Introduction.

Bloc Hotels is committed to processing your data securely and transparently under the General Data Protection Regulation (GDPR). This privacy notice sets out, in line with GDPR, the types of data that we hold on you as an employee of the Company. It also sets out how we use that information, how long we keep it for and other relevant information about your data. 

Scope.

This notice applies to current and former employees, consultants and contractors on how we handle personal data in all forms whether computerised or manual.

Policy reviewed by: Lauren Hughes - 23/02/2023

Revision: Creation 

Date: 23/02/2023 

Who are we?

Data Controller- Bloc Hotel Group Ltd/ Bloc Hotel Operations Ltd

Data Protection Officer - Rebecca Wall [email protected] 

Data protection principles.

We adhere to the principles relating to the processing of personal data, as set out within GDPR. 

We will:

• Process your data fairly, lawfully and in a clear, transparent way.
• Collect your data only for reasons that we find proper for the course of your employment.
• in ways that have been explained to you.
• Only use it in the way that we have told you about.
• Ensure it is correct and up to date.
• Keep your data for only as long as we need it.
• Process it in a way that ensures it will not be used for anything that you are not aware of.
• or have consented to (as appropriate), lost or destroyed. 

Types of data we process.

We hold many types of data about you, including; 

• Personal details including your name, address, date of birth, email address, phone numbe
• Documentation confirming your right to work in the UK (e.g. Passport).
• Next of kin and their contact number.
• Medical or health information including whether or not you have a disability.
• The information included on your CV including references, education history and employment history.
• Bank account details, tax code and National Insurance number.
• Current and previous job titles, job descriptions, pay grades, pension entitlement, hours of work and other terms and conditions relating to your employment with us.
• Letters of concern, formal warnings and other documentation with regard to any disciplinary proceedings.
• Internal performance information including measurements against targets, formal warnings and related documentation with regard to capability procedures, appraisal forms.
• Leave records including annual leave, family leave, sickness absence etc.
• Training certificates.
• CCTV footage (kept for a limited time).
• Time & attendance records.

How we collect your data.

We collect data about you in a variety of ways and this will usually start when we undertake a recruitment exercise where we will collect the data from you directly. This includes the information you would normally include in a CV or a recruitment cover letter or notes made by our recruiting team during an interview. Further information will be collected directly from you when you complete forms at the start of your employment, for example, your bank and next of kin details. Other details may be collected directly from you in the form of official documentation such as your passport or other right-to-work evidence. 

In some cases, we will collect data about you from third parties, such as employment agencies, former employers when gathering references, or credit reference agencies. Personal data is kept within the Company's HR and IT systems.

 

Why we process your data.

The law on data protection allows us to process your data for certain reasons only: 

• To perform the employment contract that we are party to.
• To carry out legally required duties and our legitimate interests.
• To protect your interests and where something is done in the public interest. 

We also need to collect your data to ensure we are complying with legal requirements such as: 

• Ensuring tax and National Insurance is paid.
• Carrying out checks in relation to your right to work in the UK
• Making reasonable adjustments for disabled employees. 

We also collect data so that we can carry out activities which are in the legitimate interests of the Company. We have set these out below: 

• Making decisions about who to offer initial employment to, and subsequent internal appointments, promotions etc.
• Making decisions about salary and other benefits
• Providing contractual benefits to you.
• Maintaining comprehensive up to date personnel records about you to ensure, amongst other things, effective correspondence can be achieved and appropriate contact points in the event of an emergency are maintained.
• Effectively monitoring both your conduct and your performance and to undertake procedures with regard to both of these if the need arises.
• Offering a method of recourse for you against decisions made about you via a grievance procedure.
• Assessing training needs.
• Implementing an effective sickness absence management system including monitoring the amount of leave and subsequent actions to be taken including the making of reasonable adjustments.
• Gaining expert medical opinion when making decisions about your fitness for work.
• Managing statutory leave and pay systems such as maternity leave and pay etc.
• Business planning and restructuring exercises.
• Dealing with legal claims made against us.
• Preventing fraud.
• Ensuring our administrative and IT systems are secure and robust against unauthorised access. 

If you do not provide your data.

One of the reasons for processing your data is to allow us to carry out our duties in line with your contract of employment. If you do not provide us with the data needed to do this, we will unable to perform those duties e.g. ensuring you are paid correctly. We may also be prevented from confirming, or continuing with, your employment with us in relation to our legal obligations if you do not provide us with this information e.g. confirming your right to work in the UK.

Sharing your data.

Your data will be shared with colleagues within the Company where it is necessary for them to undertake their duties. This includes, for example, your line manager for their management of you, the HR department for maintaining personnel records and the finance department for administering payment under your contract of employment. 

Protecting your data.

We are aware of the requirement to ensure your data is protected against accidental loss or disclosure, destruction and abuse. We have implemented processes to guard against such. 

Where we share your data with third parties, we provide written instructions to them to ensure that your data are held securely and in line with GDPR requirements. Third parties must implement appropriate technical and organisational measures to ensure the security of your data. 

How long do we keep your data for?

In line with data protection principles, we only keep your data for as long as we need it for, which will be at least for the duration of your employment with us though in some cases we will keep your data for a period after your employment has ended. 

Your rights in relation to your data.

The law on data protection gives you certain rights in relation to the data we hold on you. These are: 

• The right to be informed. This means that we must tell you how we use your data, and this is the purpose of this privacy notice.
• The right of access. You have the right to access the data that we hold on you. To do so, you should make a subject access request. Subject access requests should be sent by email to the Data Protection Officer [email protected]
• The right for any inaccuracies to be corrected. If any data that we hold about you is incomplete or inaccurate, you are able to require us to correct it.
• The right to have information deleted. If you would like us to stop processing your data, you have the right to ask us to delete it from our systems where you believe there is no reason for us to continue processing it.
• The right to restrict the processing of the data. For example, if you believe the data we hold is incorrect, we will stop processing the data (whilst still holding it) until we have ensured that the data is correct.
• The right to portability. You may transfer the data that we hold on you for your own purposes.
• The right to object to the inclusion of any information. You have the right to object to the way we use your data where we are using it for our legitimate interests.
• The right to regulate any automated decision-making and profiling of personal data. You have a right not to be subject to automated decision making in way that adversely affects your legal rights. 

Where you have provided consent to our use of your data, you also have the unrestricted right to withdraw that consent at any time. Withdrawing your consent means that we will stop processing the data that you had previously given us consent to use. There will be no consequences for withdrawing your consent. However, in some cases, we may continue to use the data where so permitted by having a legitimate reason for doing so.