Privacy Policy | Tilia Homes

We are committed to maintaining the privacy of our current colleagues and former employees. We comply with data protection laws that are applicable in respect of data processing within the UK. Together with any supplier who we engage with that may facilitate benefits and other employment related services, we determine the purposes and the manner in which personal data is processed.

This privacy notice sets out how we collect, use and protect your personal information and your rights in relation to your information.

What type of data do we collect?

As part of your employment it is necessary for us to collect and process personal data about you. Categories of personal data that we collect includes:

personal details (for example, your name, date of birth)
your contact details (for example, your address, phone number and e-mail address)
your salary, annual leave, pension and benefits details
attendance records
training and development records
performance information
disciplinary and grievance information
recruitment information (for example, copies of right to work documentation, references and other information included in a CV or cover letter or as part of the application process)
bank account details, payroll records and tax status information
details of your eligibility to work
where relevant, details of your working preferences

We are an equal opportunities employer and therefore may also collect data in line with our Equality and Diversity policy (for example, your gender or ethnicity).

In those cases where the information we hold about you was not provided directly by you, that information will usually come either from recruitment companies that assist us with our recruitment process or from publicly available sources.

How will we use your data?

Your personal data will be stored, processed, used and disclosed by us in the following ways:

To administer the contract we have entered into with you
To conduct performance reviews, managing performance and determining performance requirements
To gather evidence for possible grievance or disciplinary hearings
To deal with legal disputes involving you, or other employees, workers and contractors including accidents at work
To provide you with information about suitable jobs within the business
To send your data to third parties where appropriate (see details below)
To answer your questions and enquiries
To improve the administration, structuring and management of group companies (as listed below)
As part of our reporting activities to third parties involved in the management of the business including investors, shareholders and controlling parties.

Do we pass data to third parties?

We (or an agent working on our behalf) may pass your personal data to third parties for the purposes listed above. These third parties may include, where applicable:

Companies who we send information to for the purpose completing a driving assessment, such as the Driver and Vehicle Licensing Agency (DVLA)
Companies that perform background checks for us
Companies involved in the administration, structuring and management of our business including investors, shareholders and controlling parties Health professionals
Our Life Assurance provider as part of our benefits package
Our pension provider
Our Health care provider
Our joint venture partners or other companies where you may reasonably be required to work
Our group companies including Untypical Limited (registration number CMP68992) and Hopkins Homes Limited (company number 02845498)

We may pass your personal data to government bodies, regulators, law enforcement agencies, courts/tribunals and insurers where we are required to do so.

Where necessary, we or our data processors may transfer or share personal information outside of the UK. When doing so, we comply with the UK GDPR, making sure appropriate safeguards are in place.

How is my data safeguarded?

The security of your data is important to us. Access to the data is only provided to our staff and other third parties who need access in respect of your employment with us.

We have in place security measures to protect the security of your personal information and keep it confidential. We review these measures regularly to make sure they remain appropriate. We cannot guarantee the security of any third-party application you may use to transmit your data (for example, internet browsers).

We may transfer and process your data outside of the UK. Where your personal information is to be transferred outside the UK we will take reasonable steps to ensure that there are appropriate safeguards to protect your information.

We will keep your personal information for at least as long as we have a relationship with you or anyone whose personal information you have provided. When deciding how long to keep your personal information after our relationship with you has ended (for example, if you are no longer employed by us), we will keep your information for either 6 years or a period of time taking into account our legal, professional and regulatory obligations as well as any investigations that may arise (whichever is the longer).

On what grounds will we process your personal data?

We must have a legal reason to process your personal information. The information you provide will be processed:

to meet our legitimate interests as your employer
for our legitimate interests or the legitimate interests of third parties including a group company or a third party involved in the administration, management and structuring of our company
to enable us to review equal opportunities within the business

We must have a legal reason to process your personal information. The information you provide will be processed:

Your information

Your information registered with us, is available to view and amend. We encourage you to update any information about you if it is out of date or let us know of any changes.

Your data protection rights and how to complain

Under data protection law, you have rights including:

Your right of access - You have the right to ask us for copies of your personal data.

Your right to rectification - You have the right to ask us to rectify personal data you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.

Your right to erasure - You have the right to ask us to erase your personal data in certain circumstances.

Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal data in certain circumstances.

Your right to object to processing - You have the right to object to the processing of your personal data in certain circumstances.

Your right to data portability - You have the right to ask that we transfer the personal data you gave us to another organisation, or to you, in certain circumstances.

You don’t usually need to pay a fee to exercise your rights. If you make a request, we have one calendar month to respond to you.

To make a data protection rights request, please contact our Data Protection Officer, Danny Wilson at compliance@tiliahomes.co.uk.

In the event that you have cause for complaint please contact us and we will follow up to resolve this. If you have a data privacy related complaint, you also have the option to direct your complaint to the Information Commissioner’s Office (ICO).

The ICO's address:

Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113

Website: https://ico.org.uk/make-a-complaint/

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Tilia Homes Registered Office

Tungsten Building
Central Boulevard
Blythe Valley Business Park
Solihull
B90 8AU

Tilia Homes Data Protection Officer

Danny Wilson
Tungsten Building
Central Boulevard
Blythe Valley Business Park
Solihull
B90 8AU
compliance@tiliahomes.co.uk