What information does Clean Slate collect?
Clean Slate collects and processes a range of information about you. This includes:
- Your name, address and contact details, including email address and telephone number and date of birth;
- the terms and conditions of your employment;
- details of your qualifications, skills, experience and employment history, including start and end dates, with previous employers and with the organisation;
- details of your bank account and national insurance number;
- information about your next of kin as emergency contacts;
- information about your nationality and entitlement to work in the UK;
- information about your criminal record (where applicable);
- details of your schedule (days of work and working hours) and attendance at work;
- details of absence taken by you, including holiday, sickness absence, compassionate, emergency and unauthorised absence;
- details of any disciplinary or grievance procedures in which you have been involved, including any warnings issued to you and related correspondence;
- assessments of your performance, including appraisals and STAR+ training you have participated in and related correspondence;
- information about medical or health conditions, including whether or not you have a disability for which the organisation needs to make reasonable adjustments; and
- details of trade union membership;
Clean Slate collects this information through forms completed by you at the start of/or during employment (such as interview booklets, team member booklets, STAR+ Training); through interviews and meetings.
The organisation seeks information from third parties with your consent only (such as references and CRB checks).
Data is stored in a paper and electronic personnel file (including the companies email system).
Why does the Clean Slate process personal data?
Clean Slate need to process data to enter into an employment contract with you and to meet its obligations under your employment contract. We need to pay you in accordance with your employment contract and process any statutory entitlements.
Clean Slate is also required to check an employee’s entitlement to work in the UK, to deduct tax, to comply with health and safety laws and to enable employees to take periods of leave to which they are entitled.
Who has access to data?
Your information will be shared internally, with members of the operations team, admin staff for processing payroll and absence requests and senior managers in the business (where necessary). Clean Slate also shares your data with third parties that process data on its behalf, like pensions, DBS checks and vehicle insurance.
How does the organisation protect data?
Clean Slate has internal policies and controls in place, to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by its employees in the performance of their duties. Only senior managers can access sensitive information such as health questionnaires and DBS declaration forms.
Where the business engages third parties to process personal data on its behalf, they do so on the basis of written instruction, are have a duty of confidentiality to ensure the security of data.
For how long does the organisation keep data?
The organisation will hold your personal data for the duration of your employment. The periods for which your data is held after the end of employment are??
As a data subject, you have a number of rights. You can:
- access and obtain a copy of your data on request;
- require Clean Slate to change incorrect or incomplete data;
- require Clean Slate to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing; and
If you would like to exercise any of these rights, please contact Clean Slate head office at any time.
If you believe that the organisation has not complied with your data protection rights, you can complain to the Information Commissioner.
What if you do not provide personal data?
You have some obligations under your employment contract to provide the Clean Slate with data. In particular, you are required to report absences from work and may be required to provide information about disciplinary or other serious matters. You may also have to provide the organisation with data in order to exercise your statutory rights, such as in relation to statutory leave entitlements. Failing to provide the data may mean that you are unable to exercise your statutory rights.
Certain information, such as contact details, your right to work in the UK and payment details, have to be provided. If you do not provide other information, this will hinder the business from entering a contract of employment with you.