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PRIVACY NOTICE - EMPLOYEE DATA

This Privacy Notice provides details of the personal data we collect from you or
about you, what we do with it, how you might access it and who it might be
shared with.



This Privacy Notice provides details of the personal data we collect from you or
about you, what we do with it, how you might access it and who it might be
shared with.

This Privacy Notice also covers data we collect as part of our pre-employment
checking.


WHAT WE DO WITH YOUR PERSONAL DATA

We will always process your data in accordance with the latest Data Protection
Act. It is necessary for the performance of our contract with you and/or
performing our obligations under a contract as well as to meet our legal
obligations and legitimate interests. Your personal data is processed only in
connection with your employment or employment application and for a number of
administrative purposes. Many of these purposes are achieved using external
platforms and providers acting on our instructions as our sub-processors:

 * Managing people processes such as recruitment, payment of salaries and
   pensions, performance management, health insurance, employee benefits,
   learning and development.
 * Providing facilities such as the IT service, compliance tracking, learning
   portals, expenses, travel management, vehicle management and transport
   management.
 * Monitoring usage of our IT systems for information security and data
   protection purposes.
 * Monitoring equal opportunities.
 * Preventing and detecting crime, such as using CCTV and using photographs on
   ID Cards.
 * Sharing ID data with building landlord access services and security.
 * Providing communications about news and events, such as through PIB Portal.
 * Maintaining contact with past employees.
 * Fundraising and Marketing.
 * Provision of wellbeing and support services.
 * Provision of benefit services and platforms
 * Compliance with legal obligations such as making external/statutory returns
   to HMRC and regulators.
 * Maintaining professional charters and memberships.
 * Any other purposes as are reasonably required by us for the performance of
   your contract to protect vital interests, for the performance of a task in
   the public interest, to comply with our legal obligations, in accordance with
   our legitimate business interest.
 * We may use your personal information without your knowledge or consent where
   we are permitted or required by applicable law or regulatory requirements to
   do so

We may process sensitive personal data for a number of administrative purposes:

 * Equal opportunities monitoring.
 * Managing people processes such as absence management, parental leave and
   related pay schemes.
 * Managing a safe environment and ensuring fitness for work.
 * Provision of occupational health and wellbeing services to individuals.
 * Compliance with our health and safety and our occupational health
   obligations.
 * People management and administration, for example to consider how an
   employee's health affects his or her ability to do his or her job and, if the
   employee is disabled, whether he or she requires any reasonable adjustment to
   be made to assist him or her at work.
 * The administration of insurance, pension, sick pay and any other related
   benefits.
 * In connection with unspent convictions to enable us to assess an employee's
   suitability for employment.
 * Managing gender pay gap reporting and activity.
 * Referencing and screening checks for all new employees using our Group
   approved referencing sub-contractor.
 * Referencing and screening during employment as part of our ‘Good Repute’
   Standards.
 * Our People Team responding to referencing and screening enquiries from third
   parties if appropriate.


WHAT PERSONAL DATA DO WE COLLECT?

The personal data we hold may include:

 * Information gathered about an employee and any references obtained during
   recruitment.
 * Details of terms of employment.
 * Payroll, tax and National Insurance information.
 * Performance information.
 * Details of grade and job duties.
 * Health records.
 * Absence records, including holiday records and self-certification forms.
 * Details of any disciplinary investigations and proceedings.
 * Learning & development records.
 * Vehicle data.
 * Contact names and addresses including Next of Kin information and family
   members if provided.
 * Correspondence with the company and other information provided to us.
 * Unspent conviction data.
 * Bank account details.
 * Video footage, testimonials, audio recording including CCTV and photographs
   within the office environment for news articles. 
 * Copy of identification documents.
 * Pre-employment and during employment checking data such as references, visas,
   DBS data (or National equivalent), adverse financial history and
   directorships.


HOW DO WE LOOK AFTER PERSONAL DATA?

We only collect personal data that is required for the purposes of providing
employment and employee services. We restrict, secure and control all of our
information assets against unauthorised access, damage, loss or destruction;
whether physical or electronic. We retain personal data only for as long as is
necessary to perform the functions above and to respond to your requests, or
longer if required by law, or if we need to retain the data to perform a
contract.

If we retain your personal data for historical or statistical purposes we will
ensure that the personal data cannot be used for any other purpose. Whilst in
our possession, together with your assistance, we try to maintain the accuracy
of your personal data.


HOW LONG IS YOUR PERSONAL DATA RETAINED?

For unsuccessful job applications or those who do not accept a position with us,
we will generally destroy your data after 6 months, unless you have requested
that we retain your information for longer. For recruited staff, except as
otherwise permitted or required by applicable law or regulatory requirements, we
will only retain your personal information for as long as we believe it is
necessary to fulfil the purpose for which the personal information was collected
(including, for the purpose of meeting any contractual obligations),  In most
cases your data will be deleted after 7 years after you have left the company or
as otherwise set out in accordance with our data retention schedule and/or
required by law. 


HOW CAN YOU ACCESS YOUR PERSONAL DATA?

You have the right to request access to any of your personal data we may hold.
If any of that information is incorrect, you can request that we change it. If
we are not using your information correctly, you can, in some cases, request
that we stop using it or that we delete it completely.

You can make a written or verbal request to obtain access to the data held about
you. This is called a Subject Access Request. If you would like to make a
request to see what personal data of yours we hold, you may make a request to
our Data Protection Officer using the details above. Where we have asked for
your consent to use your personal data, you have the right to withdraw that
consent at any time. If you withdraw your consent, we will stop using your
personal data where legally possible. Any processing undertaken before your
withdrawal remains valid and lawful.


CHANGES TO OUR PRIVACY NOTICE

We keep our privacy notice under regular review and we will let you know about
any updates. This version is 1.9.


OUR CONTACT INFORMATION AND DATA PROTECTION OFFICER

The Business Unit you work for is a subsidiary of PIB Group Limited. Our Data
Protection Officer can be contacted directly here:

Data Protection Officer PIB Group Limited 1 Minster Court Mincing Lane London,
EC3R 7AA dpo@pib-insurance.com 0330 058 9700


OUR SUPERVISORY AUTHORITY

You have the right to lodge a complaint with the Information Commissioner's
Office (ICO), contact details below:

Information Commissioner's Office Wycliffe House Water Lane Wilmslow Cheshire
SK9 5AF Tel: 0303 123 1113 Web: ico.org.uk

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PIB Group is a trading style of PIB Group Limited. PIB Group Limited is
registered in England & Wales. Company Registration Number 09900466. Registered
Office: Rossington's Business Park, West Carr Road, Retford, Nottinghamshire,
DN22 7SW.

PIB Group Limited is a holding company, some of whose subsidiaries are
authorised and regulated by the Financial Conduct Authority.

Copyright © PIB Group Limited.

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