We take our data protection responsibilities seriously and want to keep you informed about how we use your personal data.
Our HR records contain personal data relating to each one of our employees. We use them for HR administration including payment of salaries and arranging employment benefits under the contract of employment between us. To pay salaries we require bank account details, information about deductions from salary such as tax and national insurance or student loans and we keep records of other employment benefits enjoyed by our colleagues as well as a record of annual leave.
We also maintain records of training courses you’ve been on. Records may include performance management details, including comments made by your line manager.
We hold details of people associated with you such as members of your household, your GP, your solicitor. We need these records to maintain up to date records around your domestic circumstances. We respect the rights of data subjects by holding the minimum information required to meet our legitimate business requirements.
We also process employee personal data on race and ethnicity, and religion to monitor and promote equal opportunities and diversity in the workplace which is a legal requirement and one of our business objectives.
We consider that our HR records include information you might reasonably expect a business to hold. This includes name and contact details, information to establish identity such as passport details, National Insurance number, tax reference and date of birth. This information is required to provide the staff benefits under the contract of employment and to meet our legal obligations.
While you’re employed by us, we may require information about your health such as absence records, sick notes, occupational health reports and medical declaration forms.
To meet our legal obligations we hold current driving licence details and information about traffic offences, and details of your right to work in the UK as applicable.
We are required to disclose information to organisations associated with employees including the Child Support Agency, HMRC, the Courts, the Home Office in connection with residence permits, solicitors and to the employee themselves. At your request, we will provide references.
We also share data with organisations we work with including our auditors, our payroll service provider, the financial adviser associated with our pension scheme and the pension provider. We share employees’ data with other companies to administer employment benefits like medical cover, income protection insurance, life insurance, and childcare vouchers.
We retain our HR files for the duration of employment and then for up to seven years from termination of employment. After that, we will keep a summary of dates employed and job title indefinitely.
Most of the information we hold about our colleagues is provided by them and agencies associated with them such as HMRC, the Child Support Agency, Courts, previous employers and referees.
Some companies we work with will create data about our employees on our behalf to provide services for us. These can include recruitment agencies, pension providers, Independent Financial Advisor, insurance brokers, Occupational Health Advisor, your Line Manager, Courts and tribunals, HSE, CQC, DWP, Supporting People, Apprenticeship scheme, auditors, solicitors, Jobtrain, Medigold, BackCheck, Iron Mountain, Charity learning consortium, People Alchemy, Thomsons (benefit provider), webexpenses, Edenred, and Zurich, Benefits provider (Canada Life), group life assurance, medical provider, life cover, critical illness cover provider, child care vouchers etc, Mercers, cycle scheme, CAF, travel insurer, credit unions, DWP, HMRC, courts and tribunals, and CSA.
This information is not from publicly accessible sources.
Your data protection rights
You have the right to ask for a copy of the personal data we hold that relates to you.
If you can show that information we hold about you is incorrect or misleading you have the right to have it corrected.
You can ask us to delete personal data relating to you in certain circumstances, where we do not require it to meet a legal obligation. You can also request or restriction of processing so that your records are maintained beyond our usual retention period.
You have the right to object to processing on the grounds that it causes you damage or distress and the right to take away a copy of your personal data in electronic format in certain circumstances.
If you are unhappy about the way we use your personal data or the way in which we respond to your request to exercise your data protection rights, you can contact our Data Protection Officer at firstname.lastname@example.org but you also have the right to lodge a complaint with a supervisory authority, the Information Commissioner at the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.
Southern Housing Group is registered at Fleet House, 59-61 Clerkenwell Road, London EC1M 5LA. You can contact our Data Protection Officer, Kat Worth at this address.