Privacy Policy HR

Introduction

Troy Foods (Salads) Limited will collect and process personal data relating its employees to enable management of the employment relationship. We are committed to being transparent about how we collect and use that data and to meeting our data protection obligations.

Information Collected

The company collects and processes a range of information about you. This includes:

• your name, address and contact details, including email address and telephone number, date of birth and gender;
• the terms and conditions of your employment;
• details of your qualifications, skills, experience and employment history, including start and end dates, with previous employers and with the company;
• information about your remuneration, including entitlement to benefits such as pensions
• details of your bank account and national insurance number;
• information about your marital status, next of kin, dependents and emergency contacts;
• information about your nationality and entitlement to work in the UK;
• information about your criminal record (if applicable);
• details of your days of work and working hours and attendance at work;
• details of periods of leave taken by you, including holiday, sickness absence, family leave, and the reasons for the leave;
• details of any disciplinary or grievance procedures in which you have been involved, including any warnings issued to you and related correspondence;
• assessments of your performance, including appraisals, performance reviews and ratings, performance improvement plans and related correspondence;
• information about medical or health conditions, including whether or not you have a disability for which the company needs to make reasonable adjustments; and
• equal opportunities monitoring information, including information about your gender, ethnic origin, sexual orientation, health and religion or belief.
  
  

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

In some cases, the company may collect personal data about you from third parties, such as references supplied by former employers. 

Data will be stored in a range of different places, including in your personal file, in our HR management systems and in other IT systems (including our email system).

Why We Process Personal Data

Troy Foods (Salads) Limited needs to process data to enter into an employment contract with you and to meet its obligations under your employment contract. For example, it needs to process your data to provide you with an employment contract, to pay you in accordance with your employment contract and to administer pensions and any other benefit.

We need to process data to ensure that we are complying with our 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.

We also have a legitimate interest in processing personal data before, during and after the end of the employment relationship. Processing employee data allows the company 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 people 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 and to meet its obligations under health and safety law;
• operate and keep a record of other types of leave (including maternity, paternity, adoption, parental and shared parental leave), to allow effective people management, to ensure that the company complies with duties in relation to leave entitlement, and to ensure that employees on leave 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;
• respond to and defend against legal claims; and
• maintain and promote equality in the workplace.
• communicate with you directly to keep you up to date with issues in the workplace
• ask you to complete surveys about working at Troy Foods (Salads) Ltd
  
  

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).

Other special categories of personal data, such as information about ethnic origin, sexual orientation, health or religion or belief, is done for the purposes of equal opportunities monitoring. Data that the company uses for these purposes is anonymised or is collected with the express consent of employees, which can be withdrawn at any time. Employees are entirely free to decide whether or not to provide such data and there are no consequences of failing to do so.

Access to Data

Your information may be shared internally, including with members of the HR and payroll, your line manager, managers in the company area in which you work and IT staff if access to the data is necessary for performance of their roles.

We share your data with third parties in order to obtain pre-employment references from your other employers. We may also share your data with third parties in the context of a sale of some or all of our business. In those circumstances the data will be subject to confidentiality arrangements.

We also share your data with third parties that process data on our behalf relating to payroll, the provision of benefits and the provision of occupational health services. We will not transfer your data to countries outside the European Economic Area.

Protection of Data

Troy Foods (Salads) Limited takes the security of your data seriously. We have internal policies and controls in place to try to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by its employees in the performance of their duties, which is subject to strict system restrictions.

Where the company engages third parties to process personal data on its behalf, they do so on the basis of written instructions, are under a duty of confidentiality and are obliged to implement appropriate technical and organisational measures to ensure the security of data.

Retention of Data

The company will store your personal data for the duration of your employment. Upon leaving, it will be retained for a specified period in line with legal requirements

Your Rights

As a data subject, you have a number of rights. You can:

• access and obtain a copy of your data on request;
• require the company to change incorrect or incomplete data;
• require the company to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing; and
• object to the processing of your data where the company is relying on its legitimate interests as the legal ground for processing.
  
  

If you would like to exercise any of these rights, please contact hr@troyfoods.co.uk.

If you believe that the company has not complied with your data protection rights, you can complain to the Information Commissioner.

What if you do not provide personal data?

You have some obligations under your employment contract to provide the company with data. In particular, you are required to report absences from work and may be required to provide information about disciplinary or other matters under the implied duty of good faith. You may also have to provide the company with data in order to exercise your statutory rights, such as in relation to statutory leave entitlements. Failing to provide the data may mean that you are unable to exercise your statutory rights.

Certain information, such as contact details, your right to work in the UK and payment details, have to be provided to the company to enter a contract of employment with you. If you do not provide other information, this will hinder our ability to administer the rights and obligations arising as a result of the employment relationship efficiently.