Generated privacy notice – for staff or volunteers

This privacy notice tells you what to expect us to do with your personal information when you volunteer or work for us.

Our contact details

Post

Rear Offices, 19 Half Moon Lane, LONDON, SE24 9JU, GB

Telephone

07971748912

Email

[email protected]

What information we collect and use, and why

Staff recruitment, administration and management

We collect or use the following personal information as part of staff recruitment, administration and management:

• Contact details (eg name, address, telephone number or personal email address)
• Date of birth
• National Insurance number
• Copies of passports or other photo ID
• Copies of proof of address documents (eg bank statements or bills)
• Next of kin or emergency contact details
• Employment history (eg job application, employment references or secondary employment)
• Education history (eg qualifications)
• Right to work information
• Performance records (eg reviews, disciplinary records, complaints or disciplinary action)
• Training history and development needs

We also collect the following information for staff recruitment, administration and management:

• Racial or ethnic origin
• Health information

Our lawful bases for collecting or using personal information as part of staff recruitment, administration and management are:

• Consent
• Contract
• Legal obligation

Salaries and pensions

We collect or use the following personal information as part of managing salaries and pensions:

• Job role and employment contract (eg start and leave dates, salary, changes to employment contract or working patterns)
• Time spent working (eg timesheets or clocking in and out)
• Expense, overtime or other payments claimed
• Leave (eg sick leave, holidays or special leave)
• Maternity, paternity, shared parental and adoption leave and pay
• Pension details
• Bank account details
• Payroll records
• Tax status

We also collect the following information for managing salaries and pensions:

• Health information

Our lawful bases for collecting or using personal information as part of managing salaries and pensions are:

• Contract
• Legal obligation

Staff health and wellbeing

We collect or use the following personal information for managing staff health and wellbeing:

• Sick leave forms or fit notes (eg Statement of Fitness for Work from a GP or hospital)
• Accident at work records
• Access needs or reasonable adjustments

We also collect the following information for managing staff health and wellbeing:

• Health information

Our lawful bases for collecting or using personal information as part of managing staff health and wellbeing are:

• Contract
• Legal obligation

Where we get personal information from

We collect your information from the following places:

• From staff members or volunteers directly
• Referees (external or internal)

How long we keep information

For more information about how long we keep your information, take a look at our retention schedule online:

www.greenallotments.org.uk

Who we share information with

In some circumstances, we may share information with the following organisations:

• Training suppliers
• HMRC
• External auditors

Data processors

We use the following data processors for the following reasons:

Peter Jarman LLP – Registered in England (Companies House: OC388238).

Registered Office Address – 1 Harbour House, Harbour Way, Shoreham-by-Sea, West Sussex, BN43 5HZ.

This data processor does the following activities for us:

Payroll.

Your data protection rights

Under data protection law, you have rights including:

Your right of access – You have the right to ask us for copies of your personal data.

Your right to rectification – You have the right to ask us to rectify personal data you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.

Your right to erasure – You have the right to ask us to erase your personal data in certain circumstances.

Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal data in certain circumstances.

Your right to object to processing – You have the right to object to the processing of your personal data in certain circumstances.

Your right to data portability – You have the right to ask that we transfer the personal data you gave us to another organisation, or to you, in certain circumstances.

Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent.

You don’t usually need to pay a fee to exercise your rights. If you make a request, we have one calendar month to respond to you.

To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.

How to complain

If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.

The ICO’s address:           

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113

Website: https://www.ico.org.uk/make-a-complaint

Last updated

21 May 2024