EMPLOYEE PRIVACY NOTICE

  1. How your personal data is used – As your employer, Resource Experience Limited] (the “Company”) needs to collect, store and process personal information about you for normal employment purposes. As such the Company is a Data Controller as defined in the General Data Protection Regulation(GDPR). The personal information we hold and process will be used for our management and administrative use only. We will keep and use it to enable us to run the business and manage our relationship with you effectively, lawfully and appropriately, during the recruitment process, while you are working for us, at the time when your employment ends and after you have left. This includes using personal information to enable us to comply with your employment contract, if applicable, to comply with any legal requirements, pursue the legitimate interests of the Company and its affiliates and meet our obligation to respond as required under law in the event of legal proceedings.  If you do not provide this data, we may be unable, in some circumstances to comply with our obligations and we will tell you about the implications of that decision should such occasion arise.
  2. Much of the personal information we hold will have been provided by you, but some may come from other internal sources, such as your manager, or in some cases, external sources, such as referees.
  3. Types of personal data held:
    • personal details such as name, address, phone numbers
    • name and contact details of your next of kin/emergency contact
    • your gender, marital status, information of any disability you have or other medical information
    • information you may have given us about your children
    • right to work documentation
    • National Insurance number
    • personal information needed for equal opportunities monitoring policy;
    • information gathered during the recruitment process, including application profile and form, your CV, interview notes and answers and application answers
    • references including those from former employers
    • information relating to your employment with us, including
      • job title and job description
      • your contract of employment and any amendments to it
      • your salary
      • details of formal and informal proceedings involving you such as letters of concern, disciplinary and grievance proceedings, your annual leave records, appraisal and performance information
      • records relating to your career history, such as training records,
      • records of holiday, sickness and other absence
    • personal information needed for payroll, benefits and expenses purposes, including bank account and tax details
    • correspondence with or about you, for example letters to you about a pay rise or, at your request, a letter to your mortgage Company confirming your salary
    • driving license information
    • details of criminal convictions where known,
    • photographs  and videos and photographs and videos taken on company business or company social events
    • in addition, we may monitor computer and mobile telephone use, as detailed in our IT Monitoring Policy available on If you cannot access myWorld then you can request a copy from the HR Department by e-mailing hradmin@advantagesmollan.com.
  4. You will, of course, inevitably be referred to in many Company documents and records that are produced by you and your colleagues in the course of carrying out your duties and the business of the Company. In addition, your personal information may be processed outside of the European Economic Area by one or more of our affiliated companies where applicable to your role in the business, or your employment relationship with the Company.
  5. Lawful Basis for Processing – The law on data processing allows us to process your data for certain reasons only. In the main, we process your data in order to comply with a legal requirement, or to effectively manage the employment contract we have with you. We will also process your data to pursue our legitimate business interests as a company performing outsourced sales and marketing activities. We will never process your data where these interests are overridden by your own interests.

The information below categorises the types of data processing we undertake and the lawful  bases we rely on:

  1. We may process special categories of personal data.
  • Special categories of data are data relating to your:
    • health or disability
    • sex life/orientation
    • race/ethnic origin
    • political opinion
    • religion
    • trade union membership
    • genetic and biometric data

We may carry out processing activities using special category data:

  • for the purpose of equal opportunities monitoring
  • in our sickness absence management procedures
  • to make reasonable adjustments for your job if appropriate
  • to administer and manage Statutory and Company sick pay and benefits and other benefits including health or life insurance policies

We will process special category data when the following applies:

  • you have given us explicit consent to the processing
  • we must process the data in order to carry out our legal obligations
  • we must process data for reasons of public interest
  • you have already made the data public
  • the personal information is required to protect your health in an emergency
  1. Other than as mentioned below, we will only disclose personal information about you to third parties if we are legally obliged to do so, where we need to comply with our contractual duties to you, where we have your consent to do so( in the case of using your photographic or video images externally), or where we have a legitimate interest in doing so, for instance we may need to pass on certain personal information to companies including but not limited to those involved in the administration of the payroll, expenses, finance and recruitment functions, hotel, travel, parking  and corporate hospitality companies, fleet and vehicle related companies, training and in store accreditation companies, in store data capture, analytics and reporting companies, IT ,mobile device management, e-mail and telecommunication companies, point of sale and other companies used in delivering equipment to the field teams, mail and courier companies, storage facility companies, social media platforms, gift, flower and card companies, third party retail data providers, companies who administer alerts and texts and surveys, third party online data storage and transfer companies, companies involved in administering our intranet, journey and territory planning companies, perks and benefits companies, pension, health insurance  and childcare schemes and with any  other third parties necessary to pursue the employer/employee relationship. We may also disclose personal information of key personnel in Awards, new business pitch  and 3rd party certification documentation. In such cases above, we may enter into Contract or other legal acts with such third parties that cover processing of  your personal information.
  1. We may transfer personal information about you to other group companies for purposes connected with your employment or the management of the Company’s business and we may also require you to provide your personal contact information to other businesses in connection with performing your contracted job on behalf of the Company.
  1. Employees within our company who have responsibility for recruitment, administration of payment and contractual benefits and the carrying out of performance related procedures will have access to your data which is relevant to their function. All employees with such responsibility have been trained in ensuring data is processing in line with GDPR.
  1. In limited and necessary circumstances, your personal information may be transferred outside of the EEA or to an international organisation to comply with our legal or contractual requirements or as a part of using the commercial services of IT or SaaS providers who provide processing services to the Company. In such cases, we perform due diligence on such providers and contractually require them to comply with the requirements of the General Data Protection Regulation (GDPR) concerning the protection of your personal information.
  1. 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.
  1. Your personal information will be stored for a reasonable time, or as otherwise determined by an applicable Data Retention Policy in order for the Company to manage and conduct the employer/employee relationship during the period of your employment and up to a maximum period determined based on legal and governmental obligations the Company may have based on the employment, tax and commercial regulations in your jurisdiction of employment.
  1. If in the future we intend to process your personal information for a purpose other than that which it was collected we will provide you with personal information on that purpose and any other relevant personal information.

Your rights

  1. You have the right to enquire of your human resources representative, certain personal information in your employee records depending on your country of residence and any applicable local data protection laws. Under the GDPR, if you are a resident of the EU, you will have the following additional rights with respect to your personal information, effective as of May 25, 2018:
  • the right to be informed of the details about the data we hold on you and what we do with it
  • the right of access to your personal information
    • the right to rectification with respect to your personal information
  • the right to erasure subject to legal and other obligations
  • the right to restrict processing subject to legal and other obligations
  • the right to data portability, subject to reasonable limitations
    • the right to object to processing subject to legal and other obligations
    • rights in relation to automated decision making and profiling.
  1. If you have been asked to provide your consent for the processing, any specific personal information, you have the right (in certain circumstances) to withdraw that consent at any time which will not affect the lawfulness of the processing before your consent was withdrawn or the legal obligations of the Company to process your personal information.
  1. Resource Experience Limited(REL) is the controller of data for the purposes of the GDPR.

Contact details of Controller and Information Compliance Manager

  1. If you have any concerns as to how your data is processed you can contact:

Simon Collins Information Compliance Manager at scollins@advantagesmollan.com

OR the HR Department at hradmin@advantagesmollan.com

You can also write using the address of

REL Field MArketing
1010 Eskdale Road
Winnersh Triangle
Berkshire
RG41 5TS

If you do not find resolution in the first instance with the Information Compliance Manager  or the HR Department, then you have the right to lodge a complaint with the Information Commissioners Office(ICO) on

Live chat: Have an online conversation with someone at the ICO at

https://ico.org.uk/global/contact- us/live-chat/.

Email: Use the form at https://ico.org.uk/global/contact-us/email/