Associates Privacy Notice

Introduction

Revell Research Systems Limited (the Company, we, us, our) is providing you with this information in order to comply with the Data Protection Act 2018 and the UK General Data Protection Regulation (UK GDPR), which require us to tell you what we do with your personal information.

This notice explains how Revell Research Systems processes personal data relating to associates.

For the purposes of this notice, associates include:-

• self-employed associates
• independent consultants
• associates supplied through contractors
• associates supplied through partner organisations

Some of the information processed under this notice may include special category personal data and information relating to criminal convictions and offences.

This notice is not contractual. 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 practicable.

You have some obligations under the contract engaging you to provide the Company with data. In particular, you are required to report absences from work.

Who is collecting this personal data?

Revell Research Systems Limited is collecting this data as the Data Controller.

Revell Research Systems Limited is registered with the Information Commissioner in the United Kingdom as a data controller under number Z186392X.

Who are we sharing your personal data with?

We may share personal data processed under this notice, where necessary and proportionate, with the following categories of recipient:-

• The courts and those involved in legal proceedings and non-contentious matters, including solicitors and barristers
• Police and law enforcement agencies
• Our subsidiaries, our ultimate holding company and all its subsidiaries
• HM Revenue and Customs
• Other government agencies
• Your employer
• Referees
• Organisations seeking references
• Professional bodies and qualification assessors
• Educational institutions and training organisations
• Financial institutions such as banks or building societies
• Vetting agencies
• Agents acting on our behalf
• Service providers (including associates)
• Our accountants, auditors and other financial advisers
• Our HR advisers
• Our insurers
• Other professional advisers

We will not sell or rent your data to third parties. We will not share it with third parties for marketing purposes.

Why are we collecting and what will we do with your personal data?

We use your personal data to engage you, to track the time you work for us and to manage your access to our premises, IT systems and other facilities.

If you are working on your own account then our Accounts Privacy Notice also applies to you.

You should be aware that we may process your personal data under additional privacy notices should your data be collected for other specific purposes. These might include those covering health and safety; equal opportunity monitoring; remote monitoring, access and control; websites and online services; usage logs and telephone recording.

We process your personal data under this notice in order to:-

• fulfil the contract engaging you
• comply with our legal obligations
• exercise our or your legal rights and obligations
• defend legal claims

We are legally obliged to collect, retain and disclose certain information about you, for example to fulfil our statutory reporting duties and comply with other obligations. We believe we have a legitimate interest to request and hold emergency contact information for you.

We may process information relating to criminal convictions and offences where this is necessary, appropriate and permitted by law. We will only collect such information if it is appropriate, given the nature of your role, and provided we are legally able to do so. We may also hold information about any medical conditions you have for preventative and occupational health reasons.

We may also use special category personal data such as ethnicity, disability and sexual orientation data to monitor and promote equality and diversity throughout the Company, should you choose to disclose this information. The legal basis for this is your explicit consent, which you are free to withdraw at any time. If you provide your consent then our Equal Opportunity Monitoring Privacy Notice applies to you.

Under the Regulation of Investigatory Powers Act 2000 and The Telecommunications (Lawful Business Practice) (Interception of Communications) Regulations 2000, we have the right to monitor the use of computer and telephone facilities for purposes such as preventing and detecting criminal acts, investigating unauthorised use, making sure that policies are being followed and for training and quality control.

Users of our email system should be aware that there is no guarantee of privacy. We may provide line managers, other colleagues and third parties with access to any Company mailbox. Any monitoring will be proportionate and carried out in accordance with applicable law and Company policies.

Work telephone, email addresses and other contact details may be shared with third parties in connection with work or business activities.

Associate Engagement and Suitability Assessment

We process personal data to assess suitability for engagement, verify identity, conduct background checks, obtain references, verify qualifications, professional registrations and security clearances, and determine whether an individual is suitable to provide services on our behalf.

Workforce Management, Engagement Administration and Contract Administration

We process personal data to maintain accurate contact details, record engagement terms, administer contracts, comply with statutory and contractual obligations, allocate work, manage availability and absence, and support the effective administration of associate relationships.

Performance Management, Capability and Professional Development

We process personal data to manage performance, assess capability, support professional development, maintain training records, make decisions regarding continued engagements and provide references where appropriate.

Occupational Health and Safety

We process personal data to ascertain fitness for work, make reasonable adjustments, comply with disability discrimination legislation, protect health and safety, and fulfil our legal obligations relating to the wellbeing of those providing services on our behalf.

Time Recording, Expenses and Business Administration

We process personal data to record time worked, administer expenses, mileage claims and disbursements, prepare bills, produce management information, prepare financial records and support internal and external audits.

Information Security and Legal Compliance

We process personal data to manage access to premises and systems, monitor the use of information technology resources, maintain information security, prevent and detect fraud and criminal activity, comply with legal obligations and establish, exercise or defend legal claims.

If you are a self-employed associate working on your own account then we process your personal data to pay you. You should note that our Accounts Privacy Notice additionally applies to you as a self-employed contractor. If you are an associate supplied through an employer or contractor then we may provide your employer or contractor with time sheet information and liaise with them regarding engagement administration and contractual performance.

We may process this data for the purpose of the proper administration of our business and in communicating with you as well as maintaining backups.

Please note that we may process your personal information without your consent, in compliance with these rules, where this is required or permitted by law.

What is the legal basis for processing?

Our lawful bases are Consent, Contract, Legal Obligation, Vital Interests and Legitimate Interests.

• consent - we process some special category personal data about you with your consent, which you may withdraw at any time.
• contract - the Company processes your personal data because of the contract engaging you to work for us.
• legal obligation - the Company has legal obligations to share your personal data with various government agencies.
• vital interests - we may share your personal data to protect your vital interests or those of another person in the event of an emergency.
• legitimate interests - we have a legitimate interest in properly administering our business, personnel and business relationships, maintaining information security, protecting and asserting our, your and others' legal rights, and maintaining backups.

These lawful bases are detailed in Article 6 of the UK General Data Protection Regulation (UK GDPR):-

• the data subject has given consent to the processing of his or her personal data for one or more specific purposes (Article 6(1)(a)).
• processing is necessary for the performance of a contract to which the data subject is party or to take steps at the request of the data subject prior to entering into a contract (Article 6(1)(b)).
• processing is necessary for compliance with a legal obligation to which the controller is subject (Article 6(1)(c)).
• processing is necessary in order to protect the vital interests of the data subject or of another natural person (Article 6(1)(d)).
• processing is necessary for the purposes of the legitimate interests pursued by the controller or by a third party, except where such interests are overridden by the interests or fundamental rights and freedoms of the data subject which require protection of personal data, in particular where the data subject is a child (Article 6(1)(f)).

Where applicable, we process special category personal data (UK GDPR Article 9(1)) under the regulation because:-

• processing is necessary for the purposes of carrying out the obligations and exercising specific rights of the controller or of the data subject in the field of employment and social security and social protection law in so far as it is authorised by Union or Member State law or a collective agreement pursuant to Member State law providing for appropriate safeguards for the fundamental rights and the interests of the data subject (Article 9(2)(b)).
• processing is necessary to protect the vital interests of the data subject or of another natural person where the data subject is physically or legally incapable of giving consent (Article 9(2)(c)).
• processing is necessary for the establishment, exercise or defence of legal claims or whenever courts are acting in their judicial capacity (Article 9(2)(f)).
• processing is necessary for the purposes of preventive or occupational medicine, for the assessment of the working capacity of the employee, medical diagnosis, the provision of health or social care or treatment or the management of health or social care systems and services on the basis of Union or Member State law or pursuant to contract with a health professional and subject to the conditions and safeguards referred to in paragraph 3 (Article 9(2)(h)).

How are we collecting this information?

We acquire information about you from the following sources:-

• Directly from you
• Your employer
• Contractors and partner organisations
• Referees
• Security clearance providers
• Professional bodies and qualification authorities
• Educational institutions and training providers
• Occupational health providers
• HM Revenue and Customs
• Government agencies
• Clients where necessary for the administration of engagements
• CCTV systems operated by us or our landlords

What information are we collecting?

The personal data depends on the exact nature of your engagement with us but typically includes: your or your employer's application form and references; the contract of engagement and any amendments to it; correspondence with or about you; information needed to process payments and expenses; contact details (including those for emergencies); records of holiday, sickness and other absence and records relating to your career history, such as training records and other performance measures.

We collect, process, hold and share the following categories of personal data about associates.

Identity and Contact Information

• name and style of address
• date of birth
• home address
• telephone numbers
• email addresses
• emergency contact and next of kin details

Engagement and Professional Information

• CVs and application forms
• interview notes
• references
• qualifications
• skills, experience and work history
• professional memberships and registrations
• security clearances
• engagement terms and related correspondence

Operational Information

• chargeable time records
• timesheets
• expenses and mileage claims
• availability and absence records

Technology and Security Information

• IT usage records
• telephony usage records
• geolocation records
• photographs

Self-Employed Associates

Where associates provide services on their own account, we may additionally collect, process, hold and share the following categories of personal data:-

• trading address, telephone numbers and email addresses
• other contact details
• your bank account details, invoices and credit notes
• VAT Registration Details
• termination of engagement documentation including minutes, file notes and related correspondence

Associates Supplied Through Contractors

Where associates provide services through their employer or another contractor, we may additionally collect, process, hold and share the following categories of personal data:-

• employer identifiers
• employer supplied email addresses and telephone numbers
• other employer contact details
• performance and conduct records
• complaints
• termination of engagement documentation including minutes, file notes and related correspondence

The Company may also process information relating to criminal convictions and offences, including criminal records certificates and enhanced criminal records certificates, where this is necessary, appropriate and permitted by law.

Please note that our Equal Opportunity Monitoring Privacy Notice will apply to you if you elect to provide us with special category personal data for that purpose.

Who can see your information within the Company?

Access to your personal data is restricted to authorised directors, staff and associates who require it for legitimate business purposes.

How long is your information kept?

We will only keep your information for as long as necessary. The retention period is either dictated by law or our legitimate requirements. Once your information is no longer needed it will be securely and confidentially destroyed.

We typically retain personal data relating to associates for six years after the completion of the financial year in which the associate, or their employer, last provided services to us based on the Limitation Act 1980. This reflects our legitimate interests in managing contractual claims and our obligations under applicable legislation including the Limitation Act 1980.

Some records may be retained longer where required by law, necessary to establish, exercise or defend legal rights, required for security purposes, or justified by legitimate business needs.

How secure is your information?

We take appropriate technical and organisational measures to protect your information against unauthorised access, disclosure, alteration and destruction. You can read more about our approach to security at www.rrs.co.uk/security.

Who keeps your information updated?

You are responsible for keeping your personal details up-to-date. Please advise the Company of any changes.

Will your information be used for any automated decision making?

No. We do not undertake solely automated decision making, including profiling, that produces legal effects concerning you or similarly significantly affects you.

Our Privacy Statement

You can access the Company's Privacy Statement at www.rrs.co.uk/privacy. This statement provides you with more information about how we address data protection and privacy as well as informing you of your rights.

Other Privacy Notices

You are likely to interact with us in more than one way and therefore other privacy notices may also apply to you depending upon the circumstances, such as:-

• Accounts Privacy Notice
• Equal Opportunity Monitoring Privacy Notice
• Health and Safety Privacy Notice
• Remote Monitoring, Access and Control Privacy Notice
• Web Sites and Online Services Privacy Notice
• Usage Logs Privacy Notice
• Call Recording Privacy Notice

We are open and transparent about how we use personal data. You can access all of our privacy notices at www.rrs.co.uk/privacy.

Changes to this Notice

Any changes to this privacy notice will take effect when the revised notice is published. If these changes affect how your personal data is processed, the Company will take reasonable steps to make sure you know.

Further Information