We are committed to protecting your personal information and being transparent about what information we hold about you.
Using personal information allows us to provide employment and the associated services that go with that.
The purpose of this policy is to give you a clear explanation about how we [and all of our subsidiaries] collect and use the information we collect from you directly and from third parties.
We use your information in accordance with all applicable laws concerning the protection of personal information. This policy explains:
If you have any queries about this policy, please contact the Data Protection Officer using the contact details at the end of this document.
The Northern School of Contemporary Dance is an exempt charity and is funded by Arts Council England as well as various trusts, foundations and individual donors and supporters.
We collect various types of information and in a number of ways:
For example when you complete your contract of employment, we’ll store personal information you give us such as your name, email address, postal address, telephone number and bank details. We will also store a record of your additional employment details, such as employment references, history of previous employment, existing pension arrangements, etc.
For example, we will collect information as part of appraisals, attendance, additional HR support services and disciplinary activity.
We occasionally receive information about you from third parties. For example, we will receive information from our payroll service, our pension’s provider and referrals to Occupational Health services.
Data Protection law recognises that certain categories of personal information are more sensitive such as health information, race, religious beliefs and political opinions.
We do not usually collect this type of information about our employees unless there is a clear reason for doing so. As an example, we collect health information about our staff for health and safety purposes.
There are three bases under which we may process your data:
When you become and employee, you are entering into a contract with us. In order to perform this contract we need to process and store your data.
In certain situations we collect and process your personal for purposes that are in our legitimate organisational interests. However we only do this if there is no overriding prejudice to you by using your personal information in this way. We describe below all situations where we may use this basis for processing.
We collect data to exercise our legal obligation, such as the collection of tax and National Insurance contributions.
For any situations where the two bases above are not appropriate, we will instead ask for your explicit consent before using your personal information in that specific situation. An example of this would be an equality survey.
In addition to marketing communications, we also process personal information in the following ways that are within our legitimate organisational interests:
We may analyse data we hold about you to ensure that our employment processes are fair and legal.
We may analyse data we hold about you in order to identify and prevent fraud.
In all of the above cases we will always keep your rights and interests at the forefront to ensure they are not overridden by your own interests or fundamental rights and freedoms. You have the right to object to any of this processing at any time. If you wish to do this, please use the contact details at the end of this policy. Please bear in mind that if you object this may affect our ability to carry out tasks above that are for your benefit.
There are certain circumstances under which we may disclose your personal information to third parties. These are as follows:
To the subsidiaries described above when it is necessary for them to be able to provide you with products or services that you’ve requested.
To our own service providers who process data on our behalf and on our instructions (for example our payroll processing provider). In these cases we require that these third parties comply strictly with our instructions and with data protection laws, for example around security of personal data.
Where we are under a duty to disclose your personal information in order to comply with any legal obligation (for example to government bodies and law enforcement agencies).
We retain some financial information about yourselves to facilitate the payment of salaries and expenses and associated salary transactions like tax, pension and NI.
We store your personal information for no longer than is required by retention policies and legal requirements.
If there are aspects of your record that are inaccurate or that you would like to remove, please use the contact details at the end of this policy.
Any objections you make to any processing of your data will be stored against your record on our system so that we can comply with your requests.
We will put in place appropriate safeguards (both in terms of our procedures and the technology we use) to keep your personal information as secure as possible. We will ensure that any third parties we use for processing your personal information do the same.
We will not transfer, process or store your data anywhere that is outside of the European Economic Area.
You have a right to request a copy of the personal information that we hold about you and to have any inaccuracies in this data corrected. Please use the contact details at the end of this policy if you would like to exercise this right.
We reserve the right to amend and update this privacy notice as current advice on the GDPR changes.
Via Post: Data Protection Officer, Northern School of Contemporary Dance, 98 Chapeltown Road, Leeds, LS7 4BH
Via email: firstname.lastname@example.org