D A Languages Limited Data protection privacy notice (employment and contractors)
This notice explains what personal data (information) we hold about you, how we collect it, and how we use and may share information about you during your employment or engagement as a self-employed linguist or other contractor and after it ends. We are required to notify you of this information under data protection legislation. Please ensure that you read this notice (sometimes referred to as a ‘privacy notice’) and any other similar notice we may provide to you from time to time when we collect or process personal information about you.
D A Languages Limited (the Company) is a ‘data controller’ and gathers and uses certain information about you. This information is also used by our affiliated entities and group companies, (our group companies) and so, in this notice, references to ‘we’ or ‘us’ mean the Company and our group companies.
We will comply with the data protection principles when gathering and using personal information, as set out in our data protection (employment) policy.
We may collect the following information during your employment/engagement:
Certain of the categories above may not apply to you if you are an independent contractor.
We may collect this information from you, your personnel records, the Home Office, pension administrators, your doctors, from medical and occupational health professionals we engage and from our insurance benefit administrators, the DBS, other employees, consultants and other professionals we may engage, eg to advise us generally and/or in relation to any grievance, conduct appraisal or performance review procedure, door entry systems, swipe card systems, time management system, automated monitoring of our websites and other technical systems, such as our computer networks and connections, CCTV and access control systems, communications systems, remote access systems, email and instant messaging systems, intranet and Internet facilities, telephones, voicemail,
We will typically collect and use this information for the following purposes (other purposes that may also apply are explained in our data protection policy (employees)):
We seek to ensure that our information collection and processing is always proportionate. We will notify you of any material changes to information we collect or to the purposes for which we collect and process it.
We may also need to share some of the above categories of personal information with other parties, such as external contractors and our professional advisers and with potential purchasers of some or all of our business or on a re-structuring. Usually, information will be anonymised but this may not always be possible. The recipient of the information will be bound by confidentiality obligations. We may also be required to share some personal information as required to comply with the law.
Information may be held at our offices and those of our group companies, and third party agencies, service providers, representatives and agents as described above. Information may be transferred internationally to other countries around the world, including countries that do not have data protection laws equivalent to those in the UK, for the reasons described above. We have security measures in place to seek to ensure that there is appropriate security for information we hold including those measures detailed in our data protection policy (employment).
We keep your information during and after your employment/engagement for no longer than is necessary for the purposes for which the personal information is processed. Further details on this are available in our data protection (employment) and data retention policies.
Where our processing of your information is based solely on our legitimate interests (or those of a third party), you have the right to object to that processing if you give us specific reasons why you are objecting, which are based on your particular situation. If you object, we can no longer process your information unless we can demonstrate legitimate grounds for the processing, which override your interests, rights and freedoms, or the processing is for the establishment, exercise or defence of legal claims.
Please contact our data protection officer, who can be contacted DPO@dalanguages.co.uk if you wish to object in this way.
Please contact our data protection officer, who can be contacted at DPO@dalanguages.co.uk if (in accordance with applicable law) you would like to correct or request access to information that we hold relating to you or if you have any questions about this notice. You also have the right to ask our data protection officer for some but not all of the information we hold and process to be erased (the ‘right to be forgotten’) in certain circumstances. Our data protection officer will provide you with further information about the right to be forgotten, if you ask for it.
We have appropriate security measures in place to prevent personal information from being accidentally lost, or used or accessed in an unauthorised way. We limit access to your personal information to those who have a genuine business need to know it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.
We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.
We hope that our data protection officer can resolve any query or concern you raise about our use of your information. If not, contact the Information Commissioner at ico.org.uk/concerns/ or telephone: 0303 123 1113 for further information about your rights and how to make a formal complaint.