Privacy Policy

This policy explains how Legado collects, uses and stores personal information about its employees. If you are applying for a job with us, please read our privacy policy for job applicants. If you are giving a reference for someone who has applied, please read our privacy policy for employment references.

How do we collect information about you?

We collect, use and store certain personal information about our employees. You give us this information voluntarily, and with your permission we may add to it from trusted sources such as previous employers or HM Revenue and Customs. We treat all the personal information we process or control with the utmost care and confidentiality.

What kind of personal information do we collect?

• Your name, address and relevant contact details
• Copies of passports, visas and any other documents needed to meet Home Office requirements
• Certain unique personal identifiers, including your date of birth and National Insurance number
• Details of your education and qualifications
• Your application and/or CV
• Interview tests and results
• Bank account details for salary and pension purposes
• Contact details for your next of kin
• Job title, grade and salary
• Reporting and management responsibilities
• Details of your career
• References
• Your contract of employment
• Performance reviews
• Disciplinary, grievance and capability procedures
• Details of any accidents at work
• Details of any medical conditions or accessibility needs at work
• Details of any training you have received
• Where relevant, details of your time and attendance

Sensitive and special category personal information

As well as the information listed above, we may collect, use and store sensitive information about your health, ethnicity, family or financial status. You give us this information voluntarily, and we will only share it with the relevant responsible colleagues with your permission. Examples include:

• demographic information we need to meet legal requirements, such as marital status, passport or visa information, nationality, citizenship, military service, disability, work permit and gender
• information about health issues that need adjustments to your working environment
• information and documents about leaves of absence, such as maternity leave, sickness and compassionate leave
• health and safety incidents, accidents at work and the records that go with them

How is your information used?

We use your personal information to administer your employment contract, to provide your benefits and entitlements, such as your salary and pension contributions, and for other HR purposes, for example your career progression and your wellbeing at work. We use and hold all employee personal information in line with our privacy and security policies, and we only ever share it with the relevant responsible colleagues.

How long is your information kept for?

We keep your personal information only for as long as we need it for the purpose or purposes it was collected for, and in line with our Data Protection Policy. When we no longer need it, we securely delete or destroy it.

If you exercise your right to erasure, we will keep a core set of personal data (your name, dates of employment and date of birth). This makes sure we do not contact you or process your data again by mistake, and lets us keep a record of your employment.

We reserve the right to decide what information we need to keep to meet our contract with you and our legal obligations as an employer.

Who has access to your information?

Your personal information, including sensitive personal data, is shared with the relevant responsible colleagues who need it to carry out their normal duties and support you while you work with us. These include, but are not limited to, the relevant colleagues in our People, Finance and Operations teams.

We will always try to make sure that sensitive and special category personal information is only shared with colleagues with your explicit consent. However, there may be times when we share it without your consent.

This will only happen where data protection law allows it: if it is necessary to protect your vital interests or those of another person, if it is necessary for another reason where getting your consent is not possible or appropriate (such as disclosures to the police to prevent or detect crime), or if it is necessary to meet a legal obligation.

Third parties

We may share certain personal data with third parties. These include, but are not limited to, the following:

• We may share relevant personal information with your next of kin, either with your consent or in an emergency.
• We may share relevant personal information with the Home Office (UK Visas and Immigration) to prove your eligibility to work in the UK.
• We may share relevant personal information with trusted data processors to send communications, such as staff surveys.
• With your permission, we may share relevant personal information about you for publicity and marketing online, in print and on social media.
• If law enforcement asks us to share sensitive information, we will do so in line with our obligations under UK law.

We never sell your personal information to third parties, and we do not allow third parties to sell on any personal information we have shared with them.

Lawful processing

We need to use the personal information described above to carry out your contract of employment. If you withhold or withdraw the information UK law requires us to have to manage your contract of employment properly, this may lead to your contract being ended or an offer of employment being withdrawn.

Your rights

You have a number of rights under data protection law in relation to your personal data. You can read more about your rights and how to use them in our main privacy policy, or contact us at hello@joinlegado.com.

‍