Recruit for Spouses respects your privacy and is committed to protecting your personal data.  This privacy notice will inform you as to how we look after your personal data, how we use  your personal data, who has access to your personal data and how the law protects you. 

This Privacy notice applies to current and former employees of both Recruit for Spouses Ltd  and Recruit for Spouses Academy C.I.C, hereinafter referred jointly as “Recruit for Spouses”  and “the Company” and agency workers, volunteers, and contractors. 

Recruit for Spouses is a “Data Controller”. This means that we are responsible for deciding  how we hold and use personal information about you. Recruit for Spouses “The Company”  collects, stores and processes personal data relating to its employees in order to manage the  employment relationship. This privacy notice sets down how the Company collects and uses  personal information about you during and after your working relationship with us. 

The Company is committed to protecting the privacy and security of your personal  information. The Company is committed to being clear and transparent about how it collects  and uses that data and to meeting its data protection obligations. 

Company Name Recruit for Spouses Ltd and Recruit for Spouses Academy C.IC Email enquires@recruitforspouses.co.uk 

Postal Address Hartham Park, Corsham, Wiltshire, SN13 0RP 

The Company will comply with data protection law. This means that the personal  information we hold about you must be:  

• Used lawfully, fairly and in a transparent way; 

• Collected only for valid purposes that we have explained to you clearly and not used  in any way that is incompatible with these purposes; 

• Relevant to the purposes we have told you about and limited to those purposes only;  • Accurate and kept up to date; 

• Kept only for such time as is necessary for the purposes we have told you about; and

• Kept securely.  

The Company collects and processes a range of personal information (personal data) about  you. Personal data means any information about an individual from which the person can be  identified. This includes: 

• Personal contact details, such as your name, title, address and contact details,  including email address and telephone number; 

• Date of birth; 

• 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, tax status and national insurance number; • Information about your marital status, next of kin, dependants and emergency  contacts; 

• Information about your nationality and entitlement to work in the UK; • Copy of driving licence; 

• Details of periods of leave taken by you, including holiday, sickness absence, family  leave and sabbaticals, 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, training you have  participated in, performance improvement plans and related correspondence; 

We may also collect, store, and use the following special categories of more sensitive  personal information:  

• Information about medical or health conditions, including whether or not you have a  disability for which the Company needs to make reasonable adjustments; • Details of trade union membership; 

• Information about your criminal record; and 

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

The Company collects this information in a variety of ways. For example, data is collected  through the application and recruitment process and during work-related activities  throughout the period of working for us. 

In some cases, the Company collects personal data about you 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 is stored in a range of different places, including in your personal file, in the Company's  HR systems and in other IT systems (including the Company's email system). 

The Company needs to process data to enter into an employment contract with you and to  meet its obligations under your employment contract.  

In addition, the Company needs to process data to ensure that we are complying with our  legal obligations, for example, we are required to check an employee's entitlement to work  in the UK. 

In other cases, the Company has a legitimate interest in processing personal data before,  during and after the end of the employment relationship.  

6 Situations in Which We Will Use Your Personal Information  Situations in which we will process your personal information are listed below. In order to: 

• make decisions about recruitment and promotion processes; 

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

• check you are legally entitled to work in the UK; 

• gather evidence for, and keep a record of, disciplinary and grievance processes, to  ensure acceptable conduct within the workplace; 

• pay you and, in the case of employees, make deductions for tax and National  Insurance;  

• make decisions about salary reviews and compensation; 

• operate and keep a record of employee performance and related processes;

• keep records of training and development requirements; 

• 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; 

• ascertain your fitness to work; 

• operate and keep a record of other types of leave (such as 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; 

• deal with legal disputes involving you or other employees, workers and contractors;  • facilitate equal opportunities monitoring in the workplace. 

If you do not prove certain information when requested, the Company may not be able to  perform the contract we have entered into with you, such as paying you or providing a  benefit. You may also have to provide the Company with data in order to exercise statutory  rights, for example in relation to statutory leave entitlements.  

The Company will only use your personal information for the purpose for which it was  collected unless we reasonably consider that we need to use it for another reason and that  reason is compatible with the original purpose. If we need to use your personal information  for an unrelated purpose, we will advise you of this and explain the legal basis which allows  us to do so. 

You should be aware that we may process your personal information without your  knowledge or consent where this is required or permitted by law. 

Some special categories of personal data, such as information about health or medical  conditions, is processed to carry out employment law obligations (for example, in relation to  employees with disabilities and for health and safety purposes). Data used by the Company  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. 

We do not envisage that we will hold information about criminal convictions.  

Our employment decisions are not based solely on automated decision-making. 

The Company will only hold your personal data for as long as is necessary to fulfil the  purposes we collected it for, including any legal, accounting or reporting requirements. To  determine the appropriate retention period for personal data, we consider the amount,  nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use  or disclosure of your personal data, the purposes for which we process your personal data  and whether we can achieve those purposes through other means, and the applicable legal  requirements. 

The periods for which your data is held after the end of employment will be in accordance  with applicable laws and regulations 

Your information will be shared internally only between members of Human Resources,  payroll and the CEO. 

The Company shares your data with third parties where required by law, where it is  necessary in order to administer the working relationship with you or where we have another  legitimate interest in doing so. The following services are carried out by third party service  providers: payroll, pension administration, benefits provision and administration, IT services.  The Company may also share your data with other third parties, for example, in the context  of a sale of some or all of its business. In those circumstances the data will be subject to  confidentiality arrangements. 

The Company will not transfer your data to countries outside the European Economic Area.

The Company takes the security of your data seriously. The Company has internal policies  and controls in place to prevent your data being lost, accidentally destroyed, misused, or  disclosed, and is not accessed except by its employees in the performance of their duties.  Details of these measures are available on request. 

When 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.   

It is important that the personal information we hold about you is accurate and current.  Please be sure to keep us informed if your personal information changes during your time  working with us. 

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

• access and obtain a copy of your data on request (known as a “data subject access  request”); 

• require the Company to change incorrect or incomplete data; 

• request erasure of your personal information. This enables you to ask the Company  to delete or stop processing your data, for example where the data is no longer  necessary for the purposes of processing; 

• object to the processing of your data where the Company is relying on its legitimate  interests as the legal ground for processing; and 

• ask the Company to suspend the processing of your personal data for a period of time  if data is inaccurate or there is a dispute about its accuracy or the reason for  processing it.  

If you would like to exercise any of these rights, or you have any questions about the privacy  notice, please contact your manager. 

If you believe that the Company has not complied with your data protection rights, you have  the right to make a complaint to the Information Commissioner’s Office.