Data Protection Policy
GDPR contains principles affecting employees’ and other personal records. Information protected by the Act includes not only personal data held on computer but also certain manual records containing personal data, for example employee personnel files that form part of a structured filing system. The purpose of these rules is to ensure we do not breach the Act. We are aware that we can be criminally liable if we knowingly or recklessly disclose personal data in breach of the Act.
GDPR Principles
There are eight GDPR principles that are central to the Act. The employer and all its employees must comply with these principles at all times in its information handling practices. In brief, the principles say that personal data must be:
Your consent to personal information being held
The company holds personal data about you and your contract, by consenting to work with Greenburn, you have consented to that data being processed by the company. Agreement to the company processing your personal data is a condition of our working arrangement. The company also holds limited sensitive personal data about its employees and, by consenting to work with Greenburn, you give your explicit consent to the company holding and processing that data, for example evidence of identity, sickness absence records, health needs, payroll information etc.
Your right to access personal information
You have the right, on request, to receive a copy of the personal information that Greenburn holds about you and to demand that any inaccurate information be corrected or removed.
If you wish to see your information you should make a request in writing to the Managing Director.
Your obligations in relation to personal information
You should ensure you comply with the following guidelines at all times:
Compliance with the Act is your responsibility. If you have any questions or concerns about the interpretation of these rules take this up with one of the business Directors.
GDPR Principles
There are eight GDPR principles that are central to the Act. The employer and all its employees must comply with these principles at all times in its information handling practices. In brief, the principles say that personal data must be:
- Processed fairly and lawfully and must not be processed unless certain conditions are met in relation to personal data and additional conditions are met in relation to sensitive personal data. The conditions are either that the employee has given consent to the processing, or the processing is necessary for the various purposes set out in the Act. Sensitive personal data may only be processed with the explicit consent of the employee and consists of information relating to:
- Race or ethnic origin
- Political opinions and trade union membership
- Religious or other beliefs
- Physical or mental health or condition
- Sexual life
- Criminal offences both committed and alleged
- Obtained only for one or more specified and lawful purposes and not processed in a manner incompatible with those purposes.
- Adequate, relevant and not excessive. The company will review personnel files on an annual basis to ensure they do not contain a backlog of out of date information and to check there is a sound business reason requiring information to continue to be held.
- Accurate and kept up to date. If your personal information changes, for example you change address, you must inform Greenburn as soon as practicable so that the records can be updated. The company cannot be held responsible for any errors unless you have notified them of the relevant change.
- Not kept for longer than necessary. The company will keep personnel files for no longer than six years after termination of contract. Different categories of data will be retained for different time periods, depending on legal, operational and financial requirements. Any data which the company decides it does not need to hold for a period of time will be destroyed after one year. Data relating to unsuccessful job applications will only be retained for a period of one year.
- Processed in accordance with the rights of the employees under the Act.
- Secure, technical and organisational measures will be taken against unauthorised or unlawful processing of personal data and against accidental loss or destruction of, or damage to, data. Personnel files are confidential and are stored in locked filing cabinets. Only authorised staff have access to these files. Files will not be removed from their normal place of storage without good reason. Data stored on removable media will be kept in locked filing cabinets. Data held on computers will be stored confidentially by means of password protection, encryption or coding and again only authorised employees have access to that data. The company has network backup procedures to ensure that data on computer cannot be accidently lost or destroyed.
- Not transferred to a country or territory outside the European Economic Area unless that country ensures an adequate level of protection for the processing of personal data.
Your consent to personal information being held
The company holds personal data about you and your contract, by consenting to work with Greenburn, you have consented to that data being processed by the company. Agreement to the company processing your personal data is a condition of our working arrangement. The company also holds limited sensitive personal data about its employees and, by consenting to work with Greenburn, you give your explicit consent to the company holding and processing that data, for example evidence of identity, sickness absence records, health needs, payroll information etc.
Your right to access personal information
You have the right, on request, to receive a copy of the personal information that Greenburn holds about you and to demand that any inaccurate information be corrected or removed.
If you wish to see your information you should make a request in writing to the Managing Director.
Your obligations in relation to personal information
You should ensure you comply with the following guidelines at all times:
- Do not give out confidential personal information except to the data subject. It should not be given to someone from the same family, same company or to any other unauthorised third party unless the data subject has given their explicit consent to this.
- Be aware that those seeking information sometimes use deception in order to gain access to it. Always verify the identity of the data subject and the legitimacy of the request, particularly before releasing personal information by telephone.
- Only transmit personal information between locations by email if a secure network is in place.
- Ensure any personal date you hold is kept securely in a locked filing cabinet or, if computerised, it is password protected.
Compliance with the Act is your responsibility. If you have any questions or concerns about the interpretation of these rules take this up with one of the business Directors.