Privacy Policy

This Privacy Notice (Notice) gives you further information about the way we collect and use personal information about you (which is known as “personal data” under data protection legislation).

You should read through this Privacy Notice to fully understand the basis upon which we collect your personal data, how we use it, where we store it and to whom it is disclosed.

Commitment to Privacy

We are committed to protecting your personal data and right to privacy. We will always keep your personal data safe and comply with applicable data protection legislation.

Your Rights

By law, you have a number of rights when it comes to your personal data. Further information and advice about your rights can be obtained from the data protection regulator in your country.

  • The right to be informed – You have the right to be provided with clear, transparent and easily understandable information about how we use your personal data and your rights. This is why we’re providing you with the information in this Notice.
  • The right of access – You have the right to obtain access to your personal data (if we’re processing it), and certain other information (similar to that provided in this Privacy Notice). This is so you’re aware and can check that we’re using your personal data in accordance with data protection law.
  • The right to rectification – You are entitled to have your personal data corrected if it’s inaccurate or incomplete.
  • The right to erasure – This is also known as ‘the right to be forgotten’ and, in simple terms, enables you to request the deletion or removal of your personal data where there’s no compelling reason for us to keep using it. This is not a general right to erasure; there are exceptions.
  • The right to restrict processing – You have rights to ‘block’ or suppress further use of your personal data. When processing is restricted, we can still store your personal data, but may not use it further. We keep lists of people who have asked for further use of their personal data to be ‘blocked’ to make sure the restriction is respected in future.
  • The right to data portability – You have rights to obtain and reuse your personal data for your own purposes across different services. For example, if you decide to switch to a new provider, this enables you to move, copy or transfer your information easily between our IT systems and theirs safely and securely, without affecting its usability.
  • The right to object to processing – You have the right to object to processing for direct marketing (which we do not routinely carry out) and also to processing which is carried out for the purposes of our legitimate interests.
  • the right to lodge a complaint – You have the right to lodge a complaint about the way we handle or process your personal data with your national data protection regulator.
  • The right to withdraw consent – If you have given your consent to anything we do with your personal data, you have the right to withdraw your consent at any time (although if you do so, it does not mean that anything we have done with your personal data with your consent up to that point is unlawful). If you do withdraw your consent, this may mean we are unable to continue offering our services, for example, a recruitment application cannot be progressed without consent.

Please see the section titled Requests to us below, for more information on how we will handle your requests to us.

Angard Staffing Solutions Limited (Angard) is a wholly owned subsidiary of International Distribution Services plc (IDS), operated by Reed Specialist Recruitment Limited (Reed). References in this Notice to “we” or “us” apply to any and/or all of the entities listed. Each of the listed entities are committed to protecting your privacy.

We have arrangements between us to ensure that we handle your personal data correctly and in accordance with data protection law. These arrangements reflect our respective roles and responsibilities in relation to you, and considers which entity is in the best position to fulfil each obligation to you. This arrangement between us does not affect your rights under data protection law. For more information on these arrangements, feel free to contact us at HR@angardstaffing.co.uk please also see “Contacting Us” below.

The following table details the data we will collect about you and where and when this might take place.

Type of data  What it includes Where we get it from
Your personal details This includes your:

  • name
  • date of birth
  • sex or gender
  • user IDs and passwords for our systems and your electronic devices (including laptops and handheld devices)
  • home and work addresses, phone numbers, email addresses and other contact details
  • National Insurance number and tax code
  • passport details, and emergency contact details
 You usually provide this information when you apply for a job or when you update your records.

You will usually provide this information directly into one of our systems or a trusted third-party service provider such as Talentlink, JoinedUp, SDWorx Payroll Portal and other systems such Help@hand or the NowPensions portal. There may be occasions where the HR Team provide you with a manual form to complete.

User IDs and log-in details such as passwords will be created when you need access to business services for or in connection with your job.
Your work history, education and training details This includes your:

  • educational and professional qualifications
  • job applications and CVs
  • employment history
  • references and other information gathered as part of the application process
  • membership of any professional organisations, and
  • records of training completed throughout your time working with us.
 You provide some of this information when you apply for a job or a new position with us.

We also receive some information from other people and organisations such as:

  • your previous employers
  • employment agencies
  • training providers, and
  • background check providers (for example, the Disclosure and Barring Service).
Records relevant to your work for us This includes:

  • your right to work
  • your work location
  • any documents required for specific roles (for example, drivers’ records)
  • your work attendance records, and
  • your employment history when working for us, including job titles, duties and working hours.
 You provide some of this information. We collect the rest during your time working for us.
Your financial and pay records This includes:

  • your bank account details
  • your payroll and expenses records
  • your pension records
  • your tax records, and
  • any employee benefits, voluntary deductions or salary sacrifice arrangements.
 You provide some of this information (for example, your bank account details and pension arrangements). We collect the rest during your time working for us.
Conduct and grievance information This is information relating to your conduct or any grievances raised by you or against you. It includes:

  • records of your conduct
  • records of how these issues are handled and settled, and information about decisions and action taken as a result of these issues.
 This information will only be created where appropriate and in line with relevant policies.

Information may be provided by you, your colleagues (including those while you are working on assignment) or members of the public.

We will also create information as part of any investigation.
Information collected through our systems This includes:

  • information relating to your use of business information and communication systems
  • information collected by our entry and exit systems at site,
  • CCTV footage and other images or audio recordings, and
  • information collected through handheld devices and other technology. (This includes data relating to your working hours and your location and movements on our property, in our vehicles or at delivery.)
 We will collect this information while you are working for us.
Information about your race or ethnic background, religious beliefs, sex or gender and sexuality This includes details of your:

  • race or ethnic background
  • religious belief
  • gender identity, and sexuality.
 You will provide this information only if you choose to.
Information about your health This includes:

  • information about your time off work
  • details of your medical conditions
  • your sickness records, and occupational health assessments and other records.
 You will provide some of this information when you provide details of any time you are off work because of your health.

We may also receive information from other people or organisations (for example, if you agree to be assessed by occupational health services).
Accident records This includes:

  • records of any accidents or health and safety incidents you have been involved in, and information about decisions and action taken as a result of these incidents.
 You will provide some of this information if you report an accident.

We will collect the rest of the information while reporting, investigating and responding to the accident or incident.
Information about your criminal convictions, offences, and alleged offences This includes:

  • records relating to your criminal convictions.
  • details of any crimes you have been accused of, and details of the penalties those crimes, such as fines or prison sentences.
 You may provide this information when you apply to work for us or when you are working for us.

We may also collect this information from:

  • organisations such as background check providers (for example, the Disclosure and Barring Service), and our employees and other people working for us, as part of their everyday duties.
Information collected from publicly available sources, including your social-media posts This is information relevant to your work or us. It includes:

  • information about you which is posted on social-media accounts (for example, your interests, activities and opinions), and information about your use of social media.
 This is normally information you post publicly on your social media accounts or which other people post online.

Other people may sometimes share posts you have made available to them. We may also collect information through monitoring the media and public information relating to Angard Staffing Ltd and any companies associated with your assignment.  We will only collect this information when appropriate and in line with relevant policies.

 

How We Use Your Personal Data

The following table sets out the lawful basis under which we will use your personal data.

When Why
Employment (Joining & Leaving the business)

Including:

  • recruiting and selecting candidates
  • managing and deploying you into flexible assignments for the duration of your employment
  • managing performance
 Legal obligation and legitimate interest such as Right to Work and Driving Licence checks for certain roles
Deployment of work during employment Legitimate interest and contractual
Protecting our workforce. Legitimate interest and legal obligation – We may need to use your data to help us meet health and safety requirements and our legal duty to protect our workforce. This includes identifying addresses which we will not deliver to or collect from.
Maintaining security, preventing fraud and money laundering, and taking action against fraudsters and other criminals. This includes:

  • identifying and stopping illegal scam mail
  • using credit checks, and
  • using personal data to support or defend legal action, including as evidence in court cases.
 Legitimate interests – We sometimes need to use data to protect rights, property and personal safety.
Customs and tax purposes, and security screening, for overseas items. Legal obligation – We need to use personal data to help us follow revenue and customs regulations and to protect the mail in our network.
Preventing and detecting crime, including using CCTV to protect our customers, employees and property. Legitimate interests – We sometimes need to use personal data to:

  • protect the rights, property and personal safety of our staff and customers, and
  • keep the mail items in our network safe.

We may also use this information in investigations and legal action related to any crime detected, including as evidence in legal disputes and court proceedings.
Preventing illegal or unauthorised sharing or processing of personal data and confidential information. Legitimate interests – We sometimes need to monitor and block communications between our staff and others to protect the security of personal data and confidential information.
Protecting our workforce. Legitimate interests and legal obligation – We may need to use your data to help us meet health and safety requirements and our legal duty to protect our workforce. This includes identifying addresses which we will not deliver to or collect from.

 

 

Retention of Data

For other information we only keep your data for as long as we need to use it. There may also be legal requirements for us to keep your data for a certain length of time.

We share your personal data between ourselves (see Who We Are above) at appropriate points of the application process and subsequently for the purposes of booking you into assignments and to carry out payroll processing.

For the purposes set out above, we may also provide your personal data to our suppliers and processors who perform certain business services for us. We share your personal data with third parties who:

  • provide our Application Tracking System, within which all applications for employment are made and processed
  • provide relevant background checks identified as part of the application process
  • provide scheduling services for the management of assignments
  • provide payroll services
  • provide pension services
  • provide employee support services directly to you
  • occupational health services

Angard will perform the appropriate due diligence on international transfers before any transfer of data occurs.

In addition, we may disclose your personal data:

  • if we are under a duty to disclose or share your personal data in order to comply with any legal obligation, or in order to protect the rights, property or safety of our business, our customers or others. This includes, in specific cases, exchanging information with other companies and organisations for the purposes of fraud protection, HMRC investigations, Police investigations etc; and
  • to successors in title or replacement operators of all or part of our respective businesses.

What Happens If You Do Not Provide The Personal Data We Request Or Ask That We Stop Processing Your Personal Data?

We only ask you to supply us with personal details that we need in order to process your application for employment and to subsequently deliver our employment services. If you do not provide the data we request or ask that we stop using your personal data (see Your Rights above) then we will not be able to provide you with our services.

How We Contact You

In order to provide you with our services we may, if we have your consent, contact you by post, e-mail, SMS text messages, telephone or other means including other electronic means such smartphone applications, and only using such contact details as you provide to us.

Requests To Us

We are required by law to act upon requests and provide information free of charge, except where your requests are manifestly unfounded or excessive (in particular because of their repetitive nature) in which case we may charge a reasonable fee (taking into account the administrative costs of providing the information or communication, or taking the action requested), or refuse to act on the request.

Please consider your request responsibly before submitting it. We’ll respond as soon as we can. Generally, this will be within one month from when we receive your request but, if the request is going to take longer to deal with, we’ll come back to you and let you know.

Contacting Us

If you need to contact us for any reason (including to exercise any of your rights in relation to data protection as set out above) please send your request to employee@angardstaffing.co.uk.

Our Protection Officer (DPO)

You can contact our data protection officer at:

Angard Staffing Solutions Limited
185 Farringdon Road
London
EC1A 1AA

Email: information.rights@royalmail.com

Your right to complain to the Information Commissioner’s Office

If you believe we have not met our legal duties, you can complain to the Information Commissioner’s Office at the following address.

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
SK9 5AF
www.ico.org.uk