Data Protection
We take your privacy very seriously, this privacy policy contains important information about why we collect, store, use and share personal data. It explains how Weller Mae Ltd will process personal information provided to us.
You may supply us with personal data when you engage in a business relationship with us; instruct us to provide advice; apply for employment with us or on behalf of a client; or sign up to receive our notifications. We will only process your personal data on the basis that you have consented to us doing so for a specific purpose.
How and why we use your personal data
The personal data is collected to enable us to provide our service to you. We may collect information in a variety of ways, and the information will be stored in a range of different secure places, such as secure HR database, accounting system, pension provider, accounting & payroll provider, IT Support. We only allow our service providers to handle your personal data if we are satisfied they take appropriate measures to protect your personal data. The service providers we currently use are:
- Payroll provider – Easy Online Accounting – http://www.eoacc.com/
- Accounting package http://www.xero.com
- Myhrtoolkit provide – HR system, https://www.myhrtoolkit.com
- Pension – NEST – https://www.nestpensions.org.uk
- IT Support – Shahzuree IT Systems – http://www.shahzure.com/
We may also share your data with third parties in order to obtain pre-employment references from other employers, obtain employment background checks.
Under data protection law, we can only use personal data if we have a legitimate reason for doing so, such as to comply with our legal and regulatory obligations; for the performance of our contract; for our legitimate interests or those of a third party; or where we have been given specific consent.
How your personal data is collected
We may collect this information in a variety of ways. For example, data might be collected via our company web site, or a recruitment website, through CVs; obtained from your passport or other identity documents such as your driving licence; from forms completed at the start of or during employment (such as new starter form); from correspondence with you; or through interviews, meetings or other assessments.
In some cases, we may collect personal data from third parties, such as references supplied by former employers, information from employment background check providers.
Data will be stored in a range of different places, including in your personnel file, in the HR management systems and in other IT systems (including our email system).
Promotional communications
We may use your personal data to send you updates by email, about legal developments that might be of interest to you and/or information about our services.
We have a legitimate interest in processing your personal data for promotional purposes. This means we do not usually need your consent to send you promotional communications. However, where consent is needed, we will ask for this consent separately and clearly.
We will always treat your personal data with the utmost respect and never sell OR share it with other organisations.
You have the right to opt out of receiving promotional communications at any time by contacting us by email claire@wellermae.com
How long your personal data will be kept
We will keep personal data after the contract has ended. We will do so for one of these reasons; such as to respond to any questions, complaints or claims made by you or on your behalf; to show that we treated you fairly; to keep records required by law.
We will not retain your data for longer than necessary for the purposes set out in this policy. Different retention periods apply for different types of data.
Your rights
You have the following rights, which you can exercise free of charge:
| Access | The right to be provided with a copy of your personal data |
| Rectification | The right to require us to correct any mistakes in your personal data |
| To be forgotten | The right to require us to delete your personal data—in certain situations |
| Restriction of processing | The right to require us to restrict processing of your personal data—in certain circumstances, eg if you contest the accuracy of the data |
| Data portability | The right to receive the personal data you provided to us, in a structured, commonly used and machine-readable format and/or transmit that data to a third party—in certain situations |
| To object | The right to object: —at any time to your personal data being processed for direct marketing (including profiling); -—in certain other situations to our continued processing of your personal data, eg processing carried out for the purpose of our legitimate interests. |
| Not to be subject to automated individual decision-making | The right not to be subject to a decision based solely on automated processing (including profiling) that produces legal effects concerning you or similarly significantly affects you |
For further information on each of those rights, including the circumstances in which they apply, please contact us or see the Guidance from the UK Information Commissioner’s Office (ICO) on individuals’ rights under the General Data Protection Regulation.
If you would like to exercise any of those rights, please contact claire@wellermae.com
Keeping personal data secure
We have appropriate security measures to prevent personal data from being accidentally lost, or used, or accessed unlawfully. We limit access to your personal data to those who have a genuine business need to access it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.
We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.
How to complain
We hope that we can resolve any query or concern you may raise about our use of your information.
The General Data Protection Regulation also gives you right to lodge a complaint with a supervisory authority, in particular in the European Union (or European Economic Area) state where you work, normally live or where any alleged infringement of data protection laws occurred. The supervisory authority in the UK is the Information Commissioner who may be contacted at https://ico.org.uk/concerns or telephone: 0303 123 1113.