This Privacy & Data Protection Notice applies to all Personal Data that Kent and any websites or equivalent internet resources may generally collect, process and store about you. By providing your Personal Data to us, you expressly acknowledge that you have read and understood this Notice. The privacy and security of the Personal Data collected from you is a priority to us. It is also important to us that you understand how we handle this data.
Applicable Data Protection laws impose obligations on Kent as the data controller, when we collect or create, hold, amend, disclose, or erase/destroy (collectively referred to as processing) your personal data and give you, as the data subject, rights over your personal data.
One such obligation is to process,(e.g. collect, hold, use or erase) your personal data fairly, lawfully and in a transparent manner. This Privacy Notice meets that obligation by explaining what personal data we will hold about you, how we will process your personal data, why we process your personal data, the lawful grounds on which we are processing it and how long we hold your personal data for. It also sets out some of your legal rights.
We may change our Privacy Notice in the future. If we make any substantial and/or material changes and those changes materially affect you, we’ll inform you of any changes before they take effect.
We take your privacy seriously and want you to understand our practices with respect to the handling of your personal data. This Data Privacy Notice explains how we do this
We may collect some or all of the information listed below:
Name and gender
Home and accommodation addresses (where there is a difference)
Date of birth
Personal contact details including mobile telephones, landlines and email addresses
Performance and/or conduct records relevant where these are relevant as part of employment or service provision
Next of kin contact details including address, mobile telephones and landlines
Details about your current remuneration, pensions and benefits arrangements
Passport photographic image and passport copy showing personal details and citizenship
Details of your current engagement with the company, including remuneration figures
Previous work experience details provided by you
Training records, disciplinary records, employee ID & personal development records in support of your employment or service provision application
Medical record provided by yourself or a Government required Visa Medical certificate
Digital images contained in company safety awards or the company newsletter.
Accident reports where you may have been the injured party, a witness or the reporting authority
Visa and/or work permit details where these are required
Driving license copy
National identity card
Banking details for payroll purposes
Copies of qualification and other certificates provided by you and/or gained during your engagement with the company
Extra information you choose to tell us
Much of the Personal Data we handle is provided by you as part of your obligations to provide honest and lawful information to support your employment or efforts in securing engagement as an employee or service provider with the Kent Group of Companies. Other forms of your Personal Data we hold a regenerated by employment related processes only, such as training and development.
If any form which collects your personal data allows you to voluntarily provide additional information, we seek this information because we think it will help us to give you a better quality service. You do not have to provide such information if you do not wish to do so.
We use your Personal Data strictly in the administration of your candidate application process or personnel records during your tenure of engagement with Kent. The data is not intended for, or used for, any other purpose than employment related activities.
Your Personal Data is maintained strictly for the purpose of employment related activities or engagement with the Kent Group of Companies and will not be shared with any other organisation or individual outside of the Group, other than our cloud based partners based in Europe, which abide to the GDPR-policy. Also see the ‘third party data processors notice’.
We maintain your Personal Data on secure servers with access restricted to authorised (Human Resources) personnel using username/password. Firewall protection is continuously enabled to prevent unauthorised data access from outside the Kent network.
We will only hold your information for as long as necessary to fulfil the purposes for which it was collected, before making it non-identifiable or deleting it. Please refer to the Data Retention Policy here, for further information.
We will delete your personal data from our systems if we have not had any meaningful contact with you for three years (or for such longer period as we believe in good faith that the law or relevant regulators require us to preserve your data). After this period, it is likely your data will no longer be relevant for the purposes for which it was collected.
When we refer to “meaningful contact”, we mean, for example, communication between us (either verbal or written). We will also consider it meaningful contact if you communicate with us about potential roles, either by verbal or written or submit your updated CV on to our website.
You have the right to access your personal data and ask for it to be rectified or deleted at any later time. If you have questions or concerns relating to the handling of your personal data, or other privacy related query, please get in touch with us or contact your Line Manager, an HR Representative or one of our Data Controllers.
If you are in the EU, you also have the right to raise a privacy concern with the Data Protection Authority established in the relevant EU country.
Whenever you have given us your consent to use your personal data, you have the right to change your mind at any time and withdraw that consent. This Consent service is valid until your engagement with the Company ceases or you notify us via the Withdraw Consent Form, after which all of your personal data shall be removed from the Company records.
You have a number of legal rights over your personal data processed by us. These include your rights to request:
Access to your personal data. You may request a copy of the personal data that we hold about you.
Accuracy of your personal data. You may request that we correct incomplete, inaccurate or outdated personal data. We take sensible steps to make sure that personal data is accurate, complete, and current. You can help us do this by notifying us of any changes to your personal data as soon as possible.
Transmission of personal data. You may request that we transfer personal data you have provided to us to you or to another person.
Erasure of personal data. You may request that we delete your personal data.
That the processing of your personal data be restricted. You may request that our use of your personal data finishes, is restricted or limited.
The extent of these rights is limited by law and we may not act on part or all of your request(s) where the right(s) are not applicable. If we don’t act on your request we will explain our reasons for not doing so when responding to your request.
We collect no personally identifying information about individuals except when specifically and knowingly provided by such individuals (such as voluntary submission of a personal information for recruitment purposes).
We will not trade, sell, or rent personal information but may collect or provide aggregate statistics about its site and users to other parties. This website logs IP addresses, the type of operating system that the visitor’s computer uses, the type of browser software used by the visitor, and the pages accessed by the visitor.
We use the aggregate data to perform statistical analyses of the collective characteristics and behaviour of our visitors and to measure overall user demographics and interests regarding specific areas of the site.