HR Privacy Policy 2023 Version 6

The company is committed to protecting your personal information. This Privacy Policy relates to our use of any personal information we collect from you via the following services:

• Any information entered into our portals and websites.
• Any written communication from yourself to the company.
• Any conversation between the company and yourself, either in person or via the telephone.

The privacy and security of your personal information is very important to us. We want to assure you that your information will be properly managed and protected whilst in our hands. Our Policy is open and fair, and we require you to agree to this when you complete the online application form(s), and a record of this is stored with your employee record.

We may receive personal information about you, during the recruitment process and throughout the duration of your employment. This information may include

• Basic personal details such as your name, address, e-mail address, telephone number, date of birth or age, National Insurance number, gender, marital status, immigration status.
• Payment information such as your bank name, sort code and account number
• Emergency contact names and telephone numbers
• Sensitive personal information such as disclosures about previous unspent criminal convictions.
• Your photograph, which is used for identification and records.
• Documents to substantiate your employment, such as proof of address.
• References from your previous employers.
• Information about health conditions that we may need to be aware of during your employment.
• Information about your employment with us, such as records of attendance, performance, reviews, disciplinary, messaging and earnings.
• Network and Infrastructure information, such as your ISP, hardware/software, IP and subnet, diagnostics and telemetry.

• Fulfil contractual obligations of record keeping and pay.
• Improve your employment experience by making sure that the right levels of support can be given to you as and when required.
• Assess your eligibility & suitability for the role or roles.
• Verify your identity and right to work.
• Conduct reviews and handle HR processes such as pay queries and grievances.
• Provide you with communications relating to your employment, and your role or roles.
• Provide you with systems and services required for your role or roles.
• Ensure the security and stability of systems and prevent criminal activity.

Your name, date of birth, email address and IT configuration may be shared with the companies associated with the campaigns you work on behalf of, so that they may enable you on their systems.

Summary information such as tenure, exit reason, attendance, performance indicators and reviews may be shared with companies requesting a reference on your behalf.

Your IP Address may be shared with companies engaged in fraud tracking and prevention.

Your Bank and Payroll information may be shared with our Payroll provider for the purposes of paying you.

We may share your data with the following organisations: HM Revenue & Customs, The Department for Work & Pensions, NEST, and any other government departments.

when we believe in good faith that the disclosure is:

• Required by law.
• To fulfil our contractual obligations with our employees.
• To protect the safety of our employees, the public or our property.
• Required to comply with a judicial proceeding, court order or legal process.
• In the event of a merger, asset sale, or other related transaction.
• For the prevention or detection of crime (including fraud).
• Requested by regulatory bodies in the UK.

Your HR Record will not be transferred by the company to any country outside of the United Kingdom for any reason except when you reside or operate outside the united kingdom. All processing, storage, administration or any other use stated in this policy will take place in the United Kingdom. The purposes and processing associated with your information will comply with all applicable data protection regulations, including the UK Data Protection Act, GDPR, and with our obligation to adequately protect and secure your personal information.

We are committed to protecting the confidentiality and security of the information that you provide to us and we put in place appropriate technical, physical and organisational security measures to protect against any unauthorised access or damage to, or disclosure or loss of, your information.

Your username and password must be kept secure at all times, and should at any time you believe that these credentials may have been accessed by a third party, you MUST contact your line manager immediately.

You should also be aware that communications over the internet, such as email and instant message, are NOT secure, so please do not provide confidential information via these methods. Our Portals provide a secure method to supply information and documentation.

Our Portals may contain links to other third party websites and these other websites will be subject to their own privacy policies which may differ from this Privacy Policy, and you should consider carefully their privacy policies before submitting any personal information on them.

Please let us know if your information changes as it is important that the information we hold about you is accurate and up to date.

You can ask us to update or correct your personal information by any of the following methods

Online from the companies Portal system, using the UPDATE button. Online from the companies Portal system by internal messaging. Online via the Self Service Portal at https://gen.direct/ss By Phone or email to the HR Department, contact information is provided when joining the company, and available at all times from the companies Portal (Contacts Tab).

You have the right to request a copy of all the personal information we hold about you in a Subject Access Request.

• To do this during your employment you can use the files tab from the main menu of the Portal system to download your data.
• To do this after your employment you can use the self-service Portal at https://gen.direct/ss.
• In writing to the companies head office address (shown at the top of your contract).

We may amend this Privacy Policy from time to time for example, to keep it up to date or to comply with legal requirements. You should regularly check this Privacy Policy for updates. If there will be any significant changes made to the use of your personal information in a manner different from that stated at the time of collection, we will notify you by posting a notice on our Website.

For any questions or concerns relating to this Privacy Policy or our data protection practices, contact your line manager, the contact information can be found in the Contacts Tab of the Portal System, OR, by contact HR, again in the contact's tab.