checking you are legally entitled to work in the UK||We have a legal obligation to do so.|
|Producing and maintaining business records, staff directories, intranets, websites, brochures and other internal and external business documentation and materials||We have a legitimate interest to maintain up to date business records and materials.|
|Paying you and, if you are an employee, deducting tax and National Insurance contributions||To be able to manage and perform our contract with you
We have a legal obligation to do so
|Providing benefits of employment or working, including flexible benefits and liaising with benefit providers||To be able to manage and perform our contract with you
We may have a legal obligation to do so
|Administering the contract, we have entered into with you||To be able to manage and perform our contract with you|
|Conducting performance reviews, grievance or disciplinary hearings, managing performance and determining performance requirements and making decisions about compensation and benefits,||We have a legitimate interest to ensure that our workers are meeting their performance objectives and that the business is managing and controlling the performance process effectively
To be able to manage and perform our contract with you
|Business management and planning, including accounting and auditing, conducting our normal business operations and managing our relationship with you||To be able to manage and perform our contract with you.
We have a legitimate interest to run and manage our business
|Assessing qualifications for a particular job or task, including decisions about promotions and ascertaining your fitness to work, education, training and development requirements||We may be legally obliged to do so
To be able to manage and perform our contract with you
We have a legitimate interest to run and manage our business and to ensure that our workers are suitably trained
|Making decisions about your continued employment or engagement or termination of our working relationship||We have a legitimate interest to ensure that the workers we engage continue to be suitably qualified and/or appropriate for their role within the business|
|Managing sickness absence||To be able to manage and perform our contract with you
We have a legitimate business interest to ensure that the workers we engage continue to be suitably qualified and/or appropriate for their role within the business
|Complying with health and safety obligations||We have a legal obligation to comply with Health and Safety laws
We also have a legal obligation to report any accidents at work in accordance with health and safety laws
|Dealing with legal disputes involving you, or other employees, workers, volunteers, trustees, directors and consultants, including accidents at work||To be able to manage and perform our contract with you. We have a legitimate interest to ensure that all legal claims are managed effectively|
|For the purposes of ensuring the security of our systems and our information, to ensure network and information security, including preventing unauthorised access to our computer and electronic communications systems and preventing malicious software distribution||We have a legitimate business in ensuring our systems are secure
To be able to manage and perform our contract with you
|To facilitate the use of our IT systems and monitor your use of our information and communication systems to ensure compliance with our IT policies||We have a legitimate interest in ensuring that our workers use our computer systems and information correctly and efficiently and in compliance with our IT policies
To be able to manage and perform our contract with you
|To comply with our legal obligations, for example in relation to PAYE, National Insurance, Companies House filings||We have a legal obligation to do so|
|To ensure network and information security, including preventing unauthorised access to our computer and electronic communications systems and preventing malicious software distribution||We have a legitimate interest in ensuring our systems are secure|
|To conduct data analytics studies to review and better understand employee retention and attrition rates||We have a legitimate interest in order to improve as an employer|
|For the purposes of equal opportunities monitoring||We may have a legal obligation to do so and we have a legitimate interest in doing so to make sure our business is a fair place to work|
|Storage of records relating to you and also records relating to our business||To be able to manage and fulfil our contract with you, we may have a legal obligation to do so and we also have a legitimate interest to keep proper records|
|For the purpose of complying with any regulatory requirements||We may have a legal obligation to comply with regulatory requirements and we have a legitimate interest in complying with regulatory requirements|
|For the purposes of managing your shareholding in us, your rights to shares and dividend details||To be able to manage and perform our contract with you|
|‘Special categories’ of Personal Information or criminal records|
|Storage of records relating to you and also records relating to our business.||We process special category personal data on the basis of the “special category reasons for processing of your personal data” referred to in section 2 above
For criminal records information we process it on the basis of legal obligations or based on your explicit consent.
|We will use information relating to your absence from work, which may include sickness absence or family-related absences, to comply with employment and other laws.||We process special category personal data on the basis of the “special category reasons for processing of your personal data” referred to in section 2 above.|
|We will use information about your physical or mental health to provide you with benefits under your contract||We process special category personal data on the basis of the “special category reasons for processing of your personal data” referred to in section 2 above.|
|We will use information about your physical or mental health, or disability status, to ensure your health and safety in the workplace and to assess your fitness to work, to provide appropriate workplace adjustments, to monitor and manage sickness absence and to administer benefits; and||We process special category personal data on the basis of the “special category reasons for processing of your personal data” referred to in section 2 above.
|We will use information about your race or national or ethnic origin, religious, philosophical or moral beliefs, or your sexual life or sexual orientation or political beliefs, to ensure meaningful equal opportunity monitoring and reporting.||We process special category personal data on the basis of the “special category reasons for processing of your personal data” referred to in section 2 above.|
|For drug and alcohol testing.|
|We will use and retain information about criminal convictions to comply with law and in order to determine your eligibility to undertake particular types of work.||For criminal records information we process it on the basis of legal obligations or based on your explicit consent.|
For some of your personal information you will have a legal, contractual or other requirement or obligation for you to provide us with your personal information. If you do not provide us with the requested personal information we may not be able to engage your or we may not be able to properly perform our contract with you or comply with legal obligations and we may have to terminate your engagement. For other personal information you may not be under an obligation to provide it to us, but if you do not provide it then we may not be able to properly perform our contract with you.
Where you have given us your consent to use your personal information in a particular manner, you have the right to withdraw this consent at any time, which you may do by contacting us as described in the “Contacting us” section below.
Please note however that the withdrawal of your consent will not affect any use of the data made before you withdrew your consent and we may still be entitled to hold and process the relevant personal information to the extent that we are entitled to do so on bases other than your consent. Withdrawing consent may also have the same effects as not providing the information in the first place, for example we may no longer be able to provide certain benefits to you.
- DISCLOSURE OF YOUR PERSONAL INFORMATION
We share personal information with the following parties:
- Companies in the same group of companies as us: for the purpose of providing a service to you.
- Any party approved by you.
- Other service providers to our business and advisors: for example, payroll, pension administration, benefits provision, membership/registration provision, local councils, professional advisors and administration, CCTV contractors and IT services. All our third-party service providers and other entities in the group are required to take appropriate security measures to protect your personal information.
- Purchasers of our business: buyers or perspective buyers who we sell or negotiate to sell our business to.
- Prospective new employers: for the provision of references for you;
- The Government or our regulators: where we are required to do so by law or to assist with their investigations or initiatives for the financial services industry, including but not limited to the [Financial Conduct Authority and Prudential Regulation Authority.]
- Police, law enforcement and security services: to assist with the investigation and prevention of crime and the protection of national security.
- Affiliated clubs, NGB and associated charities, e.g. Activity Alliance, Sport England and Get Berkshire Active: For compliance purposes
We do not disclose personal information to anyone else except as set out above.
- TRANSFERRING YOUR PERSONAL INFORMATION INTERNATIONALLY
The personal information we collect may be transferred to and stored in countries outside of the UK and the European Union. Some of these jurisdictions require different levels of protection in respect of personal information and, in certain instances, the laws in those countries may be less protective than the jurisdiction you are typically resident in. We will take all reasonable steps to ensure that your personal information is only used in accordance with this privacy notice and applicable data protection laws and is respected and kept secure and where a third part processes your data on our behalf we will put in place appropriate safeguards as required under data protection laws. For further details please contact us by using the details set out in the “Contacting us” section below.
- HOW LONG WE KEEP PERSONAL INFORMATION FOR
The duration for which we retain your personal information will differ depending on the type of information and the reason why we collected it from you. However, in some cases personal information may be retained on a long-term basis: for example, personal information that we need to retain for legal purposes will normally be retained in accordance with usual commercial practice and regulatory requirements. Generally, where there is no legal requirement we retain all physical and electronic records for a period of 6 years (if you are a current employee, this may be for 6 years after your employment ends). Exceptions to this rule are:
- CCTV records which are held for between 30 days to 90 days, unless we need to preserve the records for the purpose of prevention and detection of crime;
- Details regarding unsuccessful job applicants where we hold records for a period of not more than 12 months;
- Information that may be relevant to personal injury claims, employment claims, discrimination claims may be retained until the limitation period for those types of claims has expired. For personal injury or discrimination claims this can be an extended period as the limitation period might not start to run until a long time after you have worked for us.
- Information that may be useful to a pension provider or benefit provider which we may retain for the period that your pension or benefit is payable.
It is important to ensure that the personal information we hold about you is accurate and up-to-date, and you should let us know if anything changes, for example if you move home or change your phone number or email address. You can contact us using the details in paragraph 10.
- YOUR RIGHTS IN RELATION TO PERSONAL INFORMATION
You have the following rights in relation to your personal information:
- the right to be informed about how your personal information is being used;
- the right to access the personal information we hold about you;
- the right to request the correction of inaccurate personal information we hold about you;
- the right to request the erasure of your personal information in certain limited circumstances;
- the right to restrict processing of your personal information where certain requirements are met;
- the right to object to the processing of your personal information;
- the right to request that we transfer elements of your data either to you or another service provider; and
- the right to object to certain automated decision-making processes using your personal information.
You should note that some of these rights, for example the right to require us to transfer your data to another service provider or the right to object to automated decision making, may not apply as they have specific requirements and exemptions which apply to them and they may not apply to personal information recorded and stored by us. For example, we do not use automated decision making in relation to your personal data. However, some have no conditions attached, so your right to withdraw consent or object to processing for direct marketing are absolute rights.
Whilst this privacy notice sets out a general summary of your legal rights in respect of personal information, this is a very complex area of law. More information about your legal rights can be found on the Information Commissioner’s website at https://ico.org.uk/for-the-public/.
To exercise any of the above rights, or if you have any questions relating to your rights, please contact us by using the details set out in the “Contacting us” section below.
If you are unhappy with the way we are using your personal information you can also complain to the UK Information Commissioner’s Office or your local data protection regulator. We are here to help and encourage you to contact us to resolve your complaint first.
- CHANGES TO THIS NOTICE
We may update this privacy notice from time to time. When we change this notice in a material way, we will update the version date at the bottom of this page. For significant changes to this notice we will try to give you reasonable notice unless we are prevented from doing so. Where required by law we will seek your consent to changes in the way we use your personal information.
- CONTACTING US
In the event of any query or complaint in connection with the information we hold about you, please email the Chairman, CEO or COO or write to us at SportsAble, Braywick Park, Maidenhead, SL6 1BN
Version dated 25 May 2018