Casual Worker Privacy Notice Appendix

Make a decision about your recruitment or appointment

Determine the terms on which you work for us, and advise you of these

To enter or carry out the contract

To comply with a legal obligation

For our legitimate interests: 

• to select suitable employees, workers and contractors

*For special categories of information:

For legitimate public interest 

• Personal contact details (including name, address, email, telephone number)
• Your CV
• References and details of previous employers where relevant
• Professional memberships and qualifications where relevant
• Copy of your driving licence, where applicable
• Request to employ non-core staff form
• Work location

Check you are legally entitled to work in the UK

Contact you

Administer our contract with you 

Ensure compliance with the terms of your contract

Provide and process payments and benefits to you (including complying with pension auto-enrolment obligations, liaising with your pension provider and determining pension eligibility) 

If applicable, deduct tax and national insurance

To enter or carry out the contract

To comply with a legal obligation

*For special categories of information:

• To exercise or perform employment law rights or obligations

• Personal contact details
• Documentation confirming your Personal contact details
• Work location
• Request to employ non-core staff form
• Start date
• Bank account details
• Payroll and wage records, compensation history, salary and benefits details, including pension and bonus details
• Tax and national insurance details, including national insurance number
• Absence records (excluding data disclosing sickness and health information)
• Hours worked, overtime, shift records 
• Holiday records.

Business management and planning, including accounting or auditing

Manage performance and conduct

Make decisions about salary and compensation

Conduct disciplinary and grievance proceedings

Assess qualifications and suitability for a job or task, including promotion decisions

Make decisions about continued employment or engagement

Make arrangements for the termination of our working relationship

To carry out the contract

To comply with a legal obligation

For our legitimate interests:

• Business management
• Workforce planning
• Ensure a suitable workforce
• Ensure compliance with our policies and procedures

*For special categories of information:

• To exercise or perform employment law rights or obligations
• To review equality of opportunity or treatment

• Personal contact details
• Work location
• Request to employ non-core staff form
• Start date
• Payroll and wage records, compensation history, salary and benefits details, including pension and bonus details
• Absence records
• Hours worked, overtime, shift records
• Holiday records
• Information and correspondence regarding pregnancy, birth, maternity leave, paternity leave, adoption leave, parental leave, shared parental leave and time off for dependants*
• Details of job titles and duties, work history, performance and appraisal records
• Age and date of birth
• Professional memberships and qualifications
• Information and correspondence relating to disciplinary and grievance investigations and proceedings
• Information about your use of our information and communication systems, and emails passing through our systems 
• Redundancy information, including pooling data, selection matrixes, consultation notes, correspondence

Manage sickness absence

Assess your fitness to work

Consider disability status and reasonable adjustments for disabled workers

To carry out the contract

To comply with a legal obligation

For our legitimate interests:

• Business management
• Workforce planning
• Ensure a suitable workforce
• Ensure compliance with our policies and procedures

*For special categories of information:

• To exercise or perform employment law rights or obligations
• For the purposes of preventive or occupational medicine, or for the assessment of your working capacity
• To review equality of opportunity or treatment

• Personal contact details
• Work location
• Start date
• Offer letter and your contract with us
• Payroll and wage records, compensation history, salary and benefits details, including pension and bonus details
• Absence records
• Health data and sickness records, including disability information*
• Hours worked, overtime, shift records
• Holiday records
• Information and correspondence regarding pregnancy, birth and maternity leave*
• Information and correspondence regarding breastfeeding*
• Information and correspondence relating to disciplinary and grievance investigations and proceedings
• Information confirming you have read and understood our policies and procedures (HR Induction Checklist)
• Details of job titles and duties, work history, performance and appraisal records

Monitor your use of our IT and communications systems

For our legitimate interests:

• Ensure compliance with our policies and procedures
• Protect our business information
• Ensure compliance with our confidentiality obligations to clients
• Ensure network and information security, including checking for viruses, preventing unauthorised access to our information and communication systems, preventing malicious software distribution, or to find or retrieve lost messages
• Service the needs of customers and clients

• Your name 
• Work location
• Information about your use of our information and communication systems, and emails passing through our systems 
• Correspondence to and from you (electronic or otherwise) and telephone voicemail messages during times when you are absent from the workplace

Prevent and detect crime and ensure a secure work environment

For our legitimate interests

• Verify the identity of individuals accessing our premises
• Prevent and detect theft

• Your name
• Work location
• CCTV images 

Carry out equal opportunities monitoring

For our legitimate interests:

• To review equality of opportunity or treatment

*For special categories of information:

• To review equality of opportunity or treatment
• To exercise or perform employment law rights or obligations

• Health data, including disability information*
• Information regarding pregnancy and maternity*
• Age and date of birth
• Marriage or civil partnership status*
• Gender
• Information on gender reassignment*
• Data revealing race, religious beliefs or sexual orientation*

Comply with health and safety obligations

To comply with a legal obligation

*For special categories of information:

• To exercise or perform employment law rights or obligations
• For the purposes of preventive or occupational medicine, or for the assessment of your working capacity

• Your name
• Health data and sickness records, including disability information*
• Accident records
• Training records
• Hours worked, overtime, shift records
• Information regarding pregnancy and maternity*
• Information and correspondence regarding breastfeeding*

Maintain records of your working time

To carry out the contract

To comply with a legal obligation

For our legitimate interests:

• Business management
• Workforce planning

• Your name
• Hours worked, overtime, shift records

Inform your contacts in the event of sickness, accident or other emergency

For the legitimate interests of the emergency contacts you have notified to us:

• To be informed in the event of sickness, accident or other emergency

• Your name
• Work location
• Emergency contact details

Protect your vital interests or those of another person (in exceptional circumstances, such as a medical emergency)

To protect your vital interests or those of another person

*For special categories of information:

• To protect the vital interests of you or another person, if you are incapable of giving consent

• Personal contact details
• Work location
• Accident records
• Health data and sickness records, including disability information*
• Emergency contact details

For business promotion

For our legitimate interests:

• Business promotion and marketing of our services

• Your name
• Work location

To provide a reference regarding you

To comply with a legal obligation

• Your name
• Work location
• Start date
• End date
• Details of job titles and duties, work history
• Final salary
• Reason for leaving