This document provides information about how Joule collects and uses employees personal information whilst working for Joule and after their departure from Joule. This applies to all employees of Joule both current and former employees, interns, consultants, agency workers, apprentices and work experience together referred to as ‘you or ‘employees’.
Data protection law requires us to give you the information in this Employee Privacy Notice. It is important that all employees read the Employee Privacy Notice and any additional information that may be given to you about how we collect and use your personal data.
This Privacy Notice takes effect from 25th May 2018 when the General Data Protection Regulation starts. This privacy notice may get updated from time to time.
Joule Ireland is the “controller”. This means that we are responsible for how we hold and use your personal data.
This privacy notice also covers personal data that we share about you.
What Type of Personal Data do we Hold About You
Personal data means any information related to an living individual who can be identified in particular by reference to an identifier such as employee number, name, PPS number etc. It can be factual such as date of birth and contact details, an opinion about actions and or behaviour or any other information that may impact that employee.
We use and hold different types of information about the employee including recruitment details, details of the terms of your employment, pay, benefits, hours, information on performance, holidays, leave, representation, CCTV footage, business equipment, disciplinary, etc …
Why do we Hold Your Personal Data and on What Legal Grounds?
We use your personal data for employment, HR and administration purposes. This includes management of our employment relationship with the employee, pay and benefits administration, monitoring and assessment of performance, all leave, disciplinary issues, day to day performance business activities, etc.
Data protection law specifies the legal grounds to which we can use and hold personal data of employees.
Most commonly we rely on one or more of the following legal grounds when we process your personal data:
- Performance of the contract that we have entered with you.
- Legal obligation
- Legitimate interest
We hold employee special category data for managing absence and cover; making adjustments to accommodate health conditions, facilitating the taking of family leave, sick pay, maternity leave, etc.
We need to have additional legal ground to hold special category as it is usually more sensitive than ordinary personal data.
- Legal obligation/right in relation to employment
- Public interest in monitoring equal opportunities within the workforce
- Assessment of working capacity
From time to time we may hold and use ordinary personal data: in the public interest to prevent crime or where may be needed to protect your vital interests or those of another person. Occasionally we may also hold and use special category data to exercise or defend a legal claim where if necessary to protect the employees interests where you are not capable of giving your consent.
Where we Collect Your Information
The data collected about you is generated by you over the course of your time with the company via emails, documents, computers.
Other information about you is provided by internal sources such as colleagues refereeing to you in emails, your manager assessments about you.
We may have collected personal data bout you from your previous employer as part of your recruitment stage, reports from your health professional, customer feedback etc.
If you Give us Someone else’s Personal Data
You may on occasion provide us with someone else’s personal data to which we require you to inform that individual.
Who May we Share Your Information With?
Your data will only be shared with another party where we have appropriate legal ground by law which permits us to do so. This could be where we are legally obligated to comply with the law and provide information where necessary.
Consequences of Not Providing Personal Data
There may be consequences for not providing personal data where we have good reason to ask.
By law some personal data is required for tax purposes.
We may need you to provide us with other data where necessary for pension, benefit providers to fulfil our obligation to you and vice versa.
If you decide not to provide us with specific personal data we will tell you about the implications of any such decision at the relevant time.
How We Protect Your Information
The company takes your personal data seriously when it comes to security. We have internal controls and policies in place to try and ensure your data is protected and is not accidently destroyed, lost disclosed or misused and is not accessed by anyone other than the employee and not accessed by another employee in the performance of their duties. Safeguards are put in place to protect any personal information collected either electronically or by paper.
Where companies engage with us to process personal data on its behalf they do so on the basis of written instruction and are obligated to implement appropriate measures to ensure the security of data.
How Long we Keep Your Personal Information
Your data will not be kept longer than we need it for legitimate purposes.
We take into account the following criteria when we determine the appropriate period to retain an employee’s personal data:
- The sensitivity, amount and nature of the personal data
- The risk of harm
- The purposes for which we process your personal data and how long we need the particular data to achieve these purposes
- How long it is to remain up to date and accurate
- How relevant it may be to future legal claims
- Legal, accounting, reporting, or regulatory requirements that specify how long particular records must be kept
It is difficult to specify ahead of time precisely how long we will hold particular information of personal data given the variety of circumstances.
Outlined here are your legal rights relating to your personal data:
- Receive a copy of your personal data and information about how we use it and to check that we are lawfully processing it.
- The right to request that we correct inaccurate or incomplete personal data.
- The right to request to delete personal information about you where it is not necessary for us to continue to process it.
- The right to object to our processing of your personal data where we are relying on our legitimate interest or those of a third party where we cannot show a compelling reason to continue to process it.
- The right to request us to suspend the processing of personal data about you.
- The right to request us to transfer your personal data to you or a third party in a structured format. This right applies in respect of data that you have provided where our legal ground for using it is that is it necessary for the performance of a contract or that you have consented to us using it.
Our data protection policy outlines how you may exercise any of the rights mentioned above however these are not absolute and in some circumstances we may refuse some or all of your requests.
If you have any concerns or questions about how your personal data is being used by us you can contact us.