Adeva Partners Ltd Privacy Notice for Employees
Registered address: 73 Cornhill, London, EC3V 3QQ
This privacy notice was updated on 14th March 2022 and is effective immediately. It tells you everything you need to know about how Adeva Partners Ltd process, control and protect your personal data and the rights that you have in relation to that data. This privacy statement is regularly updated to reflect any changes in the way we handle your personal data or any changes to applicable laws.
Adeva Partners is committed to protecting and respecting your privacy.
In this privacy notice, we set out how we collect and use your personal data before, during and after your working relationship with Adeva Partners. It applies to potential, current and former employees, workers and contractors and it does not form part of any employment contract or any other services contract with us.
All personal data is collected, stored and processed in accordance with the UK General Data Protection Regulation (UK GDPR), the EU GDPR, the Data Protection Act 2018 (DPA 2018) and the Privacy and Electronic Communications Regulations (PECR).
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.
We may update this notice at any time, and we may provide you with additional privacy notices from time to time.
Data Protection Principles
We will comply with data protection law including the 7 principles of GDPR which are:
- Personal data shall be processed lawfully, fairly and in a transparent manner.
- Personal data shall be collected for specified, explicit and legitimate purposes and shall not be further processed in any manner incompatible with that purpose or those purposes.
- Personal data shall be adequate, relevant and not excessive in relation to the purpose or purposes for which they are processed.
- Personal data shall be accurate and where necessary kept up to date.
- Personal data processed for any purpose or purposes shall not be kept for longer than is necessary for that purpose or those purposes.
- Personal data shall be processed in a way that ensures it is appropriately secure.
- Adeva has put in place appropriate technical and organisational measures to prevent unauthorised or unlawful processing of personal data and against accidental loss or destruction of, or damage to, personal data.
Personal Data That We Process
Personal data means any information about an individual from which that person can be identified. It does not include anonymous data where the identity has been removed.
There are “special categories” of more sensitive personal data which require a higher level of protection such as your ethnicity and religious beliefs.
We will collect, store, and use the following categories of personal data about you:
- Personal contact details such as name, title, addresses, telephone numbers, and personal email addresses
- Date of birth
- Marital status and dependants
- Next of kin and emergency contact information
- National Insurance number
- Bank account details, payroll records and tax status information
- Salary, annual leave, pension and benefits information
- Start date
- Location of employment or workplace
- Copy of passport
- Recruitment information (including copies of right to work documentation, references, credit history and other information included in a CV or cover letter or as part of the application process)
- Employment records (including job titles, work history, working hours, training records and professional memberships)
- Details of your existing and previous salary
- Performance information
- Disciplinary and grievance information
- Photographs and video and audio recordings
We may also collect, store and use the following “special categories” of more sensitive personal information:
- Information about your race or ethnicity, religious beliefs, sexual orientation and political opinions
- Information about your health, including any medical condition, health and sickness records
- Information about criminal convictions and offences.
How We Collect Your Personal Data
We collect personal data about you through the recruitment process, either directly from you or sometimes from an employment agency or background check provider. We may sometimes collect additional information from third parties including former employers, credit reference agencies or other background check agencies.
When you started your employment with us, you provided us with certain personal data such as your bank account details and emergency contact information.
We may collect further personal data about you in the course of your employment.
How We Use Your Personal Data
We will only process your personal data if we have a lawful ground for processing such data. Most commonly, we will use your personal information in the following circumstances:
- Where we need to perform the employment contract between us or any other contract between us
- Where we need to comply with a legal obligation
- Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
We may also use your personal data in the following situations, but these are not likely:
- Where we need to protect your interests (or someone else’s interests)
- Where it is needed in the public interest or for official purposes.
Purposes For Which We Process Your Personal Data
We will process your personal data for the following purposes:
- Making a decision about your recruitment or appointment
- Determining the terms on which you work for us
- Checking you are legally entitled to work in the UK
- Paying you and, if you are an employee, deducting tax and National Insurance contributions
- Providing the certain benefits to you
- Liaising with your pension provider (if applicable)
- Administering the contract we have entered into with you
- Business management and planning, including accounting and auditing
- Conducting performance reviews, managing performance and determining performance requirements
- Making decisions about salary reviews and compensation
- Assessing qualifications for a particular job or task, including decisions about promotions
- Gathering evidence for possible grievance or disciplinary hearings
- Making decisions about your continued employment or engagement
- Making arrangements for the termination of our working relationship
- Training and development requirements
- Dealing with legal disputes involving you, or other employees, workers and contractors
- Ascertaining your fitness to work
- Managing sickness absence
- Complying with health and safety obligations
- To prevent fraud
- To monitor your use of our information and communication systems to ensure compliance with our IT policies
- To ensure network and information security, including preventing unauthorised access to our electronic communications systems and preventing malicious software distribution
- Equal opportunities monitoring.
- To meet obligations under our contracts with our clients e.g. share your details and qualifications with them as part of their due diligence requirements
If you decide not to provide us with certain personal data that we have requested, we may not be able to perform contracts between us (such as paying you or providing a benefit), or we may be prevented from complying with our legal obligations.
We may from time to time use your personal data without your knowledge or consent where this is required or permitted by law.
Transfers to Third Parties