Staff Privacy Notice

This privacy notice describes how The Specialists Hub Ltd and its service providers collect and use your personal data for recruitment and employment purposes and applies to current and former employees, contractors and candidates for recruitment.

Who collects your personal data?

The Data Controller is The Specialists Hub Ltd, registered office: The Landing, Blue, MediaCityUK, Salford, M50 2ST. Details about how we process your data can be requested by emailing hello@specialistshub.co.uk

What personal data do we collect?

The Specialists Hub Ltd collects and processes the following type of information:

Recruitment

Contact details, such as name, address, telephone number and email address
Date of birth
Gender
National Insurance number
Copy of driving licence, passport, birth and marriage certificates, decree absolute
Secondary employment, register of interests and volunteering information
Recruitment information, such as right-to-work documentation, references and details in a curriculum vitae (CV)
Evidence of how you meet nationality rules, your right to work in the UK and immigration status, such as passport and nationality details
Information about criminal convictions or allegations of criminal behaviour
Suitability for working with vulnerable children and adults and any safeguarding issues or concerns

In relation to your employment

Salary, payroll records, annual leave, pension and benefits information
Confirmation of your security clearance (if applicable)
Start and leave dates
Location of workplace
Employment records, such as your contract, job title, working hours and attendance
Performance, appraisal, disciplinary and grievance information
Information about criminal convictions or allegations of criminal behaviour
Your use of Specialists Hub information and communications systems
Health data, such as medical conditions and sickness records

Where we collect your personal data from

The Specialists Hub or its service providers collect personal data about employees and contractors through the recruitment process. This data comes directly from candidates or sometimes from an employment agency or background check provider.

We sometimes collect information from third parties including:

Former employers
Credit reference agencies or other background check agencies
Doctors, medical and occupational health professionals
Disclosure Barring Service
United Kingdom Security Vetting
UK Visas and Immigration
Consultants and other professionals who advise us
We may collect additional personal data during job-related activities throughout your employment.

How we use your personal data

The Specialists Hub or its service providers use your personal data to:

Manage your contract of employment
Make a decision about your recruitment or appointment
Pay you and deduct tax and National Insurance contributions
Provide you with employment-related benefits
Give information to your pension provider
Conduct performance reviews, manage performance and set performance goals
Help plan your education, training and development requirements
Comply with health and safety regulations
Monitor your use of Specialists Hub information and communication systems and check you follow its IT and security policies

We may also use your personal data to:

Make a decision about your promotion or suitability for transfer to another role
Check you’re legally entitled to work in the UK
Gather evidence for grievance or disciplinary matters
Make decisions about your continued employment or engagement and termination of contract
Deal with legal disputes involving you and other employees or contractors
Decide if you’re fit to work or to manage sickness absence
Prevent fraud
Make decisions about salary reviews and compensation
Gather data to review and better understand employee retention and attrition rates
Carry out business management and planning, for example, accounting, auditing or for business continuity

We may use your more sensitive personal data to:

Carry out our legal obligations or employment-related legal rights
Manage leave of absence
Carry out our statutory duties or for official purposes
Decide if you’re fit to work or to manage sickness absence
Ensure your health and safety in the workplace, provide appropriate workplace adjustments and administer benefits
Register the status of a protected employee and comply with employment law obligations
Administer our pension scheme
Prevent or detect unlawful acts
Protect your interests or those of another person

Use of criminal conviction data

We will use information about criminal convictions or allegations:

To make decisions regarding suitability for the role
In possible grievance or disciplinary matters and associated hearings

We only use your personal data in these ways where one of the following applies:

We need to carry out our legal obligations or employment-related legal rights
To carry out our statutory duties

Legal basis for processing your personal data

The Specialists Hub or its service providers only use your personal data when the law allows them to. They most commonly use your personal data:

For the performance of a contract, such as your contract of employment
To carry out its statutory duties
To comply with a legal obligation
To protect your interests or those of another person

Processing special category personal data

We may process this data to:

Carry out our obligations and exercise our rights in employment
Safeguard your employment rights
Protect your vital interests or those of another person where you are incapable of giving your consent
Establish, exercise or defend legal claims
Archive items that are in the public interest

We rely on the processing conditions in the Data Protection Act 2018 which relate to the processing of special category data for employment, statutory and regulatory purposes.

Processing criminal conviction data

We may process personal data relating to criminal convictions and offences or related security measures to:

Meet our legal obligations, such as employment law, social security law or the law relating to social protection
Exercise our employment-related legal rights
To protect your interests or those of another person

We rely on the processing conditions in the Data Protection Act 2018 which relate to the processing of criminal conviction data for employment and statutory purposes.

Who do we share your data with

The Specialists Hub or its service providers share your personal data with third parties when:

Required by law
Requested by a regulator or official agency, including Ofsted, Department for Education or Education and Skills Funding Agency
Necessary to manage its working relationship with you
It’s in the public interest to do so
Contacted by a new or prospective employer for an employment reference
Asked for a financial reference, such a tenancy or mortgage application
Necessary for fraud and data error investigations

Service Provider/Third Party	Purpose
EBA Chartered Accountants	Payroll, Pensions
Peninsula Group Limited	HR Services
Microsoft	Managing all data processing in relation to your employment
HM Revenue and Customs	Tax and Pay
Skykick	Data backup
Government agencies (Ofsted, DfE, ESFA, etc.)	To meet our statutory and regulatory obligations
Disclosure and Barring Service, United Kingdom Security Vetting and UK Visas and Immigration	Visa applications and security vetting
Pension service providers, and any additional voluntary contributions (AVCs) providers	Pensions administration
External auditors	Variety of audit checks to assure compliance with process/policy
Travel providers	Travel and accommodation management

We expect all service providers to have adequate technical and organisational controls in place and to only process your data for the purposes we have specified.

How long do we hold your personal data?

The Specialists Hub and its service providers only retain personal data for as long as necessary to fulfil the purposes they collected it for, such as legal, accounting or reporting requirements.

All personal data is held in accordance with the Specialists Hub's retention schedule and more information can be requested from hello@specialistshub.co.uk

What happens if you do not provide the data requested?

If you do not provide certain data when requested, Specialists Hub may not be able to:

Fulfil its contract with you, such as to pay you or provide benefits
Meet its legal obligations

Use of automated decision-making or profiling

The data you provide is not used for:

Automated decision-making (making a decision by automated means without any human involvement)
Profiling (automated processing of personal data to evaluate certain things about an individual)