Worker & Exhibitors Privacy Notice

Data protection officer: Rosie Joyce, Head of Studios Operations
 
The organisation collects and processes personal data relating to its workers to manage its relationship with them. The organisation is committed to being transparent about how it collects and uses that data and to meeting its data protection obligations.
 

What information does the organisation collect?

The organisation collects and processes a range of information about you. This includes:
 
  • your name, address and contact details, including email address and telephone number, date of birth and gender,
  • the terms and conditions of your engagement;
  • details of your qualifications, skills, experience and career history, including start and end dates, with previous employers and with the organisation;
  • information about your remuneration, including entitlement to benefits such as pensions; details of your bank account
  • information about your marital status, next of kin, dependants and emergency contacts;
  • information about your nationality and entitlement to work in the UK;
  • details of your schedule (days of work, working hours and details of any days that you are not generally available for work) and attendance at work;
  • information about medical or health conditions, including whether or not you have a disability for which the organisation needs to make reasonable adjustments; and
 
The organisation collects this information in a variety of ways. For example, data is collected through application forms, CVs; obtained from your passport or other identity documents such as your driving licence; from forms completed by you at the start of or during your engagement (such as pension forms); from correspondence with you; or through interviews, meetings or other assessments.
 
The organisation seeks information from third parties with your consent only.
 
Data is stored in a range of different places, including in your personnel file, in the organisation's Secure digital drop box systems (including the organisation's email system.
 

Why does the organisation process personal data?

The organisation needs to process data to enter into a worker engagement with you and to mect its obligations under that engagement. For example, it needs to process your data to provide you with a worker agreement and to pay you in accordance with your agreement.
 
In some cases, the organisation needs to process data to ensure that it is complying with its legal obligations. For example, it is required to check a worker's right to work in the UK in accordance with government guidance, deduct tax, to comply with health and safety laws, to ensure that workers are receiving the national minimum wage, to auto-enrol workers in pension schemes and to enable workers to take the holiday and breaks to which they are entitled. [For certain positions, it is necessary to carry out criminal records checks to ensure that individuals are permitted to undertake the role in question.]
 
In other cases, the organisation has a legitimate interest in processing personal data before, during and after the end of the worker relationship. Processing worker data allows the organisation to:
 
  • offer work to appropriate and suitably qualified individuals;
  • maintain accurate and up to-date HE records and contact details (including details of who to contact in the event of an emergency), and records of workers' contractual and statutory rights;
  • ensure acceptable conduct within the workplace;
  • allow for succession planning and workforce management;
  • ensure effective general HR and business administration; and respond to and defend against legal claims.
  • Some special categories of personal data, such as information about health or medical conditions, racial or ethnic origin, or criminal records data are processed to carry out employment law obligations (such as those in relation to workers with disabilities and for health and safety purposes and to ensure that workers are suitable to be offered work and have the right to work in the UK).
 

Who has access to data?

Your information will be shared internally, including with directors and trustees.
 
The organisation shares your data with third parties in order to obtain background checks from third-party providers and obtain necessary criminal records checks from the Disclosure and Barring Service or report suspected offences to the appropriate authorities. The organisation may also share your data with third parties in the context of a sale of some or all of its business. In those circumstances the data will be subject to confidentiality arrangements.
 
The organisation also shares your data with third parties that process data on its behalf, in connection with payroll, the provision of pension benefits and the provision of occupational health services.
 
Your data may be transferred to countries outside the UK. Data is transferred outside the UK on the basis of the worker giving permission on request.
 

How does the organisation protect data?

The organisation takes the security of your data seriously. The organisation has internal policies and controls in place to try to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by its employees in the performance of their duties. We provide access passwords for personal databases only available to the directors and trustees. Removal or deletion of any data triggers notifications to the directors with a 3 month backup system. The studios licence database is available to the Head of Operations and the directors.
 
Where the organisation engages third parties to process personal data on its behalf, they do so on the basis of written instructions, are under a duty of confidentiality and are obliged to implement appropriate technical and organisational measures to ensure the security of data.
 

For how long does the organisation keep data?

The organisation will hold your personal data for 6 years. The periods for which your data is held after the end of employment are 6 years.
 

Your rights

As a data subject, you have a number of rights. You can:
 
  • access and obtain a copy of your data on request;
  • require the organisation to change incorrect or incomplete data;
  • require the organisation to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing:
  • object to the processing of your data where the organisation is relying on its legitimate interests as the legal ground for processing; and
  • ask the organisation to stop processing data for a period if data is inaccurate or there is a dispute about whether or not your interests override the organisation's legitimate grounds for processing data.
 
If you would like to exercise any of these rights, please contact Rosie Joyce, Head of Studios Operations. You can make a subject access request by completing the organisation's template to request subject access.
 
If you believe that the organisation has not complied with your data protection rights, you can complain to the Information Commissioner.
 

What if you do not provide personal data?

You have some obligations under your worker engagement to provide the organisation with data. In particular, you are required to report absences from work. You may also have to provide the organisation with data in order to exercise your statutory rights, such as in relation to holiday entitlements. Failure to provide the data may mean that you are unable to exercise your statutory rights.
 
Certain information, such as contact details, your right to work in the UK and payment details, have to be provided to enable the organisation to enter a worker engagement with you. If you do not provide other information, this will hinder the organisation's ability to administer the rights and obligations arising as a result of the worker engagement efficiently.