Respect Through Sports is committed to ensuring that all personal data handled by us will be processed according to legally compliant standards of data protection and data security.
1. Recipient/s of data
- We confirm for the purposes of the data protection laws, that the Employer is a data controller of the personal data in connection with your employment. This means that we determine the purposes for which, and the manner in which, your personal data is processed.
- The purpose of this policy is to help us achieve our data protection and data security aims by notifying our staff of the types of personal information that we may hold about them. Our customers, suppliers and other third parties and what we do with that information; setting out the rules on data protection and the legal conditions that must be satisfied when we collect, receive, handle, process, transfer and store personal data. Ensuring staff understand our rules and the legal standards; and clarifying the responsibilities and duties of staff in respect of data protection and data security.
- This is a statement of policy only and does not form part of your contract of employment. We may amend this policy at any time, in our absolute discretion.
- For the purposes of this policy: Criminal records data means information about an individual’s criminal convictions and offences, and information relating to criminal allegations and proceedings. Data protection laws means all applicable laws relating to the processing of Personal Data, including, for the period during which it is in force, the General Data Protection Regulation (Regulation (EU) 2016/679). Data subject means the individual to whom the personal data relates. Personal data means any information that relates to an individual who can be identified from that information. Processing means any use that is made of data, including collecting, storing, amending, disclosing, or destroying it. Special categories of personal data means information about an individual’s racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, health, sex life or sexual orientation and biometric data.
The Company will process your personal data and/or sensitive personal data with the following recipients:
– Schools, universities, colleges or any other educational institutions (Our Clients & Potential New Clients)
– Disclosure and Barring Service – Should a new enhanced DBS Check be required
– (APCS) Access Personal Checking Services Ltd – Should a Barred List Check be required
– Our Accounting and Payroll Company – For candidates who secure work through the Company
– Wave Software Ltd – To obtain signed timesheets for completed work electronically
– HMRC and Creative Pensions – For payroll purposes
– Statutory/contractual requirement
Your personal data is required by law and/or a contractual requirement (e.g. our client may require this personal data), and/or a requirement necessary to enter into a contract. You are obliged to provide the personal data and if you do not the consequences of failure to provide the data is that you will not be able to use the services offered by Respect Through Sports.
2. Data retention
The Company will retain your personal data only for as long as is necessary. Different laws require us to keep different data for different periods of time.
The Conduct of Employment Agencies and Employment Businesses Regulations 2003, require us to keep work-seeker records for at least one year from (a) the date of their creation or (b) after the date on which we last provide you with work-finding services.
We must also keep your payroll records, holiday pay, sick pay and pensions auto-enrolment records for as long as is legally required by HMRC and associated national minimum wage, social security and tax legislation.
Where the Company has obtained your consent to process your personal and sensitive personal data, we will do so in line with our retention policy. To request a copy of our retention policy please email our data protection officer, Rory Britton, at firstname.lastname@example.org . Upon expiry of that period, the Company will seek further consent from you. Where consent is not granted the Company will cease to process your personal and sensitive personal data.
3. Your rights
Please be aware that you have the following data protection rights:
– The right to be informed about the personal data the Company processes on you;
– The right of access to the personal data the Company processes on you;
– The right to rectification of your personal data;
– The right to erasure of your personal data in certain circumstances;
– The right to restrict processing of your personal data;
– The right to data portability in certain circumstances;
– The right to object to the processing of your personal data that was based on a public or legitimate interest;
– The right not to be subjected to automated decision making and profiling; and
– The right to withdraw consent at any time.
Where you have consented to the Company processing your personal and sensitive personal data you have the right to withdraw that consent at any time by contacting the data protection officer of The Company; Rory Britton via email on email@example.com
5. Source of personal data
The Company may source your personal data by one of the following means:
– From the Company website where you have either applied for a job or registered for work on the site
– From a Jobs Board where the Company have either a job advertising or CV searching license
– From LinkedIn where the Company have been able to access your public profile
Please note once we have obtained this data, we will seek to gain consent, if this is not gained/ granted we will cease to process your data.
6. Complaints or queries
If you wish to complain about this privacy notice or any of the procedures set out in it please contact the data protection officer of The Company; Rory Britton, via email on firstname.lastname@example.org
You also have the right to raise concerns with Information Commissioner’s Office on 0303 123 1113 or at https://ico.org.uk/concerns/, or any other relevant supervisory authority should your personal data be processed outside of the UK, if you believe that your data protection rights have not been adhered to.