Artisan Recruit Ltd – Privacy Notice
Data Controller: Artisan Recruit Ltd
Data Protection Office: Lisa Norton
The organisation collects and processes personal date relating to its employees to manage the employment
relationship. The organisation is committed to being transparent about how it cand usesthat data and to meet
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 employment
- details of your qualifications, skills, experienced employment history
- including start and end dates, with previous employers and with the organisation;
- information about your remuneration, including entitlement to benefits such as pensions or insurance
cover; - details of your bank account and national insurance number;
- information about your maritalstatus, next of kin, dependents and emergency contacts;
- information about your nationality and entitlement to work in the UK;
- information about your criminal record;
- details of yourschedule (days of work and working hours) and attendance at work;
- details of periods of leave taken by you, including holiday,sickness absence, family leave and
sabbaticals, and the reasonsforthe leave; - details of any disciplinary or grievance procedures in which you have been involved, including any
warnings issued to you and related correspondence; - assessments of your performance, including appraisals, performance reviews and ratings,
performance improvement plans and related correspondence; - information about medical or health conditions, including whether or not you have a disability for which
the organisation needsto make reasonable adjustments; and - equal opportunities monitoring information, including information about your ethnic origin,sexual
orientation, health and religion or belief.
The organisation may collect thisinformation in a variety of ways. For example, data might be collected through
application forms, CVs or resumes; obtained from your passport or other identity documents such as your
driving license; from forms completed by you at the start of or during employment(such as benefit nomination
forms); from correspondence with you; or through interviews, meetings or other assessments.
The organisation seeks information from third parties with your consent only.
Data will be stored in a range of different places, including in your personnel file, in the organisation’s HR
management systems and in other IT systems (including the organisation’s email system).
Why does the organisation process personal data?
The organisation needsto process data to enter into an employment contract with you and to meet its
obligations under your employment contract. For example, it needsto process your data to provide you with an
employment contract, to pay you in accordance with your employment contract and to administer benefit,
pension and insurance entitlements.
In some cases, the organisation needs to process data to ensure that it is complying with itslegal obligations.
For example, it isrequired to check an employee’s entitlement to work in the UK, to deduct tax, to comply with
health and safety laws and to enable employees to take periods of leave to which they are entitled.
In other cases, the organisation has a legitimate interest in processing personal data before, during and after
the end of the employment relationship. Processing employee data allowsthe organisation to: - run recruitment and promotion processes;
- maintain accurate and up-to-date employment records and contact details (including details of who to
contactin the event of an emergency), and records of employee contractual and statutory rights; - operate and keep a record of disciplinary and grievance processes, to ensure acceptable conduct
within the workplace; - operate and keep a record of employee performance and related processes, to plan for career
development, and for succession planning and workforce management purposes; - operate and keep a record of absence and absence management procedures, to allow effective
workforcemanagement and ensure that employees are receiving the pay or other benefitsto which
they are entitled; - obtain occupational health advice, to ensure that it complies with duties in relation to individuals with
disabilities, meet its obligations under health and safety law, and ensure that employees are receiving
the pay or other benefits to which they are entitled; - operate and keep a record of other types of leave (including maternity, paternity, adoption, parental and
shared parental leave),to allow effective workforce management,to ensure thatthe organisation
complies with duties in relation to leave entitlement, and to ensure that employees are receiving the
pay or other benefits to which they are entitled; - ensure effective general HR and business administration;
- provide references on request for current orformer employees;
- respond to and defend against legal claims; and
- maintain and promote equality in the workplace.
Some special categories of personal data, such as information about health or medical conditions, is
processed to carry out employment law obligations (such asthose in relation to employees with disabilities).
Where the organisation processes otherspecial categories of personal data,such asinformation about ethnic
origin,sexual orientation, health orreligion or belief,thisis done forthe purposes of equal opportunities
monitoring. Data thatthe organisation usesforthese purposesis anonymised oris collected with the express
consent of employees, which can be withdrawn at any time. Employees are entirely free to decide whether or
not to provide such data and there are no consequences of failing to do so.
Who has access to data?
Your information may be shared internally, including with HR, payroll, your line manager, managers in the
business area in which you work and IT staff if accessto the data is necessary for performance of theirroles.
The organisation shares your data with third partiesin order to obtain pre- employment referencesfrom other
employers, obtain employment background checksfrom third-party providers and obtain necessary criminal
records checksfrom the Disclosure and Barring Service. The organisation may also share your data with third
partiesin the context of a sale ofsome or all of its business. In those circumstances the data will be subject to
confidentiality arrangements.
The organisation also shares your data with third partiesthat process data on its behalf, in connection with
payroll, the provision of benefits and the provision of occupational health services.
Your data may be transferred to countries outside the European Economic Area (EEA) to where any of our
clients have processing centres. Data is transferred outside the EEA on the basis of binding corporate rules.
How does the organisation protect data?
The organisation takes the security of your data seriously. The organisation hasinternal policies and controlsin
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. Internal policies include; - Confidentiality Obligations
- IT and Data Protection Policy
- Personal Records and Employee Data Policy
- Social Media Policy
Where the organisation engagesthird partiesto 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 the duration of your employment. The periods for which your
data is held afterthe end of employment are two yearsfollowing yourtermination date.
Yourrights
As a data subject, you have a number ofrights. 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 forthe purposes of processing; and - object to the processing of your data where the organisation is relying on its legitimate interests as the
legal ground for processing.
If you would like to exercise any of these rights, please contact Lisa Norton, SHEQ Manager via email at;
lisa@artisanrecruitmentgroup.com
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 employment contract to provide the organisation with data. In particular,
you are required to report absencesfrom work andmay be required to provide information about disciplinary or
other matters under the implied duty of good faith. You may also have to provide the organisation with data to
exercise yourstatutory rights,such asin relation to statutory leave entitlements. Failing 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, must be
provided to enable the organisation to enter a contract of employment 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 employment relationship efficiently.
Automated decision-making
Employment decisions are not based solely on automated decision-making.
Signed:
Name: Darren Burnett
Position: Managing Director
Date: March 2025