Haskins Garden Centres

General Data Protection Regulations – Information for Employees

  1. As your employer, the Company needs to keep and process information about you for normal employment contractual purposes. The information we hold enables us to comply with any legal requirements, pursue the legitimate interests of the Company and protect our legal position in the event of legal proceedings. If you do not provide this data, we may be unable in some circumstances to comply with our obligations and we will tell you about the implications of that decision.
  2. The sort of information we hold includes:
    • Your application form and references
    • Your contract of employment and any amendments to it;
    • Correspondence with or about you, for example letters to you about a pay rise or, at your request, a letter to your mortgage company confirming your salary;
    • Information needed for payroll, benefits and expenses purposes;
    • Contact and emergency contact details;
    • Records of holiday, sickness and other absence;
    • Records relating to your career history, such as training records, appraisals, other performance measures.
    • Disciplinary and grievance records where appropriate.
  3. Where necessary, we may keep information relating to your health, which could include reasons for absence and GP reports and notes. This information will be used in order to comply with our health and safety and occupational health obligations – to consider how your health affects your ability to do your job and whether any adjustments to your job might be appropriate. We will also need this data to administer and manage statutory and company sick pay.
  4. Where we are processing data based on your consent, you have the right to withdraw that consent at any time.
  5. Other than as mentioned below, we will only disclose information about you to third parties if we are legally obliged to do so or where we need to comply with our contractual duties to you, for instance we may need to pass on certain information to the HMRC, pension or health insurance schemes.
  6. Your personal data will be stored for the duration of your employment contract and for seven years from your leave date to fulfil legal obligations.
  7. If in the future we intend to process your personal data for a purpose other than that which it was collected we will provide you with information on that purpose and any other relevant information.
  8. We ensure that we implement appropriate physical and computer security controls alongside organisational measures to keep your information secure, accurate and up to date and that we only keep it for as long as is necessary or for as long as the law requires. Under the General Data Protection Regulation (GDPR) you have a number of rights with regard to your personal data.
  9. You have the right to request from us access to and rectification or erasure of your personal data, the right to restrict processing, object to processing as well as in certain circumstances the right to data portability.For further information on your rights under GDPR please see https://gdpr-info.eu/chapter-3/
  10. You have the right to lodge a complaint to the Information Commissioners’ Office if you believe that we have not complied with the requirements of the GDPR

For further information or clarification of any of the above points please contact the HR department.