Fair Processing Notice for Employees
Introduction
At Macildowie Associates Ltd, our parent and subsidiary companies, we respect your personal data.
This Fair Processing Notice explains how we will use your personal data when your data has been given to us as an emergency contact.
Our contact details
We have offices in Nottingham and Leicester.
Nottingham
6th Floor
Waterfront House
Station Street
Nottingham
NG2 3DQ
Leicester
3 Merus Court
Meridian Way
Meridian Business Park
Leicester
LE19 1RJ
Our Data Protection Officer is Kristy Gouldsmith, and the email address to contact her is
What personal data do we collect about you? How will we use that personal data?
When you are employed by us, we will collect and process a wide variety of your personal data. We start by collecting the personal data on your CV and the information that we gathered from you during the recruitment process. This personal data forms the start of your HR file.
In order for you to be employed by us, we will complete a Registration Form. On this form, we will collect your name, home address, NI number, date of birth, employment start date and your signature. We will need your P45 form, if you have one. We will also need to see your passport, birth certificate or other suitable document as proof of your right to work in the UK. These documents contain information about your country of origin, which is considered “Special Category” data under GDPR. We have to take a copy of these documents to fulfil our legal obligations as your employer. Rest assured, we do not do anything with this information except attach a copy to your HR file.
We ask you to declare any medical conditions we need to know about to make reasonable adjustments to your working environment, or to ensure your safety. This is classed as “Special Category” data and therefore should be emailed to our HR team using the secure email address:
If you become pregnant, we will process your health data in order to assure ourselves, and you, that the workplace is safe for you. You also have rights in the workplace when you are pregnant and we will process your health data and proof of your baby’s birth in order to fulfil your rights for maternity leave.
If you wish to take paternity leave, we will process your personal data (your name and your request) in order to fulfil your legal right to do so. We may ask you to provide a copy of the full birth certificate.
We also ask you to declare any unspent criminal convictions you have when you join us. These should be emailed to our HR team using the secure email address:
In order to pay you, we will need your NI number and your bank account details. We may also receive court orders that require us to make deductions from your pay (e.g. non-payment of council tax or child maintenance.)
Whilst we hope it never happens, there may come a time that we will be required to process your personal data during formal processes such as disciplinary, grievance, absence etc. This data may be shared with our legal advisors, HMRC, Police or any other relevant third parties.
We provide pensions for our staff and need to process your name, date of birth, NI number and your salary information in order to do this.
Your image in a photo or video is your personal data. We may wish to use your image on our website or other marketing information in order to promote the firm but we will seek your consent for this. You do not have to agree that we can use your image – it is completely your choice.
We will have information about your use of our information and communications systems to ensure compliance with our IT policies and to ensure network and information security, including preventing unauthorised access to our computer and electronic communications systems and preventing malicious software distribution.
As a business, we need to be aware of any employees who bring the company into disrepute or are acting contrary to their employment contract. If we become aware of evidence of such activity on social media, then we have a legitimate interest in investigating your actions either by viewing evidence ourselves or evidence provided by others.
During the course of your employment, you will be required to put your name on or sign a wide variety of documents. Your name or signature is your personal data but the contents of the document, unless it is about you, is not your personal data.
What is our legal basis for processing your personal data?
We need a legal basis in order to process your personal data. Most of our processing is because we either have a legal obligation to process the data or because we have a contract of employment with you. On occasion, we will seek your consent to process your personal data but you are free to refuse.
We will process the following personal data because we have a legal obligation to do so:
- Your passport, birth certificate or other suitable document to ensure that you have the right to work in the UK
- Your name, home address, gender, NI number, date of birth and signature are processed because we are required to do so by HMRC
- We may receive a court order that requires us to make deductions from your pay (e.g. non-payment of council tax or child maintenance.)
- We will process your health data if you are ill or have an accident because we have a legal obligation to do so
- If you become pregnant, we will process your health data because we have a legal obligation to fulfil your rights for maternity leave
- If you wish to take paternity leave, we will process your personal data because we have a legal obligation to fulfil your rights for paternity leave
- If you are involved in a disciplinary or grievance process, we will process your personal data because we have a legal obligation to provide a reasonable disciplinary and grievance process
- We have a legal obligation to provide pensions for our staff and we need to process your name, date of birth, marital status, gender, NI number and your salary information in order to do this
We will process the following personal data because we have a contract of employment with you:
- Your CV and the information that we gathered from your during the recruitment process
- We will need your NI number and your bank account details in order to pay you
We will process the following personal data because you have consented for us to do so:
- We can only use your image in a photo or video for marketing purposes with your consent. You may withdraw your consent at any time but this will not affect our use of your image while we had your consent.
- We will collect personal data from your resignation letter, if you choose to write one
- We will collect data on your declared unspent criminal convictions with your consent
We will process the following personal data because we believe that we have a legitimate interest in doing so:
- We monitor email traffic. In doing so, we may process your personal data. We may on occasion also need to process special category data where information is communicated internally between appropriate employees e.g. between HR and your manager. This processing is necessary for the security of our email system and to prevent misuse.
- During the course of your employment, you will be required to put your name on or sign a wide variety of documents. This use of your personal data is necessary for the running of our business.
- We will process your personal data during our appraisals, performance management and career development processes as we have a legitimate business interest in appraising our staff and helping you to achieve your best for the business and your career.
- We will use your photo to communicate your successes as you further your career with us as part of key communications.
- As a business, we need to be aware of any employees who bring the company into disrepute or are acting contrary to their employment contract. If we become aware of evidence of such activity on social media, then we have a legitimate interest in investigating your actions either by viewing evidence ourselves or evidence provided by others.
You have the right to object to our processing your data using legitimate interest. Please speak to us if you have any concerns.
Do we use any automated decision making?
We do not use any automated decision making.
Who do we share your personal data with?
We share your personal data with the following recipients:
- Signet Recruitment and Retention (legitimate interest)
- HMRC
- Our software providers (including our website provider)
- Potentially ACAS and an Employment Tribunal
- Pension providers
- Banks or building societies
- Government agencies
- Professional advisors (e.g. solicitor, accountant, consultants, auditors etc.)
- Job boards and Broadbean (or future equivalent)
- With our clients and candidates
- Benefit providers (which includes the brokers and advisors who negotiate the best deals for us) such as Private Healthcare and discount portals
- Our PR and marketing providers
- Our Social Media Platforms and relevant professional blogs
Do we transfer your personal data outside of the UK?
We do not transfer your personal data outside of the UK.
How long do we keep your personal data for?
We will hold your data for the length of your employment in accordance with our HR Retention Schedule .
Your rights as a data subject
The GDPR gives you rights as a data subject. You have:
1. The right to request from us access to your personal data;
2. The right to request from us rectification of your personal data;
3. The right to request from us erasure of your personal data;
4. The right to request from us restriction of processing your personal data;
5. The right to object to our processing of your personal data;
6. The right of data portability;
7. If we are processing your personal data on the basis of your consent, you have the right to withdraw your consent at any time. To do so please contact
8. You have the right to complain to the ICO if we have been unable to resolve your query.
You can find more information on your rights in Chapter 3 of the UK General Data Protection Regulation.
