Introduction
Prior to and during your employment with us it is necessary for us to collect and process personal data belonging to you. Under the General Data Protection Regulation EU 2016 / 679 (GDPR) you are entitled to be informed of what data we will hold and how we intend to use that data. We consider that the lawful condition for gathering and holding of this data is for the process of entering into a contract of employment with you.
What information we collect
We may collect, store and use the following kinds of personal data relating to you:
- Information that you provide to us as part of your application process including your name, address, contact telephone number, and email address and if required a CV.
- Information that we require to confirm a job offer including bank details, driving licence details, references, equality information, next of kin and emergency contact details.
- Information to confirm your identity, including a photograph on your personal file.
- Biometric data for access to vehicle keys and access to some of our sites and offices.
- We may also in certain circumstances hold special categories of personal data which may be more sensitive including medical records, records of disabilities, sexual orientation and trade union membership.
Why we need this information
We collect personal information from you for various reasons including:
- Setting up a personal file for you as a colleague in our business.
- Checking you have a valid driving licence should you require to drive a company vehicle.
- Checking your suitability for employment in the UK through Experian or another similar provider.
- Making payment to you for the work you do.
- Confirming your identity for access to our central offices.
Sharing Data
While it is not our policy to share colleague data with third parties unless we obtain explicit documented consent from you to do so e.g. with a doctor or medical professional, there may be circumstances when we are legally obliged to do so e.g.
- Where we are required to do so by law.
- In relation to any legal proceedings either ongoing or prospective.
- With the intention of exercising, establishing or defending our legal rights, e.g. in respect of the prevention of fraud.
Your rights
As a colleague in our business you have a number of rights relating to your personal data, you have the right to:
- Request a copy of the personal information we hold about you.
- Have any inaccuracies contained within that data corrected.
- Have your personal data erased if the data is no longer necessary in relation to the purposes for which it was collected. (The right to be forgotten)
- Have a restriction placed on the processing of your personal data.
- Object to any processing activities carried on by us.
- Request your data be provided to another processor if you so wish.
Data Security and Retention
We will take all reasonable technical and organisational precautions to prevent the loss, misuse or alteration of your personal information. We will store all the information you provide to us on a password protected server which has restricted access to members of our People Team only. We will retain your data for the period of your employment with us and for a further 6yrs thereafter in case of any court or tribunal proceedings.
Registration
We are registered as a data controller with the Information Commissioners Office and our Registration Numbers are as follows
Peter Vardy Ltd Z9557565
Peter Vardy (Bavaria) Ltd ZA016786
Peter Vardy (Perth) Ltd ZA016667
Peter Vardy Porsche Ltd ZA016657
Peter Vardy Porsche Perth Ltd ZA324523
Data Protection Officer
Our Data Protection Officer is Kenny Whyte Head of Compliance. Should you have any concerns or questions about how we process and store your personal data please contact him at data.protection@petervardy.com.