Privacy Policy

Contact details
Introduction
What type of information we have
How we get the information
What we do with the information and why we have it
How we protect and store your information
Your data protection rights How to complain

OUR CONTACT DETAILS:

Name: Axiom Building Services Limited

Address: Aquarius Centre, Edison Close, Waterwells Business Park Quedgeley, Gloucester, GL2 2FN

INTRODUCTION

Axiom Building Services Ltd (Axiom) collects and processes personal data relating to our employees to manage the employment relationship. We are committed to being transparent about how we collect and use that data and to meeting our data protection obligations.

WHAT TYPE OF INFORMATION WE HAVE

We collect and process a range of information about you. This includes:

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;
information about your remuneration, including entitlement to benefits such as pensions;
details of your bank account and national insurance number;
information about your marital status, next of kin, dependants and emergency contacts;
information about your nationality and entitlement to work in the UK;
information about your criminal record, where required;
details of your schedule (days of work and working hours) and attendance at work;
details of periods of leave taken by you, including holiday, sickness absence, family leave and sabbaticals, and the reasons for the leave;
details of any disciplinary or grievance procedures in which you have been involved, including any warnings issued to you and related correspondence;
assessments of your performance, including appraisals, performance reviews and ratings, training you have participated in, performance improvement plans and related correspondence;
information about medical or health conditions, including whether or not you have a disability for which Axiom Building Services Ltd needs to make reasonable adjustments.

HOW WE GET THE INFORMATION

Most of the information we process is provided directly by you. For example, data is collected through application forms, CVs or resumes; obtained from your passport or other identity documents such as your driving licence; from forms completed by you at the start of or during employment (such as health check forms); from correspondence with you; or through interviews, meetings or other assessments.

We also receive personal information indirectly such as references supplied by former employers and information from criminal records checks permitted by law.

Under the General Data Protection Regulation (GDPR), the lawful basis we rely on for processing this information are:

Your consent. You are able to remove your consent at any time. You can do this by contacting the compliance manager
We have a contractual obligation
We have a vital interest
We need it to perform a public task
We have a legitimate reason

WHAT WE DO WITH THE INFORMATION AND WHY WE HAVE IT

Axiom needs to process data to enter into an employment contract with you and to meet its obligations under your employment contract. For example, it needs to process your data to provide you with an employment contract, to pay you in accordance with your employment contract and to administer benefit and pension entitlements.

Axiom needs to process data to ensure that it is complying with its legal obligations. For example, it is required to check an employee’s entitlement to work in the UK, to deduct tax, to comply with health and safety laws and to enable employees to take periods of leave to which they are entitled. For certain positions, it is necessary to carry out criminal records checks to ensure that individuals are permitted to undertake the role in question. In other cases, Axiom has a legitimate interest in processing personal data before, during and after the end of the employment relationship.

Processing employee data allows Axiom to:

maintain accurate and up-to-date employment records and contact details (including details of who to contact in the event of an emergency), and records of employee contractual and statutory rights;
operate and keep a record of disciplinary and grievance processes, to ensure acceptable conduct within the 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;
operate and keep a record of absence and absence management procedures, to allow effective workforce management and ensure that employees are receiving the pay or other benefits to which they are entitled;
obtain occupational health advice, to ensure that it complies with duties in relation to individuals with disabilities, meet its obligations under health and safety law, and ensure that 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 Axiom complies with duties in relation to leave entitlement, and to ensure that 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;
respond to and defend against legal claims; and
maintain and promote equality in the

HOW WE PROTECT AND STORE YOUR INFORMATION

Axiom takes the security of your data seriously. Axiom 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. Systems access is restricted by regularly updated passwords and also by the management of security access controls to ensure that access is limited to those that are required by role.

Where Axiom 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.

Data is stored in a range of different places, including in your personnel file, in our HR management systems and other systems (including our email system).

Axiom retains personal information we collect for as long as necessary to fulfil the purposes for which we collected it for example, to comply with legal, tax or accounting requirements.

You can request a copy of our retention schedule by contacting us on 01452 888888

YOUR DATA PROTECTION RIGHTS

Under data protection law, you have rights including:

Your right of access – You have the right to ask us for copies of your personal information.

Your right to rectification – You have the right to ask us to rectify information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.

Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances.

Your right to restriction of processing – You have the right to ask us to restrict the processing of your information in certain circumstances.

Your right to object to processing – You have the the right to object to the processing of your personal data in certain circumstances.

Your right to data portability – You have the right to ask that we transfer the information you gave us to another organisation, or to you, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

Please contact us on 01452 888888 to make a request.