Hamilton HR Solutions - Individual Privacy Policy

Data controller: Catherine Hamilton, Hamilton HR Solutions Ltd, catherine@hamiltonhrsolutions.co.uk

The organisation collects and processes personal data relating its client’s employees to manage the performance of the contract between Hamilton HR Solutions Ltd and their clients. The organisation is committed to being transparent about how it collects and uses that data and to meeting its data protection obligations.

What information does the organisation collect?

The organisation collects and processes a range of information about a client’s employees and/or individuals. This may include:

  • your name, address and contact details, including email address and telephone number, date of birth and gender;
  • the terms and conditions of your employment;
  • details of your qualifications, skills, experience and employment history, including start and end dates, with previous employers and with the client’s organisation;
  • information about your remuneration, including entitlement to benefits such as pensions or insurance cover;
  • information about your nationality and entitlement to work in the UK;

The organisation may collect this information in a variety of ways. For example, data is collected through application forms or CVs; correspondence surrounding HR processes, correspondence with you; or through interviews, meetings or other assessments.

Data is stored in a range of different places, including in the client’s personnel file (held in electronic format) and in other IT systems (including the organisation's email system).

Why does the organisation process personal data?

The organisation collects and processes personal data relating its client’s employees to manage the performance of the contract between Hamilton HR Solutions Ltd and their clients.  Processing client’s employee data allows the organisation to:

  • run recruitment and promotion processes on behalf of their client;
  • operate and keep a record of disciplinary and grievance processes, to ensure their client has acceptable conduct within their workplace;
  • operate and keep a record of employee performance and related processes, to plan for career development, and for succession planning and workforce management purposes on behalf of their client;
  • operate and keep a record of absence and absence management procedures, to allow effective workforce management for their client and ensure that the client’s employees are receiving the pay or other benefits to which they are entitled;
  • obtain occupational health advice, to ensure that their client complies with duties in relation to individuals with disabilities, meet their obligations under health and safety law, and ensure that their employees are receiving the pay or other benefits to which they are entitled;
  • operate and keep a record of other types of leave (including maternity, paternity, adoption, parental and shared parental leave), to allow effective workforce management, to ensure that their client complies with duties in relation to leave entitlement, and to ensure that their employees are receiving the pay or other benefits to which they are entitled;
  • ensure effective general HR and business administration;
  • provide references on request for current or former employees on behalf of their client;
  • respond to and defend against their client’s legal claims; and
  • maintain and promote equality in their client’s workplace.

Some special categories of personal data, such as information about health or medical conditions, is processed to carry out employment law obligations (such as those in relation to employees with disabilities and for health and safety purposes).

Who has access to data?

Your information will be shared internally only with staff who require access to the data in the performance of their roles.

The organisation will not transfer your data to countries outside the United Kingdom.

How does the organisation protect data?

The organisation takes the security of your data seriously. The organisation has internal policies and controls in place to try to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by its employees in the performance of their duties.

Where the organisation engages third parties to process personal data on its behalf, they do so on the basis of written instructions, are under a duty of confidentiality and are obliged to implement appropriate technical and organisational measures to ensure the security of data.

For how long does the organisation keep data?

The organisation will hold your personal data for no longer than necessary and is deleted no later than two months after the client work is complete.

Your rights

As a data subject, you have a number of rights. You can:

  • access and obtain a copy of your data on request;
  • require the organisation to change incorrect or incomplete data;
  • require the organisation to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing;
  • object to the processing of your data where the organisation is relying on its legitimate interests as the legal ground for processing; and
  • ask the organisation to stop processing data for a period if data is inaccurate or there is a dispute about whether or not your interests override the organisation's legitimate grounds for processing data.

If you would like to exercise any of these rights, please complete the organisation's form for making a subject access request, which can be found at www.hamiltonhrsolutions.co.uk, and send the request to catherine@hamiltonhrsolutions.co.uk.

If you believe that the organisation has not complied with your data protection rights, you can complain to the Information Commissioner.

Automated decision-making

No decisions within Hamilton HR Solutions Ltd are based solely on automated decision-making.