Applicant/Employee/Worker Privacy Notice
New Life Counselling is committed to protecting your privacy and complying with the General Data Protection Regulations 2018 update. This Privacy Notice sets out the basis by which we collect, use and disclose the personal data of our applicants, employees and workers as well as your rights in respect of such personal data.
We may update this Privacy Notice from time to time; however, the most up to date version of this Privacy Notice is kept on New Life Counselling’s website.
How do we collect your Personal Data?
We may collect your personal data in a number of ways, for example:-
- when you apply for a vacancy with us
- following appointment, entering details onto our Human Resources records
- when we collect data through the implementation of any HR Employee Relations Policies e.g. Disciplinary/Grievance etc
- when you complete staff satisfaction surveys
- in the course of managing your employment with New Life Counselling, for example Payroll
- personal contact details you provide to/update with HR
- when you use any HR services
- when we receive your personal data from third parties, for example health professionals (GPs & Occupational Health bodies), Access NI and agencies who may be involved in the recruitment process.
What type of Personal Data do we collect?
We may collect the following types of Personal Data:-
- your name, address, email address, telephone number and other contact information that allows New Life Counselling to meet our organisational and statutory obligations to you as your employer
- details of family members and next of kin details
- national insurance number
- bank details
- Images (photos or film) taken at publicity events
Some of the information we collect about you may include Sensitive Personal Data, as defined in the General Data Protection Regulations 2018. We will not normally share this data outside of the organisation unless we have your explicit consent.
Legal basis for processing
When anyone first applies to New Life Counselling for employment they will be asked for their consent to process their data – both during the course of their application and if they are successful and later become a New Life Counselling staff member.
The legal basis for processing employee data will, however, be for legitimate purposes i.e. for New Life Counselling to discharge it obligations as an employer, contract and legal.
How will we use your Personal Data?
We may use your personal data in the following ways:-
- to ensure that the information we hold about you is kept up-to-date
- to deal with any employee/employer related disputes that may arise
- for assessment and analysis purposes to help improve the operation of, and manage the performance of, our business
- to prevent, detect and prosecute fraud and other crime
- for any other purpose for which you give us your consent to use personal data
- to comply with legal obligations e.g. HMRC, payroll and pensions,
- Printed publications – online (website, social media channels, internal intranet), audio visual material, promotional materials and marketing campaigns.
In order to manage the business we will use information which personally identifies you however, we may also use consolidated information. We may share your personal data:-
- with our employees, workers or professional advisors
- with other third party suppliers who provide services to us
- where we are under a legal obligation to do so, for example where we are required to share information under statute, to prevent fraud and other criminal offences or because of a Court Order for example HMRC, or the PSNI
- Media outlets/housing bodies (for the promotion of New Life Counselling’s work)
Where we do share your data with external agencies, we will ensure adequate safeguards are in place to protect your data. Assurance of these safeguards will be achieved through Data Sharing Agreements which will be prepared with any organisation with whom we share personal data.
Transferring personal data outside the EEA
It is unlikely that we will transfer your personal details outside of the EEA. Where any transfer is made outside of the European Union, it will be in compliance with the conditions for transfer set out in GDPR.
As an employee/worker, under the General Data Protection Regulations you have rights which include:-
- confirmation that your personal data is being processed
- access to your data; and
- be provided with supplementary information about the processing i.e. purposes of the processing, categories of data processed, data portability, retention periods, employee rights regarding rectification, erasure and to restrict or object to processing
If you wish to exercise any of your rights above, you should complete a request by email or post.
Your data will not be used for direct marketing purposes unless we have your consent.
Retention of Personal Data
Personal Data will be retained in line with New Life Counselling’s Data Retention Schedule which is reviewed every three years.
Security of information
We are committed to ensuring that your information is kept secure. We have developed separate ICT policies which set out how we keep the information held on our systems secure. We also have a number of physical security measures in place, such as office security and confidential destruction of all waste paper. We also retain information in line with best practice, and retention periods of data we hold are reviewed every three years.
Responsibilities of Staff
All staff are responsible for the safeguarding of personal data and sensitive personal data. These responsibilities are set out in the Data Protection Policy which all staff are expected to review and adhere to as referenced in their Contract of Employment/Casual Worker Agreement.
Changes to our Privacy Notice
We keep our privacy notice under regular review and will place any updates on this webpage. The Notice was last reviewed in January 2019.
Questions and queries
If you have any questions or queries which are not answered by this Privacy Notice, or have any concerns about how we may use your personal data, please write to HR Officer, at New Life Counselling, 25 Ardoyne Road, Belfast, BT14 7HX, or email firstname.lastname@example.org
Further information on your data privacy rights is available on the website of the Information Commissioner’s Office https://ico.org.uk