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Privacy Notice For Poole Alcock Employees, Job Applicants, Volunteers and Work Experience
PRIVACY NOTICE FOR POOLE ALCOCK EMPLOYEES, JOB APPLICANTS, VOLUNTEERS AND WORK EXPERIENCE
Poole Alcock LLP respects your privacy and is committed to protecting your personal data. This privacy notice will inform you as to how we look after your personal data when you provide or we collect personal data and tells you about your privacy rights and how the law protects you.
Please also use the Glossary to understand the meaning of some of the terms used in this privacy notice.
1. IMPORTANT INFORMATION AND WHO WE ARE
Purpose of this privacy notice
This privacy notice aims to give you information on how Poole Alcock LLP collects and processes your personal data including data collected through our website (www.poolealcock.co.uk), when you contact us by responding to a job vacancy advert and throughout your employment with Poole Alcock LLP.
This privacy notice applies to the following:-
·Employees
·Job applicants
·People undertaking work experience
·Volunteers
Our website is not intended for children and we do not knowingly collect data relating to children except when providing legal services relating to and / or involving children.
It is important that you read this privacy notice together with any other privacy notice or fair processing notice we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data. This privacy notice supplements any other notices we may publish or provide and is not intended to override them.
Controller
Poole Alcock LLP is the controller and responsible for your personal data (collectively referred to as “Firm”, “we”, “us” or “our” in this privacy notice).
We have appointed a data protection officer (DPO) who is responsible for overseeing questions in relation to this privacy notice. If you have any questions about this privacy notice please contact the DPO using the details set out below.
In the event the DPO is not available please contact our Deputy DPO using the details which are also set out below.
Contact details
Full name of legal entity: Poole Alcock LLP
LLP registration number: 0C310420
Postal Address: 2nd Floor, 34-36 High Street, Nantwich, Cheshire CW5 5AS
Name of DPO: Andrew Roberts
Email address: andy.roberts@poolealcock.co.uk
Postal address: 6 Middlewich Road, Sandbach, Cheshire, CW11 1DL.
Telephone: 01270 762325
Name of Deputy DPO: David Gaut
Email address: david.gaut@poolealcock.co.uk
Postal address: Minerva House, Gadbrook Park, Northwich, CW9 7RA
Telephone: 01270 625478
Right to make a complaint
You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.
Changes to the privacy notice and your duty to inform us of changes
It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.
Third-party links
Our website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy notice of every website you visit.
2. THE DATA WE COLLECT ABOUT YOU
Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).
We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:
•Identity Data includes first name, maiden name, last name, username or similar identifier, marital status, title, date of birth, gender, national insurance number, driver’s licence number and passport number.
•Contact Data includes address, correspondence address (if different) email address and telephone numbers.
•Beneficiary and Emergency Contact data includes name, address and telephone number.
•Referee details (and references) pursuant to job application.
•Next of kin (including name, address and telephone number).
•Government Identification Numbers (including National Insurance number and Tax Code).
•Education and Training Details.
•Wage and Benefit Information.
•Attachment of earnings details.
•Performance Information including appraisal documentation and performance development plans.
•Regulatory documentation (for example Practice Certificate information).
•Telephone Number and mobile telephone Number.
•Email Address
•Previous Convictions
•Medical Records (occupational health)
•Holiday records
•Sick records
•Medical conditions including medical appointment notifications
•Financial Information: Bank Statements etc
•Pension Information
•Tax Affairs
•Benefit Status
•Contracts of Employment and job descriptions
•Records held by HMRC
•Drug and Alcohol Testing
•Family and lifestyle details
•Device details
•Browser history details
•Location details
•Electronic identification data including IP address and information collected through cookies
•Transaction Data includes details about payments to and from you relating to earnings.
•Service Data includes details which relate to the services you have enquired about or may require from us.
•Technical Data includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access this website.
•Profile Data includes your username and password, purchases or orders made by you, your interests, preferences, feedback and survey responses.
•Usage Data includes information about how you use our website.
•Marketing and Communications Data includes your preferences in receiving marketing from us and our third parties and your communication preferences.
Special categories of personal data, including data relating to an employee about the following:
•Racial or ethnic origin
•Political opinions
•Religious or philosophical beliefs
•Trade-union membership
•Tenetics, biometrics or health
•Sex life or sexual orientation
We also collect, use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data may be derived from your personal data but is not considered personal data in law as this data does not directly or indirectly reveal your identity. For example, we may aggregate your Usage Data to calculate the percentage of users accessing a specific website feature. However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this privacy notice.
We may process special category data about you or others associated with you. We will only process this category of data where:
•We have your explicit consent;
•It is necessary to protect your vital interests or those another and it is not possible to obtain consent;
•It is necessary for us to do so in connection with the establishment, exercise or defence of legal claims;
•In exceptional circumstances where another ground for such processing is met.
If you fail to provide personal data
Where we need to collect personal data by law, or under the terms of a contract we have with you and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, contract of employment). In this case, we may have to address the issue in accordance with our Human Resource policies and procedures.
3. HOW IS YOUR PERSONAL DATA COLLECTED?
We use different methods to collect data from and about you including through:
Direct interactions.
You may give us your personal data by communicating with us face to face during meetings, filling in forms or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you:
•apply for employment;
•apply for volunteering;
•apply for work experience;
•apply for our services;
•subscribe to our service or publications;
•request marketing to be sent to you;
•enter a competition, promotion or survey; or
•give us some feedback.
Automated technologies or interactions.
As you interact with our website, we may automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies, server logs and other similar technologies. We may also receive Technical Data about you if you visit other websites employing our cookies. Please see our cookie policy for further details.
Third parties or publicly available sources.
We may receive personal data about you from various third parties and public sources as set out below:
•HMRC.
•Government ages.
•Pension providers.
•Previous employers.
•Referees.
•Recruitment agencies.
•Schools, colleges or other organisations referring students and/or other people for volunteering and/or work experience.
•Medical experts
•Internal generation.
•Personal Data from our clients where you are related to a matter, for example, you are an estate beneficiary.
•Personal Data from regulatory bodies or the police when making regulatory enquires or convictions enquiries.
•Personal Data from introducers/referrers who may introduce/refer your matter to us if you should instruct us in connection with a matter.
•Technical Data from the following parties:
(a)analytics providers such as Google based outside the EU;
(b)advertising networks such as Facebook based inside OR outside the EU; and
(c)search information providers such as Google and Clicky based inside OR outside the EU.
•Identity and Contact Data from publicly availably sources such as Companies House and the Electoral Register based inside the EU.
4. HOW WE USE YOUR PERSONAL DATA
We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:
•Recruitment and selection of employees, volunteers and work experience candidates.
•Where we need to perform the contract we are about to enter into or have entered into with you.
•Personnel management.
•Workplace monitoring.
•Human resources administration including payroll and benefits.
•Education, training and development activities.
•Where it is otherwise necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
•Where we need to comply with a legal or regulatory obligation.
Generally we do not rely on consent as a legal basis for processing your personal data other than in relation to sending third party direct marketing communications to you via email or text message. You have the right to withdraw consent to marketing at any time by contacting our DPO.
Purposes for which we will use your personal data
We have set out below, in a table format, a description of all the ways we plan to use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.
Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. Please contact us if you need details about the specific legal ground we are relying on to process your personal data where more than one ground has been set out in the table below.