This notice explains what personal data (information) we hold about you, how we collect it, and how we use and may share information about you during your employment and after it ends. We are required to notify you of this information under data protection legislation. Please ensure that you read this notice (referred to as a ‘privacy notice’) and any other similar notice we may provide to you from time to time when we collect or process personal information about you.

Who collects the information

Hunter Heating Solutions Limited (‘Company’) is a ‘data controller’ and gathers and uses certain information about you.

Data protection principles

We will comply with the data protection principles when gathering and using personal information.

What information

We may collect the following information during your employment:

• Your name, personal and work contact details (i.e., Address, home and mobile phone numbers, email addresses) and emergency contacts (i.e., name, relationship and home and mobile phone numbers);
• Information collected during the contact and contract process that we retain;

How we collect the information

We may collect this information from you, via our technical systems, such as our computer networks and connections, communications systems, remote access systems, email and instant messaging systems, telephones, voicemail, mobile phone records relevant websites and applications.

Why we collect the information and how we use it

We will typically collect and use this information for the following purposes:

• for the performance of a contract with you, or to take steps to enter into a contract;
• for compliance with a legal obligation (e.g., our obligations to you as your employer under employment protection and health safety legislation, and under statutory codes of practice, such as those issued by Acas); and
• to defend any legal claims that may be brought against us in connection with your employment, or to establish, bring or pursue any claim against you; this will typically involve passing information on to our legal advisers, who will be subject to strict professional and contractual duties of confidentiality.

Further information on the monitoring we undertake in the workplace and how we do this is available from us.

We seek to ensure that our information collection and processing is always proportionate. We will notify you of any material changes to information we collect or to the purposes for which we collect and process it.

How we may share the information

We may also need to share some of the above categories of personal information with other parties, such as external contractors and our professional advisers and with potential purchasers of some or all of our business or on a re-structuring. Usually, information will be anonymised but this may not always be possible. The recipient of the information will be bound by confidentiality obligations. We may also be required to share some personal information as required to comply with the law.

Where information may be held

Information may be held by us and third party agencies, service providers, representatives and agents as described above.

How long we keep your information

We keep your information during and after your employment for no longer than is necessary for the purposes for which the personal information is processed.

Your right to object to us processing your information

Where our processing of your information is based solely on our legitimate interests (or those of a third party), you have the right to object to that processing if you give us specific reasons why you are objecting, which are based on your particular situation. If you object, we can no longer process your information unless we can demonstrate legitimate grounds for the processing, which override your interests, rights and freedoms, or the processing is for the establishment, exercise or defence of legal claims.

Please contact Scott Hunter, who can be contacted via our website on our Contact Us page, if you wish to object in this way.

Your rights to correct and access your information and to ask for it to be erased

Please contact Scott Hunter, who can be contacted via our website on our Contact Us page, if (in accordance with applicable law) you would like to correct or request access to information that we hold relating to you or if you have any questions about this notice. You also have the right to ask for some but not all of the information we hold and process to be erased (the ‘right to be forgotten’) in certain circumstances. We will provide you with further information about the right to be forgotten, if you ask for it.

Keeping your personal information secure

We have appropriate security measures in place to prevent personal information from being accidentally lost or used or accessed in an unauthorised way. We limit access to your personal information to those who have a genuine business need to know it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.

We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.

How to complain

We hope that Scott Hunter can resolve any query or concern you raise about our use of your information. If not, contact the Information Commissioner at ico.org.uk/concerns/ or telephone: 0303 123 1113 for further information about your rights and how to make a formal complaint.

We may also retain and use your personal information in relation to the legitimate interests we have and for the establishment, exercise or defence of legal claims, such as defending any legal claims that may be brought against us in connection with your employment, or in establishing, bringing or pursuing any claim against you. This will typically involve passing information on to our legal advisers, who will be under strict professional and contractual duties of confidentiality.

You are required (by law or under the terms of your contract of employment, or in order to enter into your contract of employment) to provide the categories of information marked above to us to enable us to verify your right to work and suitability for the position, to pay you, to provide you with your contractual benefits, and to administer statutory payments such as statutory sick pay (SSP). If you do not provide this information, we may not be able to employ you (or continue to employ you), to make these payments or provide these benefits.