Staff

Purpose and Scope

The Morson Group (which includes Morson Human Resources Limited, Morson Projects Limited, Vital Human Resources Limited, Morson Cyber Security Limited and the Bridge Limited (collectively and individually referred to as the Group) is committed to protecting the privacy and security of your personal information. This privacy notice describes how we collect and use personal information about you during and after your working relationship with us, in accordance with the General Data Protection Regulation (GDPR).

It applies to all employees of the Group.

Each company within the Group is a "data controller". This means that we are responsible for deciding how we hold and use personal information about you. We are required under data protection legislation to notify you of the information contained in this privacy notice.

This notice applies to current and former employees. This notice does not form part of any contract of employment or other contract to provide services. We may update this notice at any time.

It is important that you read this notice so that you are aware of how and why we are using such information.

Data Protection Principles

We will comply with data protection law. This says that the personal information we hold about you must be:

Used lawfully, fairly and in a transparent way.
Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes.
Relevant to the purposes we have told you about and limited only to those purposes.
Accurate and kept up to date.
Kept only as long as necessary for the purposes we have told you about.
Kept securely

The kind of information we hold about you

Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).

There are "special categories" of more sensitive personal data which require a higher level of protection.

We will collect, store, and use the following categories of personal information about you:

Personal contact details such as name, title, addresses, telephone numbers, and personal email addresses.
Date of birth.
Gender.
Marital status and dependants.
Next of kin and emergency contact information.
National Insurance number.
Bank account details, payroll records and tax status information.
Salary, annual leave, pension and benefits information.
Start date.
Location of employment or workplace.
Copy of driving licence and other driving details including MOT certificate and insurance details.
Attachment of earnings.
Recruitment information (including copies of right to work documentation, references, certificates and other information included in a CV qualification or cover letter or as part of the application process and correspondence).
Training information and records, including certificates.
Induction documents.
Learning agreements.
Assessment records as part of our recruitment process.
Employment records (including job titles, work history, working hours, training records and professional memberships).
Compensation history.
Performance and capability information.
Disciplinary and grievance information.
Information relating to security clearance checks.
CCTV footage and other information obtained through electronic means such as swipecard records.
Mobile phone call recordings for safety critical roles.
Tracking information from commercial vehicles.
Geolocation data
Information about your use of our information and communications systems.
Photographs.
Claims.

We may also collect, store and use the following "special categories" of more sensitive personal information:

Information about your race or ethnicity, religious beliefs, sexual orientation and political opinions.
Information about your health, including any medical condition, health and sickness records and absence management.
Genetic information and biometric data.
Information about criminal convictions and offences.

How is your personal information collected?

We collect personal information about employees, workers and contactors through the application and recruitment process, either directly from candidates or sometimes from an employment agency or background check provider or job board. We may sometimes collect additional information from third parties including former employers, credit reference agencies or other background check agencies.

We will collect additional personal information in the course of job-related activities throughout the period of you working for us. Personal information will also be collected where VHRL develop and deploy apps for the purpose of delivering work or contract

How we will use information about you

We will only use your personal information when the law allows us to. Most commonly, we will use your personal information in the following circumstances:

Where we need to perform the contract, we have entered into with you.
Where we need to comply with a legal obligation.
Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.

We may also use your personal information in the following situations, which are likely to be rare:

Where we need to protect your interests (or someone else's interests).
Where it is needed in the public interest.

5.1 Situations in which we will use your personal information

We need all the categories of information in the list above (see The kind of information we hold about you) primarily to allow us to perform our contract with you * and to enable us to comply with legal obligations +. In some cases, we may use your personal information to pursue legitimate interests of our own or those of third parties #, provided your interests and fundamental rights do not override those interests. The situations in which we will process your personal information are listed below. We have indicated by *, + or # the legal basis for that processing. Legitimate interest means we need to use the information for administration or management purposes, unless stated otherwise.

What we use your personal information for	Legal basis
Making a decision about your recruitment or appointment.	# to decide whether to appoint you
Determining the terms on which you work for us.	# to determine the terms of your engagement
Checking you are legally entitled to work in the UK.	+
Paying you and, if you are an employee, deducting tax and National Insurance contributions.	+, * and #
Providing the following benefits to you including death in service, medical insurance, cash plan, childcare vouchers, opticians cover.	+, * and #
Liaising with your pension provider.	+, * and #
Administering the contract, we have entered into with you.	#, * and +
Business management and planning, including accounting and auditing.	#
Conducting performance reviews, managing performance and determining performance requirements.	* and #
Making decisions about salary reviews and compensation.	#
Assessing qualifications for a particular job or task, including decisions about promotions.	# to assess who is the best candidate to promote
Gathering evidence for possible grievance or disciplinary hearings.	* and #
Making decisions about your continued employment or engagement.	#
Making arrangements for the termination of our working relationship.	* and #
Education, training and development requirements.	#
Dealing with legal disputes involving you, or other employees, workers and contractors, including accidents at work.	+
Ascertaining your fitness to work.	+
Managing sickness absence.	* and #
Complying with health and safety obligations.	+
To prevent fraud.	+ and # preventing fraud is a legitimate interest
To monitor your use of our information and communication systems to ensure compliance with our IT policies.	* and #
To ensure network and information security, including preventing unauthorised access to our computer and electronic communications systems and preventing malicious software distribution.	* and # - network and information security is a legitimate interest
To conduct data analytics studies to review and better understand employee retention and attrition rates.	#
Equal opportunities monitoring.	+
Where you are working for a client to administer and manage that working relationship	Legitimate interest, i.e. to provide a service to our client
Where working for a client to facilitate our payroll and invoicing process (e.g. staff working on NR managed infrastructure on the weekend	* and
To manage fatigue in accordance with VHRL FMS for the purpose of health and safety (e.g. staff working on NR managed infrastructure on the weekend	* and

Some of the above grounds for processing will overlap and there may be several grounds which justify our use of your personal information.

5.2 If you fail to provide personal information

If you fail to provide certain information when requested, we may not be able to perform the contract we have entered into with you (such as paying you or providing a benefit), or we may be prevented from complying with our legal obligations (such as to ensure the health and safety of our workers).

5.3 Change of purpose

We will only use your personal information for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If we need to use your personal information for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.

Please note that we may process your personal information without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

How we use particularly sensitive personal information

"Special categories" of particularly sensitive personal information require higher levels of protection. We need to have further justification for collecting, storing and using this type of personal information. We may process special categories of personal information in the following circumstances:

In limited circumstances, with your explicit written consent.
Where we need to carry out our legal obligations and in line with our policies.
Where it is needed in the public interest, such as for equal opportunities monitoring or in relation to our occupational pension scheme, and in line with our data protection policy.
Where it is needed to assess your working capacity on health grounds, subject to appropriate confidentiality safeguards.

Less commonly, we may process this type of information where it is needed in relation to legal claims or where it is needed to protect your interests (or someone else's interests) and you are not capable of giving your consent, or where you have already made the information public. We may also process such information about members or former members in the course of legitimate business activities with the appropriate safeguards.

6.1 Our obligation as an employer

We will use your particularly sensitive personal information in the following ways:

We will use information relating to leaves of absence, which may include sickness absence or family related leaves, to comply with employment and other laws.
We will use information about your physical or mental health, or disability status, to ensure your health and safety in the workplace and to assess your fitness to work, to provide appropriate workplace adjustments, to monitor and manage sickness absence and to administer benefits.
We will use information about your race or national or ethnic origin, religious, philosophical or moral beliefs, or your sexual life or sexual orientation, to ensure meaningful equal opportunity monitoring and reporting to check right to work.
To deal with legal claims.

6.2 Do we need consent?

We do not need your consent if we use special categories of your personal information in accordance with our written policy to carry out our legal obligations or exercise specific rights in the field of employment law. In limited circumstances, we may approach you for your written consent to allow us to process certain particularly sensitive data. If we do so, we will provide you with full details of the information that we would like and the reason we need it, so that you can carefully consider whether you wish to consent. You should be aware that it is not a condition of your contract with us that you agree to any request for consent from us.

Information about criminal convictions

We may only use information relating to criminal convictions where the law allows us to do so. This will usually be where such processing is necessary to carry out our obligations and provided we do so in line with any policy in force from time to time.

Less commonly, we may use information relating to criminal convictions where it is necessary in relation to legal claims, where it is necessary to protect your interests (or someone else’s interests) and you are not capable of giving your consent, or where you have already made the information public.

We envisage that we will hold information about criminal convictions.

We will only collect information about criminal convictions if it is appropriate given the nature of the role and where we are legally able to do so. Where appropriate, we will collect information about criminal convictions as part of the recruitment process or we may be notified of such information directly by you in the course of you working for us. We will use information about criminal convictions and offences to ensure you are able to do the regulated role you are applying for.

We are allowed to use your personal information in this way to carry out our employment law obligations.

Automated Decision Making

Automated decision-making takes place when an electronic system uses personal information to make a decision without human intervention. We are allowed to use automated decision-making in the following circumstances:

Where we have notified you of the decision and given you 21 days to request a reconsideration.
Where it is necessary to perform the contract with you and appropriate measures are in place to safeguard your rights.
In limited circumstances, with your explicit written consent and where appropriate measures are in place to safeguard your rights.

If we make an automated decision on the basis of any particularly sensitive personal information, we must have either your explicit written consent or it must be justified in the public interest, and we must also put in place appropriate measures to safeguard your rights.

You will not be subject to decisions that will have a significant impact on you based solely on automated decision-making, unless we have a lawful basis for doing so and we have notified you.

We do not envisage that any decisions will be taken about you using automated means, however we will notify you in writing if this position changes.

Data Sharing

We may have to share your data with third parties, including third-party service providers, other entities in the group and clients where you are working for a client.

We require third parties to respect the security of your data and to treat it in accordance with the law.

We may transfer your personal information outside the EU.

If we do, you can expect a similar degree of protection in respect of your personal information.

9.1 Why might you share my personal information with third parties?

We will share your personal information with third parties where required by law, where it is necessary to administer the working relationship with you or where we have another legitimate interest in doing so.

9.2 Which third-party service providers process my personal information?

"Third parties" includes third-party service providers (including contractors and designated agents) other entities within our group and clients where you are working for a client. The following activities are carried out by third-party service providers: payroll, pension administration, benefits provision and administration.

9.3 How secure is my information with third-party service providers and other entities in our group?

All our third-party service providers and other entities in the group are required to take appropriate security measures to protect your personal information in line with our policies. We do not allow our third-party service providers to use your personal data for their own purposes. We only permit them to process your personal data for specified purposes and in accordance with our instructions.

9.4 When might you share my personal information with other entities in the group?

We will share your personal information with other entities in our group [as part of our regular reporting activities on company performance, in the context of a business reorganisation or group restructuring exercise, for system maintenance support and hosting of data.

9.5 What about other third parties?

We may share your personal information with other third parties, for example in the context of the possible sale or restructuring of the business or TUPE transfer. We may also need to share your personal information with a regulator or to otherwise comply with the law.

9.6 Transferring information outside the EU

It is very unlikely that we will transfer the personal information we collect about you outside the EU unless, for example, you are relocating to work there. If we need to do so, we will discuss this with you and obtain your consent beforehand.

Data Security

We have put in place measures to protect the security of your information. Details of these measures are available upon request.

Third parties will only process your personal information on our instructions and where they have agreed to treat the information confidentially and to keep it secure.

We have put in place appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal information to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal information on our instructions and they are subject to a duty of confidentiality. Details of these measures can be found in the security policies.

We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.

Data Retention

11.1 How long will you use my information for?

We will only retain your personal information for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. Details of retention periods for different aspects of your personal information are available in our retention policy which is available from ROAR or HRadmin@morson.com, where applicable. To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.

In some circumstances we may anonymise your personal information so that it can no longer be associated with you, in which case we may use such information without further notice to you. Once you are no longer an employee, worker or contractor of the company we will retain and securely destroy your personal information in accordance with our data retention policy.

Rights of Access, Correction, Erasure and Restriction

It is important that the personal information we hold about you is accurate and current. Please keep us informed if your personal information changes during your working relationship with us.

Under certain circumstances, by law you have the right to:

Request access to your personal information (commonly known as a "data subject access request"). This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it.
Request correction of the personal information that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.
Request erasure of your personal information. This enables you to ask us to delete or remove personal information where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal information where you have exercised your right to object to processing (see below).
Object to processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal information for direct marketing purposes.
Request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of personal information about you, for example if you want us to establish its accuracy or the reason for processing it.
Request the transfer of your personal information to another party.

If you want to review, verify, correct or request erasure of your personal information, object to the processing of your personal data, or request that we transfer a copy of your personal information to another party, please contact the HR department at HRadmin@morson.com in writing.

You will not have to pay a fee to access your personal information (or to exercise any of the other rights). However, we may charge a reasonable fee if your request for access is clearly unfounded or excessive. Alternatively, we may refuse to comply with the request in such circumstances.

We may need to request specific information from you to help us confirm your identity and ensure your right to access the information (or to exercise any of your other rights). This is another appropriate security measure to ensure that personal information is not disclosed to any person who has no right to receive it.

Right to Withdraw Consent

In the limited circumstances where you may have provided your consent to the collection, processing and transfer of your personal information for a specific purpose, you have the right to withdraw your consent for that specific processing at any time. To withdraw your consent, please contact Hradmin@morson.com. Once we have received notification that you have withdrawn your consent, we will no longer process your information for the purpose or purposes you originally agreed to, unless we have another legitimate basis for doing so in law.

Compliance

We have appointed a Compliance and Assurance Director to oversee compliance with this privacy notice. If you have any questions about this privacy notice or how we handle your personal information, please contact the Compliance and Assurance Director. You have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues.

Changes to this Privacy Notice

We reserve the right to update this privacy notice at any time, and we will provide you with a new privacy notice when we make any substantial updates. We may also notify you in other ways from time to time about the processing of your personal information.

If you have any questions about this privacy notice, please contact the HR department or Morson Contracts Office, where applicable.

What We Use Your Personal Data For	Legal basis
Collecting your data from you and other sources	Consent
Storing your details on our database	Consent
Providing you with our recruitment services and to facilitate the recruitment process	Consent
To match your skill sets with job vacancies	Consent
To put forward your details to our clients and prospective employers for you to be considered for vacancies	Consent
To place you with our clients and prospective employers	Consent
To keep you informed of available opportunities as they arise	Consent
Checking you are legally entitled to work in the UK	To comply with our legal obligations
To put in place contractual arrangements and documentation once a role has been secured	To comply with our legal obligations.
For the performance of our contract with you	To perform the contract and to comply with our legal obligations
To facilitate our payroll and invoicing process	To perform the contract and to comply with our legal obligations
To manage fatigue in accordance with VHRL FMS for the purpose of health and safety	To perform the contract and to comply with our legal obligations
To administer and/or manage your placement	Our legitimate interest namely to provide a service to our clients
What We Use Your Special Personal Data For	Legal basis
To undertake relevant security and criminal record checks as required by our clients and prospective employers	To comply with our legal obligations in connection with employment law and/or with your explicit consent
To deal with any medical and health and safety issues arising in relation to certain positions	To comply with our legal obligations in respect to employment law and/or your explicit consent
Equal opportunities monitoring and compliance with discrimination law	To comply with our legal obligations (or in public interest)
To help us establish to exercise, establish or defend legal claims (this could involve personal data and special data)	Our legitimate interests i.e. defending a claim and as it is necessary for dealing with claims

What We Use Your Personal Data For	Legal basis
To contact individuals in an emergency	For our legitimate interests i.e. to ensure an emergency situation is properly managed
To obtain references	For our legitimate interest - to ensure we offer a good service to our clients to check credentials

What We Use Your Personal Data For	Legal basis
To enable us to contact our clients	For our legitimate interest - to enable us to offer our services to clients

Vital Human Resources Ltd Privacy Policies

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