GDPR Candidate Agreement
This notice sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us.
The General Data Protection Regulation (GDPR) (Regulation (EU) 2016/679) is a new regulation which replaces the Data Protection Regulation (Directive 95/46/EC) The Regulation aims to harmonise data protection legislation across EU member states, enhancing privacy rights for individuals and providing a strict framework within which commercial organisations can legally operate.
Your new rights under the GDPR are set out in this notice, and were last updated on 10th May 2018.
GDPR Handbook and Framework
Overview Edrington-Beam Suntory UK is committed to safeguarding the privacy of the personal data that we hold concerning our prospective, current and former employees (“you” or “people”) for management, human resources and payroll purposes. Your personal information is collected by Edrington-Beam Suntory UK Distribution Limited and you can contact us at Edrington-Beam Suntory 191 West George Street, Glasgow G2 2LD. Data protection laws changed across the EU from 25 May 2018, and we are taking this opportunity to explain how Edrington-Beam Suntory UK uses and protects the personal data which it holds about its people.
What personal data do we collect about our people?
Names, addresses, contact details, home and mobile telephone numbers, date of birth, gender, photograph, marital status, emergency contacts, family details (including beneficiaries for life assurance purposes).
Nationality, work permit status, passport information.
Driving licence number, vehicle registration and driving history including car penalties and fines.
National insurance number, tax code and bank account details.
Sick pay, pensions, insurance, arrestment of earnings, and other benefits information.
Educational and employment background, professional certifications and registrations, training attended, references and interview notes. Date of start and, where relevant, end of employment, and length of service.
Information captured on security systems, including CCTV, to the extent necessary to ensure the safety of our people and our sites.
Absence, maternity, paternity and annual leave records, salary history, performance appraisals (PDR information), disciplinary and grievance proceedings, records regarding completion of training.
Voicemails, e-mails, correspondence, documents, and other work product and communications created, stored or transmitted using our networks, applications, devices, computers or communications equipment.
Records of your use of our IT systems including email, internet systems, computers, laptops (including via remote access) telephone systems and mobile devices. We may also collect the following "special categories" of personal data: • Where permitted by law and relevant to the role to be carried out by an employee or prospective employee, the results of credit and criminal background checks, the results of drug and alcohol testing, screening, health certifications. • Racial and ethnic origin and information relating to disabilities, religious beliefs or sexual orientation for equal opportunities management (where relevant). • Immigration/naturalisation records for employees and workers where this discloses racial/ethnic origin information • Physical or mental health or condition (eg health and attendance records, any adjustments required for recruitment or employment, records of drugs and alcohol testing, medical exams and health and safety records resulting from injuries at work and accidents).
How do we collect data?
The personal information is either (a) provided by you, (b) obtained from third parties, (normally through the application and recruitment process), or (c) created by us in the course of job-related activities during your employment/engagement with us. Data may be obtained from the following third parties (former employers, employment agencies, credit reference agencies or other background check agencies). How do we use your personal data? We may use your personal data for a number of purposes relating to your employment, or application for employment with Edrington-Beam Suntory UK, such as human resources management and staff administration, including the following
to process any applications you make for employment with Edrington-Beam Suntory UK;
to calculate, pay, and provide benefits, including dealing with any queries with you may have about your pay or benefits;
to carry out reviews of your performance, and to support your training and development needs;
detecting or preventing inappropriate behaviour or breach of our policies including protecting our confidential information, intellectual property and assets;
making contact in an emergency;
ensuring that our systems are used primarily for business purposes, have sufficient capacity for the needs of the business, are protected against cybersecurity threats such as malware; for the purposes of any potential and/or actual litigation or investigations concerning us or any group company or its officers;
to carry out statistical, financial modelling and reference purposes;
for internal record keeping;
to comply with our legal obligations or demands and requests made by any regulators, government departments, law enforcement or tax authorities or in connection with any disputes or litigation.
Why do we use personal data?
We will use your personal data for the following reasons: (1) where it is necessary to carry out our duties under your employment contract (eg paying you and providing you with benefits) or other applicable engagement contract with us or in order to take steps prior to entering into that contract; (2) to comply with a legal or regulatory requirement (for example we are required to send certain information to HMRC, or to report certain information in the event of an accident at one of our sites); (3) exceptionally it is necessary for the vital interests relating to you or another person (for example, avoiding serious risk of harm to you or others); or (4) it is necessary for our ‘legitimate interests’ (or those of a third party) to process your personal data. These legitimate interests include: (a) maintaining the safety, health and welfare of our employees and applicants; (b) ensure that our assets are protected, kept confidential and not used for inappropriate or unlawful purposes; (c) prevent, detect or investigate unauthorised use of our systems and ensure we comply with law and our policies; (d) internal record-keeping and administration purposes; and (e) to communicate with you where you have requested certain information.
How we use special category personal information
We process your special categories of personal data to (a) comply with employment, social security and other laws and to record and administer sickness and maternity leave, (b) to ensure your health and safety in the workplace and to assess your fitness to work on health grounds subject to appropriate confidentiality safeguards (secure storage and shared with a very limited number of people) and to provide appropriate workplace adjustments and to monitor and manage sickness absence and administer benefits, including medical insurance; (3) to ensure meaningful equal opportunity monitoring and reporting (where relevant), and (4) to on board you as an employee and for administering your employment contract.
Why we use special category personal information
We use special categories of personal information collected about you because (1) you have provided your explicit consent, (2) we need to do so to carry out our legal obligations, (3) it is necessary for the establishment, exercise or defence of legal claims, (4) it is necessary for the purposes of preventative or occupational medicine, for the assessment of your working capacity, medical diagnosis or provision of health care (for example, in relation to Occupational Health referrals and reports); (5) where it is needed for reasons of substantial public interest, such as for equal opportunities monitoring or in relation to our occupational pension scheme, and in line with our data protection policy; (6) exceptionally, where it is necessary for vital interests relating to you or another person (for example, avoiding serious risk of harm to you or others) and where you are not capable of giving consent; (7) Where you have already made the relevant personal information public. Information about criminal convictions We will only collect information about criminal convictions via background screening if it is appropriate given the nature of the role and where we are legally able to do so. Where appropriate, we will collect information about criminal convictions as part of the recruitment process or we may be notified of such information directly by you.
We will use information about criminal convictions and offences in the following ways (1) where it is necessary to protect your interests, our interests and those of other employees or to protect clients and other third parties from theft, fraud and similar risks; and (2) where it is necessary in relation to legal claims. We are allowed to use your personal information in this way where it is necessary to carry out our employment rights and obligations and in accordance with our data protection policy. Automated decision making We do not envisage that any decisions will be taken about you using automated means. However, we will notify you if the position changes.
What are your rights?
You have a number of rights under the data protection laws in relation to the way we process your personal data, namely:
to access your data;
to have your data rectified if it is inaccurate or incomplete;
in certain circumstances, to have your data deleted or removed;
in certain circumstances, to restrict the processing of your data;
a right of data portability, namely to obtain and reuse your data for your own purposes across different services;
not to be subject to automated decision making (including profiling), where it produces a legal effect or a similarly significant effect on you; and
to claim compensation for damages caused by a breach of the data protection laws. If you wish to exercise any of these rights, please email to dataprotection@edringtonbeamsuntory uk.com. Please note that we may be unable to delete or remove your data which we need as part of your employment with Edrington-Beam Suntory UK .
Therefore, we encourage you to log in to your profile through our website to ensure your data is accurate, complete and up to date at all times.
Changes to our privacy notice
Any changes we make to our privacy notice in future will be posted on this page and, where appropriate, you will be notified by e-mail. Please check back frequently to view any updates or changes to our privacy notice or for any further information please email ewan.walker@edrington-beamsuntoryuk.com