Introduction:

This Privacy Policy explains in detail the types of personal data we may collect about you when you interact with us. It also explains how we’ll store and handle that data, and keep it safe.

We want you to be fully informed about your rights, how Arthur employment law uses your data, and how we protect your privacy. We promise to respect any of your personal information which is under our control and to keep it safe. We aim to be clear when we collect your information about what we will do with it.

We hope the following sections will answer any questions you have but if not, please do get in touch with us.

Who we are:

In this Privacy Policy, “Arthur employment law”, “AEL”, “we”, or “our” means:

• Arthur employment law

How we collect your personal information:

Depending on your interactions with us we collect information from a variety of sources such as:

• When you use our services
• When you visit our websites
• When you provide information to us directly
• Other sources (such as social media or information available in the public domain)
• When you contact us by any means with queries, complaints etc.

Our service to you.

Our services and advice which is compliant with relevant legislation and supports best employment practices, our services include:

• Provision of company handbook and template data subject contracts
• HR advice line for use by the company
• Letter templates
• HR compliance and guidance
• HR Policies
• HR legislation and policy updates

Our service may include the collection and storage of personal data on our systems:

• Absence Management
• Mediation
• Performance management
• Sickness and absence management
• Recruitment
• Discipline and Grievance issues with data subjects
• Change Management including TUPE and restructures
• In order to advise on specific employee relation issues

To provide our services we require full and accurate information concerning your company and employees and so cannot be held responsible or bear any liability as a result of any incorrect information presented to us.

Personal Data:

The personal data we hold about your employees includes their names, dates of birth, gender and home addresses. We may also handle special categories of data including criminal or medical data.

Data Processor:

When AEL provide HR services to you AEL is a Data Processor and you are the Data Controller because you determine how and why the personal data is processed and we act on your behalf.

Data Controller:

We may also be a data controller where we determine the purpose for which and the manner in which any personal data is processed. We are a registered data controller with the ICO under registration reference ZA763692

Lawful Basis for Processing Information:

Our lawful basis for processing your employee’s data is that it is necessary for the performance of the contract we have with you to deliver HR services.

Our lawful basis for sending information to you or prospective clients is based on our belief that the information being provided will be of interest as shown in our Legitimate Interest Assessment.

What information we collect:

• When providing HR services to you: We will process the employee data which you have supplied to us. The personal data we hold about your employees can included their names, dates of birth, gender and home addresses. We may also handle special categories of data including criminal or medical data.
• IP Addresses: When you visit our website, your IP address which identifies your computer when connected to the internet, will be automatically logged by our server which is located in Poland.
• Cookies: A Cookie is a piece of information that is stored on your computer’s hard drive, we use information from cookies to analyse the traffic on our website and help us understand how individuals use the site, as well as tracking any patterns which may emerge. This can help us to develop and improve our website and services in response to what our visitors want and need.
• Social Media: Our website offers the possibility of sharing content on social media channels, e.g. Facebook. The respective social media provider will directly gather Personal Information only after you click on the corresponding sharing button. Please refer to the privacy policy of the social media provider to learn more about what Personal information is collected and used.
• Website Visitors: No personal information has to be given in order to navigate around our website. However, any information which you choose to provide via the website will be added to our marketing database and used by us for administration of our contact and client information and for marketing our services and events to those whom we believe will have an interest in these.

How we protect your data:

We know how much data security matters to all of us and with this in mind we treat your data with the utmost care and take all appropriate steps to protect it. We ensure that there are appropriate technical and organisational controls (including physical, electronic and managerial measures) in place to protect your personal details.

• Identify verification: When providing HR services to yourself we will verify the identity of the caller by allocated password.
• Storage: Data is stored locally on PIN authenticated portable drive. Whereby PINs are required for access. All laptops and computers require strong passwords to access data.
• Encryption: All sensitive data is encrypted in traffic and at rest using Transparent Data Encryption (TDE) technology.
• Training: All staff have mandatory training on privacy and security awareness.

How long will we keep for information for?
AEL has specific criteria to determine how long we will retain your information for, which are determined by legal and operational considerations. Whenever we collect or process your personal data, we’ll only keep it for as long as is necessary for the purpose for which it was collected.

At the end of that retention period, your data will either be deleted completely or anonymised, for example by aggregation with other data so that it can be used in a non-identifiable way for statistical analysis and planning.

Where AEL are the data processors (i.e. when proving HR services to yourselves we will process and store the information for the duration of the contract. Once the contract has expired the information will be securely destroyed or permanently deleted within 10 business days.

Where AEL are the data controllers we will process your information for 6 years. Whenever you have given us your consent to use your personal data, you have the right to change your mind at any time and withdraw that consent and your information will be deleted.

Sharing your information with other organisations:
We will never sell or rent your information to third parties for marketing purposes. However we may share your personal information with service providers where this is required in order to provide the full service you require i.e. legal advice, however this will only be done where appropriate contracts are in place confirming adequate security and protection of data.

Your rights over your personal data

You have the right to request:

• Access to the personal data we hold about you, free of charge in most cases.
• The correction of your personal data when incorrect, out of date or incomplete.
• The deletion of the data we hold about you, in specific circumstances; for example, when you withdraw consent or object, and we have no legitimate overriding interest, or once the purpose for which we hold the data has come to an end.
• A computer file in a common format (CSV or similar) containing the personal data that you have previously provided to us, and the right to have your information transferred to another entity where this is technically possible.
• Restriction of the use of your personal data, in specific circumstances, generally while we are deciding on an objection you have made.
• That we stop processing your personal data, in specific circumstances; for example, when you have withdrawn consent, or object for reasons related to your individual circumstances.
• That we stop using your personal data for direct marketing (either through specific channels, or all channels).
• That we stop any consent-based processing of your personal data after you withdraw that consent.
• Review of any decision made based solely on automatic processing of your data (so where no human has yet reviewed the outcome and criteria for the decision).

You can contact us to request to exercise these rights at any time by contacting us via caragh@arthuremployment-law.uk or call us 07450312409

If we choose not to action your request, we will explain the reasons for our refusal.

Your right to withdraw consent:

Whenever you have given us your consent to use your personal data, you have the right to change your mind at any time and withdraw that consent.

Where we rely on our legitimate interest:

In cases where we are processing your personal data on the basis of our legitimate interest, you can ask us to stop for reasons connected to your individual situation. We must then do so unless we believe we have a legitimate overriding reason to continue processing your personal data.

Direct marketing:

You have the right to stop the use of your personal data for direct marketing activity through all channels, or selected channels. We must always comply with your request.

Please note that exceptions apply to a number of these rights, and not all rights will be applicable in all circumstances. For more details we recommend you consult the guidance published by the UK’s Information Commissioner’s Office (ICO).

For more information:

AEL endeavours to meet the highest standards when collecting and using personal information. For this reason, we encourage individuals to bring to our attention, any collection or use of information which they believe is unfair, misleading or inappropriate.

This Privacy Policy is drafted with brevity and clarity in mind and does not provide an exhaustive list of all aspects of AEL collection and use of personal information. However, if any additional information or explanation is required, we are happy to provide this and relevant requests should be sent in writing to caragh@arthuremployment-law.uk with ‘Privacy Request’ in the subject line.

Complaints:

If you are unhappy with any aspect of how we are using your personal information we’d like to hear about it. We appreciate the opportunity this feedback gives us to learn and improve. Please email us at caragh@arthuremployment-law.uk or call us 07450312409.

You also have the right to lodge a complaint about any use of your information with the Information Commissioners Office, the UK data protection regulator.

Changes to this policy:

We may change this Privacy Policy from time to time. If we make any significant changes in the way we treat your personal information we will make this clear on via website or by contacting you directly.

This notice was last updated on 25/05/2019