We are committed to protecting the privacy and security of your personal information.
This privacy notice describes how we collect and use personal information about you during and after your relationship with us, in accordance with the General Data Protection Regulation (GDPR).
It applies to everyone who is employed by us, our sub-contractors, and clients.
We employ staff to work with specific property maintenance and facility roles to include security and cleaning services and hospitality sector with which we have agreements. In connection with your employment and in order to comply with the regulatory and contractual requirements to which we operate, we will collect personal information from you directly and are supplied with your personal information by our company Savida Facility and Construction Network Limited
If you are employed by us to work within one of our various roles, it will be necessary for us or one of our subsidiaries/partners on our behalf to provide personal information about you to the organization or client with which you will be working.
We are Savida Facility and Construction Network Limited, with register office at Savida House, 111 North Hyde Road, Hayes London, UB3 4NR
“We” in this Policy shall be interpreted as references to the company listed above which is your employer company.
The Data Protection Officer who has been appointed can be contacted by email at email@example.com
We are a “data controller”. This means that we are responsible for deciding how we hold and use personal information about you. We are required under data protection legislation to notify you of the information contained in this privacy notice.
This notice applies to current and former employees or clients. This notice does not form part of any contract of employment or other contract to provide services. We may update this notice at any time but if we do so, we will provide you with an updated copy of this notice as soon as reasonably practical.
It is important that you read and retain this notice, together with any other privacy notice we may provide on specific occasions when we are collecting or processing personal information about you, so that you are aware of how and why we are using such information and what your rights are under the data protection legislation.
We will comply with data protection law. This says that the personal information we hold about you must be:
Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).
There are “special categories” of more sensitive personal data which require a higher level of protection, such as information about a person’s health or sexual orientation.
We will collect, store, and use the following categories of personal information about you:
We may also collect, store and use the following “special categories” of more sensitive personal information:
Information about your health, including any medical condition, health and sickness records, including:
We collect most personal information about employees from recruitment through our Human resourcing department, but we also collect information directly from our employees. We may sometimes collect additional information from third parties including recruitment agencies.
We will collect additional personal information in the course of job-related activities throughout the period of you working for us.
We will only use your personal information when the law allows us to. Most commonly, we will use your personal information in the following circumstances:
We may also use your personal information in the following situations, which are likely to be rare:
We need all the categories of information in the list above (see paragraph headed “The Kind of Information We Collect About You”) primarily to allow us to perform our contract with you and to enable us to comply with legal obligations. In some cases we may use your personal information to pursue legitimate interests of our own or those of third parties, provided your interests and fundamental rights do not override those interests. The situations in which we will process your personal information are listed below.
Some of the above grounds for processing will overlap and there may be several grounds which justify our use of your personal information.
If you fail to provide certain information when requested, we may not be able to perform the contract we have entered into with you (such as paying you or providing a benefit or placing you in one of our vacancies or providing you with work), or we may be prevented from complying with our legal obligations (such as to ensure the health and safety of our workers or providing information which is required by law in order for you to work in the United Kingdom).
We will only use your personal information for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible
with the original purpose. If we need to use your personal information for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.
Please note that we may process your personal information without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.
“Special categories” of particularly sensitive personal information require higher levels of protection. We need to have further justification for collecting, storing and using this type of personal information. We may process special categories of personal information in the following circumstances:
Less commonly, we may process this type of information where it is needed in relation to legal claims or where it is needed to protect your interests (or someone else’s interests) and you are not capable of giving your consent, or where you have already made the information public. We may also process such information about members or former members in the course of legitimate business activities with the appropriate safeguards.
We will use your particularly sensitive personal information in the following ways:
We will use information relating to leaves of absence, which may include sickness absence or family related leaves, to comply with employment and other laws.
We will use information about your physical or mental health, or disability status, to ensure your health and safety in the workplace and to assess your fitness to work, to provide appropriate workplace adjustments, to monitor and manage sickness absence and in certain instances where mandatory laws apply to administer maternity benefits.
We will use information about your national origin to let you know what visas you may require.
We do not need your consent if we use special categories of your personal information in accordance with our written policy to carry out our legal obligations or exercise specific rights in the field of employment law. In limited circumstances, we may approach you for your written consent to allow us to process certain particularly sensitive data. If we do so, we will provide you with full details of the information that we would like and the reason we need it, so that you can carefully consider whether you wish to consent. You should be aware that it is not a condition of your contract with us that you agree to any request for consent from us.
We may only use information relating to criminal convictions where the law allows us to do so. This will usually be where such processing is necessary to carry out our obligations and provided we do so in line with our data protection policy.
Less commonly, we may use information relating to criminal convictions where it is necessary in relation to legal claims, where it is necessary to protect your interests (or someone else’s interests) and you are not capable of giving your consent, or where you have already made the information public.
Where appropriate, we will collect information about criminal convictions as part of the recruitment process or we may be notified of such information directly by you in the course of you working for us if the information you previously provided during the recruitment process has expired or is otherwise unsuitable.
We will use information about criminal convictions and offences to determine your suitability to work for us or within certain sensitive working environment, as we are required by law to have carried out these checks on our staff.
We will not pass this information to our clients or law enforcement unless they specifically request it from us. We ensure that information about criminal convictions is stored separately to your other personal information and that access to it is only available to those persons with a need to access it.
If you want to discuss how long this data is retained for or to request is deletion or have any other queries please contact us on firstname.lastname@example.org
Automated decision-making takes place when an electronic system uses personal information to make a decision without human intervention. We are allowed to use automated decision-making in the following circumstances:
If we make an automated decision on the basis of any particularly sensitive personal information, we must have either your explicit written consent or it must be justified in the public interest, and we must also put in place appropriate measures to safeguard your rights.
You will not be subject to decisions that will have a significant impact on you based solely on automated decision-making, unless we have a lawful basis for doing so and we have notified you.
We do not envisage that any decisions will be taken about you using automated means, however we will notify you in writing if this position changes.
We share your data with other entities within our service groups.
We will have to share your data with third parties, including the hiring clients, contractors or sub-contractors in who’s property you work, third-party service providers such as recruitment or immigration agencies who arrange visas and to assist in sending a copy of your passport when required.
We require third parties to respect the security of your data and to treat it in accordance with the law.
We may transfer your personal information outside the EU if needed but will give you 21 days notice of us doing so.
If we do, you can expect a similar degree of protection in respect of your personal information.
We will share your personal information with third parties where required by law; where it is necessary for us to share this information by law or by the contractual relationships between us and the clients and in order to administer the working relationship with you with the clients where your place of work is within their property or having all legitimate interest in doing so.
“Third parties” includes third-party service providers (including contractors and designated clients) and other entities within our service group.
All our third-party service providers and other entities in the group are required to take appropriate security measures to protect your personal information in line with our policies. Our clients do not need to use your personal data for their own purposes we do not allow our third-party service providers to use your personal data for their own purposes.
We will share your personal information with other entities in our group as part of our regular reporting activities on company performance, in the context of a business organization or group restructuring exercise, for system maintenance support and hosting of data
We may share your personal information with other third parties, for example in the context of the possible sale or restructuring of the business. In this situation we will, so far as possible, share anonymised data with the other parties before the transaction completes. Once the transaction is completed, we will share your personal data with the other parties if and to the extent required under the terms of the transaction.
We may also need to share your personal information with a regulator or to otherwise comply with the law.
We may share your data for safe guarding purposes; legal checks i.e. DBS checks etc
Whenever we transfer your personal data out of the EEA including to our associated companies, we ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:
Please contact us at email@example.com if you want further information on the specific mechanism used by us when transferring your personal data out of the EEA.
We have put in place measures to protect the security of your information. Details of these measures are available upon request.
Third parties will only process your personal information on our instructions and where they have agreed to treat the information confidentially and to keep it secure.
We have put in place appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorized way, altered or disclosed.
In addition, we limit access to your personal information to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal information on our instructions and they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.
We will only retain your personal information for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.
To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitive ity of the personal data, the potential risk of harm from unauthorized use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.
In some circumstances we may anonymise your personal information so that it can no longer be associated with you, in which case we may use such information without further notice to you.
Once you are no longer an employee, worker or contractor of the company we will retain and securely destroy your personal information in accordance with our data retention policy.
Rights of access, correction, erasure, and restriction
Your duty to inform us of changes
It is important that the personal information we hold about you is accurate and current. Please keep us informed if your personal information changes during your working relationship with us.
Your rights in connection with personal information
If you are a resident of the European Union (“EU”) or the United Kingdom (“UK”) you may have certain addition rights as detailed below.
Under certain circumstances, by law you have the right to:
If you want to review, verify, correct or request erasure of your personal information, object to the processing of your personal data, or request that we transfer a copy of your personal information to another party, please contact our Data Protection Officer at firstname.lastname@example.org in writing.
No fee usually required
You will not have to pay a fee to access your personal information (or to exercise any of the other rights). However, we may charge a reasonable fee if your request for access is clearly unfounded or excessive. Alternatively, we may refuse to comply with the request in such circumstances.
We may need to request specific information from you to help us confirm your identity and ensure your right to access the information (or to exercise any of your other rights). This is another appropriate security measure to ensure that personal information is not disclosed to any person who has no right to receive it.
We have appointed a data protection officer (DPO) to oversee compliance with this privacy notice. If you have any questions about this privacy notice or how we handle your personal information, please contact the DPO at email@example.com. You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues.
We reserve the right to update this privacy notice at any time, and we will provide you with a new privacy notice when we make any substantial updates. We may also notify you in other ways from time to time about the processing of your personal information.
If you would like to: access, correct, amend or delete any personal information we have about you, register a complaint, or simply want more information contact our Privacy Compliance Officer at firstname.lastname@example.org or by mail at Savida Facility And Construction Network Ltd
[Re: Privacy Compliance Officer]
Savida House, North Hyde Road, Hayes, London, UB3 4NR, United Kingdom
If you have any questions about our products and services, you can call us on: