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Fair Processing Notice for Employees, Job Applicants and Former Employees

1. Introduction

This Fair Processing forms part of AT On Line Computing’s Privacy Notice and tells you what to expect when AT On Line Computing collects your personal information. It applies to information we collect about employees, job applicants and our current and former employees

You can find our full Privacy Notice, which includes other important information applicable to all data subjects, here Privacy Notice.

2. What information we collect

We process the following categories of your data:

• Personal data:
   – Name
   – Date of birth
   – Home address
   – Personal phone numbers
Email address
   – Salary information
   – Offer letters
   – Employment contracts
   – National Insurance number

• Special categories of data:
   –  Information related to criminal offenses

 We have obtained your personal data from you as part of the application process.

3. What is our legal basis for processing your personal data?

Our lawful basis for processing your general personal data is as follows:
– Processing necessary for the performance of a contract with the data subject or to take steps to enter into a contract
– Processing necessary for compliance with a legal obligation
– In order to process job applications, pay employees, withhold taxes and comply with statutory requirements.
– We are required to collect certain information in order to carry out our statutory requirements under employment law.

Our lawful basis for processing your special category personal data is as follows:

  • – Processing necessary for the performance of a contract with the data subject or to take steps to enter into a contract
    – More information on lawful processing can be found on the ICO website.
    – In order to obtain information regarding criminal offenses of job applicants.

4. Why do we need to collect and store personal data?

We need to collect certain personal data in order for us to verify identity and employment history, check criminal records and work permit status, and carry out our obligations such as paying employees and contractors and fulfilling our statutory requirements. Unsuccessful job applicant information is destroyed once the position for which they applied is filled.

In any event, we are committed to ensuring that the information we collect and use is appropriate for this purpose, and does not constitute an invasion of your privacy.

If you fail to provide certain information we may not be able to adequately assess your job candidacy, employ you or hire you as a contractor.

5. How we use your information

AT On Line Computing Ltd will process – that means collect, store and use – the personal information provided in a manner that is compatible with the EU’s General Data Protection Regulation (GDPR).

Our aim is not to be intrusive, and we undertake not to ask irrelevant or unnecessary questions. Moreover, the information you provide will be subject to rigorous measures and procedures to minimise the risk of unauthorised access or disclosure.

6. Sharing your personal data (including sub-processors)

Employee personal data will be treated as strictly confidential, and will be shared only with our payroll processing provider. Unsuccessful job applicant information is not shared with anyone and will be destroyed.

We will pass your personal data on to our 3rd party payroll processor providers who are contracted to AT On Line Computing Ltd in the course of dealing with you. Our contractors are obliged to keep your details securely, and use them only to process payroll so that employees can be paid and ensure the appropriate taxes are paid for individuals. Once your employment is concluded, they will dispose of the details in line with AT On Line Computing Ltd’s procedures or their statutory retention requirements. If we wish to pass your sensitive personal data onto a third party we will only do so once we have obtained your consent, unless we are legally required to do so.

7. How long do we keep your personal data?

We will endeavour to keep your information accurate and up to date and not keep it for longer than is necessary to fulfill our employer and statutory obligations. In some instances the law sets the length of time information has to be kept, but in most cases AT On Line Computing Ltd will use its discretion to ensure that we do not keep records outside of our normal business requirements. After employment, your information will be retained for six years in order to comply with statutory requirements.

8. Transfer of Data Abroad

The data we collect about you may be transferred to a destination outside of the European Economic Area (“EEA”) due to third party software suppliers supporting their line of business applications. It may also be processed by staff operating outside of the EEA who work for us or for one of our suppliers.

If we transfer information to a third party outside the EEA we will ensure the transfer is protected by the appropriate safeguards defined and allowed by GDPR, require the supplier and any of its agents and/or suppliers to comply with the requirements of GDPR and take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this Fair Processing Notice.