LEGAL NOTICE

Scope 

This procedure describes the personal information that the company will store, how it will be used, the rights of the employee and the process for deleting the data. The data will be held lawfully and securely with access limited to designated controllers. 

Responsibilities 

Managing Director 

The Managing Director shall ensure that GS-Hydro UK act in compliance with the General Data Protection Act 2018 and the Data protection Act 2018. 

UK Administration Team 

It is the responsibility of the UK Administration Team and the Financial Controller to ensure that personal data is controlled in line with this procedure. 

To share relevant information in line with this policy. 

To ensure that CCTV images are stored for no longer than the retention period set in this document. 

UK QHSE Manager 

The UK QHSE Manager is responsible for ensuring the correct implementation of this Policy by means of internal audits. 

The UK QHSE Manager shall be responsible for regularly reviewing the contents of the Policy and implementing change where necessary. 

Personal data that will be held by the company. 

The following data will be stored in the employee’s personnel file in physical format. 

• Name 
• Address 
• Telephone number (s) 
• Email address 
• Date of Birth 
• NI number 
• Copy of driving licence 
• Copy of passport 
• Next of kin (and contact number) 

This information will also be stored electronically on the company server. All information will be stored securely and will only be accessible to the UK Administration Team. 

Use of CCTV footage 

GS-Hydro must act in accordance with the Data Protection Act 2018. Images captured when using CCTV may capture personal data. GS-Hydro UK must follow the data protection principles and ensure that information is: 

• used fairly, lawfully, and transparently 
• used for specified, explicit purposes 
• used in a way that is adequate, relevant, and limited to only what is necessary 
• kept for no longer than is necessary 
• handled in a way that ensures appropriate security, including protection against unlawful or unauthorised processing, access, loss, destruction, or damage. 

In order to meet these requirements must display signage where CCTV is in operation. 

GS-Hydro must not record sound or conversations. 

GS-Hydro must appoint a trustworthy member of your staff to be responsible for CCTV footage. This person should decide what needs to be recorded and how to use it and who they should present it to. The Appointed person will: 

• Enrol with the Information Commissioner’s Office (ICO). 
• Ensure you understand how to operate the system and know when to provide appropriate information. 
• Check to make sure all procedures are being followed exactly. 

It is forbidden for CCTV operators to share footage of identifiable people with the media or on the internet for entertainment purposes. The only footage that is allowed to be released is if it’s to identify someone for purposes requested by the police. 

Once CCTV has been requested from the police, the operator must abide by the Data Protection Act to ensure that this footage is safe and secure and not handed to anyone other. 

It is the individuals right to obtain CCTV footage of themselves on request. In accordance with the Data Protection Act 2018, GS-Hydro will provide with the relevant images within 40 days. 

Generally, CCTV footage should have the retention time of 31 days. 

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How the data will be used 

GS Hydro UK Ltd does not share personal data with any third party organisations other than the instances described below; 

• Inland Revenue/Payroll 
• Customers (name only), when employees are working on their premises 
• Consular services (visa applications) 
• Insurance services 
• Travel agencies 

Employees rights 

Under the new regulation the employee has the following rights; 

• The right to be informed 
• The right of access 
• The right of recertification 
• The right to erasure 
• The right to restrict processing 
• The right to data portability 
• The right to object 
• The right not to be subject to automated decision making including profiling 
• It is the individual’s right to obtain CCTV footage of themselves on request. In accordance with the Data Protection Act 2018, GS-Hydro will provide with the relevant images within 40 days. 
• Access Requests 
• An employee can request to view their personal data held by the company at any time. The company must comply with this request within a month. 
• Data breaches 
• Any detected data breach will be reported to the Information Commissioner’s Office (ICO) immediately. 
• Deleting an employee’s personal data/data portability 
• Upon the termination of an employee’s contract the personal data of that employee will be held for a further 6 months before it will be destroyed or deleted. The contents of the employees personnel file will be shredded and the employee’s details will be deleted from Payroll. An employee may request a copy of all personal data held by the company on termination of employment (or before if required). The information will be in PDF format and will be emailed to the requestor.