This policy sets out the basis by which we collect, use and disclose the personal data of our employees, as well as your rights in respect to your personal information.
How do we collect information about you?
We may collect your information is a number of ways, for example:
- When you apply for a job vacancy internally or externally.
- We will collect your personal data from third parties, for example, security screening (where applicable) and recruitment agencies.
- Under our obligation as your employer, for example, during disciplinaries.
- Monitoring your usage and activity when using technology owned by us. This includes using personal devices to connect to systems or internet owned by us.
- Monitoring internal emails, chats and storing documents on cloud services, for example; Google Drive.
- Information you submit via our internal intranet.
- When you complete internal employee surveys
What information will we collect about you?
We only ask for details that we will need to process your application and in order to meet our obligations to you as your employer. This information includes:
- Your name, age, address and contact details
- Education information, employment history/references and emergency contacts
- Financial information, national insurance number and any other security information
- Information related to your health, diversity or details of any criminal convictions
How long do we keep your personal information for?
If you are an unsuccessful candidate, we will hold your information for a period of 1 year, unless we have any legal or necessary reason to keep it.
If you are an Amigo employee, we shall hold your information indefinitely, whilst you’re employed. If your employment is terminated, we shall hold your information for the period needed to be in line with the current employment regulations. Your tax, national insurance and accounting records shall be held for 3 years. Your personnel file, training records, salary, redundancy and retirement information shall be held for 6 years. Medical and health records shall be kept indefinitely. We may keep your personal data for longer if the law or any other regulation requires us to preserve it (for example, because of our obligations to tax authorities).
How do we use your personal information?
When you are applying for a job, we shall use your information to assess your suitability for employment opportunities within Amigo and contact your regarding potential vacancies.
As an Amigo employee, we shall use your information to comply with our contractual obligations as your employer, for example; regarding employee/employer disputes, sickness, absence and anything else relating to your duties as an Amigo employee. We will also process your information in line with our other legal obligations as per your employee contract, for example, reporting taxes and salaries to HMRC.
We may share your personal data:
- Where we are under legal obligation to do so, for example to prevent fraud and other criminal offences or because of a Court Order, for example, with HMRC or the police.
- With our employees, such as the HR team.
- In order to allow you to use the company benefits. In order to book usage of Amigo cars and properties, your name, email address and mobile number will be used, shared and stored by Amigo Loans and The Richmond Group via the BookR app.
- In order to allow you access to the company benefits, for example, gym memberships and pension schemes.
- For training and monitoring purposes, where Amigo video record feedback and/or call sessions, these videos shall be shared with management.
- In our communications with Amigo customers (name only).
How can you access, amend or remove the personal data that you have given to us?
You have various rights in relation to the data we hold for you:
- You have the right to ask us to confirm what information we hold about you at any time, and you may ask us to modify, update or remove your information, providing we are not legally required to hold it.
- If we are using your data because we deem it necessary to do so, and you do not agree, you have the right to ask to remove your information, or ask us to stop processing your information. If you would like to do so, you can contact us at [email protected] In cases where you ask us not to contact you, we may still hold your information so that we know not to use it. If you request us to remove your information, we will respond to your request within 30 days. We will only refuse your request if we are required to process the information for a specific reason (generally, due to legal restrictions).
- Where we have obtained your consent to process your personal data for certain activities (for example, contacting you about a job vacancy), you may withdraw your consent at any time. You can do so by contacting us at [email protected]
- If you wish, you have the right to transfer the data we hold for you. We will help with this – either by directly transferring your data for you, or by providing you with a copy in a commonly used machine-readable format.
- You also have the right to lodge a complaint with your local supervisory authority.
We will ensure that we have appropriate technical and organisational measures in place to prevent unauthorised or unlawful processing of personal data, including against accidental loss or destruction of, or damage to personal data.