We take our data protection responsibilities seriously and want to keep you informed about how we use your personal data.
Although the contract of employment will end on the date you leave, we are legally obliged to keep HR administration records including payroll for a period of seven years from the end of the contract to meet HMRC requirements. Also, pension records continue to be held pursuant to the contract of employment as the pension survives termination of the contract of employment until the pension is either in payment or is transferred at your request.
When your employment with us ends, we will keep HR records relating to your employment for a period of up to seven years. After that, we will hold a summary report of your name, the dates you were employed and your job title.
We are required to continue to disclose some information about leavers to organisations associated with you to inform them that you have left our employment and to close records.
In future we will provide references for employers, mortgagees and landlords only if requested by you. We will do this even if they are located outside of the EEA.
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 the 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.