Privacy Policy
DPK Digital staff / volunteers privacy notice
Registered name: GLD Digital
We are the controller of your personal data. For more information on controllers and their resplawfulonsibilities please see our guidance on Key data protection terms you need to know.
This privacy notice tells you what to expect us to do with your personal information when you work for us.
Contact details
Telephone
07806706442
What information we collect and use, and why
Staff recruitment, administration and management
We collect or use the following personal information as part of staff recruitment, administration and management:
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Contact details (eg name, address, telephone number or personal email address)
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Date of birth
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National Insurance number
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Gender
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Photographs (eg staff ID card)
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Copies of passports or other photo ID
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Copies of proof of address documents (eg bank statements or bills)
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Next of kin or emergency contact details
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Employment history (eg job application, employment references or secondary employment)
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Education history (eg qualifications)
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Right to work information
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Details of any criminal convictions (eg DBS checks)
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Political, conflict of interest or gift declarations
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Security clearance details (eg basic checks and higher security clearance)
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Performance records (eg reviews, disciplinary records, complaints or disciplinary action)
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Training history and development needs
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Monitoring employees’ IT use
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CCTV footage or other recordings
Salaries and pensions
We collect or use the following personal information as part of managing salaries and pensions:
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Job role and employment contract (eg start and leave dates, salary, changes to employment contract or working patterns)
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Time spent working (eg timesheets or clocking in and out)
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Expense, overtime or other payments claimed
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Leave (eg sick leave, holidays or special leave)
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Maternity, paternity, shared parental and adoption leave and pay
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Pension details
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Bank account details
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Payroll records
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Tax status
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Trade Union membership
Lawful bases and data protection rights
Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.
Which lawful basis we rely on may affect your data protection rights which are set out in brief below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:
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Your right of access - You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. You can read more about this right here.
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Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. You can read more about this right here.
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Your right to erasure - You have the right to ask us to delete your personal information. You can read more about this right here.
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Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information. You can read more about this right here.
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Your right to object to processing - You have the right to object to the processing of your personal data. You can read more about this right here.
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Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. You can read more about this right here.
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Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. You can read more about this right here.
If you make a request, we must respond to you without undue delay and in any event within one month.
To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.
Our lawful bases for the collection and use of your data
Our lawful bases for collecting or using personal information as part of staff recruitment, administration and management are:
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Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
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Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
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Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
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Vital interests – collecting or using the information is needed when someone’s physical or mental health or wellbeing is at urgent or serious risk. This includes an urgent need for life sustaining food, water, clothing or shelter. All of your data protection rights may apply, except the right to object and the right to portability.
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Public task – we have to collect or use your information to carry out a task laid down in law, which the law intends to be performed by an organisation such as ours. All of your data protection rights may apply, except the right to erasure and the right to portability.
Our lawful bases for collecting or using personal information as part of managing salaries and pensions are:
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Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
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Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
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Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
Vital interests – collecting or using the information is needed when someone’s physical or mental health or wellbeing is at urgent or serious risk. This includes an urgent need for life sustaining food, water, clothing or shelter. All of your data protection rights may apply, except the right to object and the right to portability.
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Public task – we have to collect or use your information to carry out a task laid down in law, which the law intends to be performed by an organisation such as ours. All of your data protection rights may apply, except the right to erasure and the right to portability.
Where we get personal information from
We collect your information from the following places:
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Directly from you
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Employment agency
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Schools, colleges, universities or other education organisations
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Referees (external or internal)
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Security clearance providers
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Occupational Health and other health providers
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Pension administrators or government departments (eg HMRC and DWP)
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Trade Unions
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Staff benefit providers
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Public sources (eg LinkedIn or other websites)
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CCTV footage or other recordings
How long we keep information
We only store data for as long as is legally necessary.
Who we share information with
In some circumstances, we may share information with the following organisations:
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HMRC
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Employee benefit schemes
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Health and benefit suppliers
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External auditors
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Professional consultants
How to complain
If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.
If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.
The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113