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Revised: 03rd January 2023

Written by:	Date:	Version:	Approved By	Date
Aran Lane	03/01/2023	3.0	Spread Happiness	Spread Happiness

Updates and Amendments Log:

Version:	Date:	Author:	Status:	Comment:
3.0	03/01/23	A Lane	Final	Revised document following annual review.

1. Employee privacy impact statement

2. General Security

3. Information Security

4. Data Protection

5. Personnel Security

6. Physical Security

7. Business Continuity and Data Protection

8. What your Employment Contract says

1. Employee privacy impact statement

Data controller: Alpaca Global Solutions limited

The organisation (Alpaca Global Solutions) collects and processes personal data relating its employees to manage the employment relationship. The organisation is committed to being transparent about how it collects and uses that data and to meeting its data protection obligations.

What information does the organisation collect?

The organisation collects and processes a range of information about its staff. This includes:

Name, address and contact details, including email address and telephone number, date of birth and gender;

The terms and conditions of employment;

Details of qualifications, skills, experience and employment history, including start and end dates, with previous employers and with the organisation;

Information about remuneration, including entitlement to benefits such as pensions or insurance cover;

Bank account details and national insurance number;

Information about marital status, next of kin, dependants and emergency contacts;

Information about nationality and entitlement to work in the UK;

Information about criminal record;

Details of individual schedule (days of work and working hours) and attendance at work;

Details of periods of leave taken, including holiday, sickness absence, family leave and sabbaticals, and the reasons for the leave;

Details of any disciplinary or grievance procedures in which the employee has been involved, including any warnings issued and related correspondence;

Assessments of performance, including appraisals, performance reviews and ratings, performance improvement plans and related correspondence;

Information about medical or health conditions, including whether or not a disability is present for which the organisation needs to make reasonable adjustments; and

Equal opportunities monitoring information including information about ethnic origin, sexual orientation and religion or belief.

The organisation may collect this information in a variety of ways. For example, data might be collected through application forms, CVs or resumes; obtained from passport or other identity documents such as a driving licence; from forms completed at the start of or during employment (such as benefit nomination forms); from correspondence; or through interviews, meetings or other assessments.

In some cases, the organisation may collect personal data from third parties, such as references supplied by former employers, information from employment background check providers, information from credit reference agencies and information from criminal records checks permitted by law.

Data will be stored in a range of different places, including in personnel files, in the organisation’s HR management systems and in other IT systems (including the organisation’s email system).

Why does the organisation process personal data?

The organisation needs to process data to enter into an employment contract with the employee and to meet its obligations under that employment contract. For example, it needs to process your to provide an employment contract, to pay in accordance with the employment contract and to administer benefit, pension and insurance entitlements.

In some cases, the organisation needs to process data to ensure that it is complying with its legal obligations. For example, it is required to check an employee’s entitlement to work in the UK, to deduct tax, to comply with health and safety laws and to enable employees to take periods of leave to which they are entitled.

In other cases, the organisation has a legitimate interest in processing personal data before, during and after the end of the employment relationship. Processing employee data allows the organisation to:

Run recruitment and promotion processes;

Maintain accurate and up-to-date employment records and contact details (including details of who to contact in the event of an emergency), and records of employee contractual and statutory rights;

Operate and keep a record of disciplinary and grievance processes, to ensure acceptable conduct within the workplace;

Operate and keep a record of employee performance and related processes, to plan for career development, and for succession planning and workforce management purposes;

Operate and keep a record of absence and absence management procedures, to allow effective workforce management and ensure that employees are receiving the pay or other benefits to which they are entitled;

Obtain occupational health advice, to ensure that it complies with duties in relation to individuals with disabilities, meet its obligations under health and safety law, and ensure that employees are receiving the pay or other benefits to which they are entitled;

Operate and keep a record of other types of leave (including maternity, paternity, adoption, parental and shared parental leave), to allow effective workforce management, to ensure that the organisation complies with duties in relation to leave entitlement, and to ensure that employees are receiving the pay or other benefits to which they are entitled;

Ensure effective general HR and business administration;

Provide references on request for current or former employees; and

Respond to and defend against legal claims.

Some special categories of personal data, such as information about health or medical conditions, is processed to carry out employment law obligations (such as those in relation to employees with disabilities).

Where the organisation processes other special categories of personal data, such as information about ethnic origin, sexual orientation or religion or belief, this is done for the purposes of equal opportunities monitoring. This is to carry out its obligations and exercise specific rights in relation to employment.

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Revised: 03rd January 2023

Updates and Amendments Log:

1. Employee privacy impact statement

2. General Security

3. Information Security

4. Data Protection

5. Personnel Security

6. Physical Security

7. Business Continuity and Data Protection

8. What your Employment Contract says

1. Employee privacy impact statement

Data controller: Alpaca Global Solutions limited

What information does the organisation collect?

Why does the organisation process personal data?

Who has access to data?

What is the next step?

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