Privacy Notice – Clients

Purpose (HR & Coaching) Limited (Purpose HR) collect and process personal data relating to our clients and their employees. We are committed to transparency about how we collect and use that data and to meeting our data protection obligations.

What information does the organisation collect?

As your designated HR Consultant, Purpose HR collects and processes a range of information about your employees in a variety of ways.  For example, data might be collected through application forms, CVs or resumes, employment agency sources or recruitment websites; from forms provided by you at the start of or during the employment of an employee; from correspondence with you; or through interviews, meetings or other assessments.

In some cases, we may collect personal data from third parties, such as references supplied by former employers, information from employment background check providers, information from credit reference agencies and information from criminal records checks permitted by law.  These would be sought only after appropriate consent has been received.

Data will be stored in our secure IT systems, including our email system.

Why does the organisation process personal data?

The organisation needs to process data to fulfil the requirements of our role as your appointed Human Resources Consultants.  For example, we need to process data to provide you with an employment contract when hiring an employee, to assist in disciplinary and grievance proceedings and to help manage sickness absence within your organisation.

In some cases, we need to process data to ensure that we comply with legal obligations on your behalf. For example, it is required to check and verify an employee’s entitlement to work in the UK and to comply with health and safety laws

In other cases, the organisation has a legitimate interest in processing personal data before, during and after the end of the employment relationship. Processing employee data allows Purpose HR to provide support and guidance to you to manage these processes in a compliant and effective manner.

Some special categories of personal data, such as information about health or medical conditions, is processed to carry out employment law obligations (such as those in relation to any employees with disabilities or requiring specific adjustments or support).

Where the organisation processes other special categories of personal data, such as information about ethnic origin, sexual orientation or religion or belief, this is done for the purposes of ensuring you comply with equal opportunities monitoring. Data that Purpose HR uses for these purposes is anonymised or is collected with the express consent of you, which can be withdrawn at any time.

Who has access to data?

Your information may be shared internally, within the Purpose HR team of professional HR consultants.

The organisation shares data with third parties in order to obtain pre-employment references from other employers, obtain employment background checks from third-party providers, where required and agreed with you in advance as part of your HR support processes

How does the organisation protect data?

We take the security of your data seriously and all records external to your own systems, are held electronically through robust secure software. This is restricted and is only accessed by Purpose HR consultants in the performance of their duties in accordance with the terms of your HR support agreements and contract.  Our IT systems have 2 factor authentications.

Where we engage any third parties to process personal data on our behalf, they do so on the basis of written instructions, are under a duty of confidentiality and are obliged to implement appropriate technical and organisational measures to ensure the security of data.

For how long does the organisation keep data?

We will hold your personal data for the duration of the contract between Purpose HR and you. The periods for which your data is held after the end of the contract are:

  • Applicants for recruitment campaigns who are not successful are removed from our systems after 12 months.
  • Information regarding employees is kept for up to 6 years to allow us to support any civil action in the form of a contractual claim, or for longer if as required by your own internal Privacy notice or Quality Management system.

Your rights

As a data subject, you and your employees have a number of rights. You can:

  • access and obtain a copy of your data on request;
  • require the organisation to change incorrect or incomplete data;
  • require the organisation to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing; and
  • object to the processing of your data where the organisation is relying on its legitimate interests as the legal ground for processing.

If you would like to exercise any of these rights, please contact Lisa Thomson.

If you believe that the organisation has not complied with your data protection rights, you can complain to the Information Commissioner.

What if you do not provide personal data?

In order for us to provide the agreed HR consultancy support, data will require to be provided to us.  Failure to provide the data may mean that we are unable to fulfil our contractual requirements.

Purpose (HR & Coaching) Limited
May 2018