Main Event Security is committed to protecting the privacy and security of your personal information and we will always treat you and your data with the respect you deserve.
This Privacy Notice covers how we collect, use, store and disclose the data that you supply to us and your rights about data that we hold about you. It applies to current and former employees, workers, volunteers, interns and contractors and does not form part of any contract of employment or other contract to provide services. For more information please contact the Data Protection officer – L Mills who will provide you with our Data Protection Policy.
THE INFORMATION WE COLLECT FROM YOU
Personal individual 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). 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.
- Marital status and dependants.
- Next of kin and emergency contact information.
- National Insurance number.
- Bank account details, travel logs and expenses and tax status information.
- Start date.
- Location of employment or workplace.
- Access to your DVLA portal (where applicable).
- Recruitment information (including copies of right to work documentation, passport, references and other information included in a CV or cover letter or as part of the application process).
- Employment records (including job titles, work history, working hours, training records and professional memberships).
- Compensation history.
- Performance information.
- CCTV footage and other information obtained through electronic means such as swipecard records.
- Information about your use of our information and communications systems.
- Insurance information, i.e. Professional liability cover. (for self employed staff)
We may also collect, store and use “special categories” of more sensitive personal data which require a higher level of protection:
- Information about your health, including any medical condition, health and sickness records (including Occupational Health records).
- Absence notes
- Information about your race or ethnicity, religious beliefs, sexual orientation and political opinions.
- Trade union membership.
- Genetic information and biometric data.
- Information about criminal convictions and offences.
How the information is collected
We collect personal information through the application and recruitment process, either directly from candidates or sometimes from an employment agency. We may sometimes collect additional information from third parties including former employers or other background check agencies. We may collect additional personal information in the course of job-related activities throughout the period of you working for us.
When we will use your personal information
We need all the categories of information identified above 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). We will process your personal information as follows, the asterisks show the purpose for processing:
|Purpose||Type of data||Lawful basis|
|Making a decision about your recruitment or appointment.||1, 12, 13||***|
|Determining the terms on which you work for us.||8, 9, 10, 12, 13||***|
|Checking you are legally entitled to work in the UK.||1, 2, 6, 11||**|
|Paying you and, if you are an employee, deducting tax and National Insurance contributions.||1, 6, 7, 8, 24||** *|
|Administering the contract we have entered into with you.||1, 5, 6, 7, 8, 9, 10, 15, 16, 22||*** *|
|Business management and planning, including accounting and auditing.||1, 2, 3, 6, 7, 8, 9, 10, 15, 16, 18, 20, 22, 23||***|
|Conducting performance reviews, managing performance and determining performance requirements.||1, 8, 9, 10, 15, 16, 17, 18, 22||*** *|
|Making decisions about fee reviews and compensation.||1, 7, 8, 9, 10, 12, 13, 15, 16, 17, 18||*** *|
|Assessing qualifications for a particular job or task, including decisions about promotions.||1, 12, 13, 15, 16, 22||*** *|
|Making decisions about your continued employment or engagement.||1, 15, 16, 17, 18, 22, 25|
|Making arrangements for the termination of our working relationship.||1, 6, 7, 8, 15, 16, 22||*** *|
|Education, training and development requirements.|
|1, 13, 15, 16, 22||*** *|
|Dealing with legal disputes involving you, or other employees, workers and contractors, including accidents at work.||1, 7, 8, 14, 15, 16, 17, 18, 19, 20, 21, 22, 24||***|
|Ascertaining your fitness to work and managing sickness absence.||1, 2, 3, 4, 5, 10, 15,16, 17, 18, 19, 20, 22||*** *|
|Complying with health and safety obligations.||1, 5, 10, 22||** *|
|To prevent fraud.||1, 6, 7, 11, 12, 13, 24||***|
|To monitor your use of our information and communication systems to ensure compliance with our IT policies.||1, 17, 18||***|
|To ensure network and information security, including preventing unauthorised access to our computer and electronic communications systems and preventing malicious software distribution.||1, 17, 18||***|
|To conduct data analytics studies to review and better understand employee retention and attrition rates.||1, 2, 3, 4, 20, 22||***|
|Equal opportunities monitoring.||1, 2, 3, 4, 20, 22||***|
|Insurance information, i.e. Professional liability cover||20||*** *|
Please refer to our Data Security Policy, in the Staff Portal Documents which provides more detail on how we collect your data, the basis on which we hold it and how we store, use and destroy it.
Failure to provide 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 we may be prevented from complying with our legal obligations (such as to ensure the health and safety of our workers).
SENSITIVE PERSONAL INFORMATION
“Special categories” of particularly sensitive personal information require higher levels of protection. 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 Data Protection Policy.
- Where it is needed in the public interest, such as for equal opportunities monitoring 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.
Our obligations 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.
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 our Data Protection Policy.
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 may also process such information about members or former members in the course of legitimate business activities with the appropriate safeguards.
We envisage that we will hold information about criminal convictions and access your DBS portal.
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 in the following ways:
- Ensure you are compliant with the SIA requirements
- Assess your suitability for roles
We are allowed to use your personal information in this way to carry out our obligations.
Your duty to inform us of changes
It is important that the personal information we hold about you is accurate and current, so please let us know if your information changes.
We may have to share your data with third parties, including third-party service providers (including contractors and designated agents); other entities in the group; in the context of a sale of the business; or with a regulator or to otherwise comply with the law; our insurers and/or professional advisers to manage risks legal disputes. The following activities are carried out by third-party service providers: payroll, pension administration, benefits provision
We do this 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.
We require third parties to respect the security of your data and to treat it in accordance with the law.
Transfers of data outside of the EU
We may transfer the personal information we collect about you outside the EU in order to perform our contract with you. We use Microsoft Sharepoint which covers our email servers and cloud-based file storage system, further information is available from the person responsible for Data Protection in our Company.
We must store most of your HR data for a period of at least 6 years following the termination of your employment; some personal financial data will be destroyed after 2 years; Health and Safety information must be held for a minimum of 40 years.
Your rights in connection with personal information
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. Please refer to our DSAR Procedure for more information.
- 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.
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. Please contact the person responsible for Data Protection in pour Company.
COMPLAINTS & QUESTIONS
If you have any questions about this privacy notice or how we handle your personal information, please contact the person responsible for Data Protection in our Company. If we have breached our duty of care, we will take appropriate action.
If you are not satisfied by our response you also 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 (Email: firstname.lastname@example.org)
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.
Privacy Notice: Updated 20th May 2018
WEBSITE Terms & Conditions
Your access to this website and your use of the services provided through it is subject to these legally binding terms and conditions. Please read them carefully.
Disclaimer of Warranty and Limitation of Liability.
1. The information on this website is general information provided as a guide to the services provided by Main Event Security Limited (“Main Event Security”). Main Event Security excludes all liability for loss or damage suffered by you as a result of your reliance on the information on this website.
2. This website may contain content and links to content provided and maintained by third parties (“Third Party Content”). Main Event Security makes no representation or warranty as to the accuracy or reliability of any of the Third Party content and excludes all liability for loss or damage suffered by you as a result of your reliance on the Third Party Content.
1. Main Event Security is committed to safeguarding your personal privacy. We recognise that you have a right to control how your personal information is collected and used. We know that providing personal information is an act of trust and we take that seriously. Unless you directly give us consent to do otherwise, Main Event Security will only collect and use your personal information provided using this web site as set out below.
3. As Main Event Security recognises the trust you place in us when you give us personal information, we will not use or disclose any information about you provided using this web site for other purposes without your consent, except for in exceptional cases such as if disclosure is required by laws or is necessary to protect the rights or property of Main Event Security, or any member of the public, or to lessen a serious threat to a person’s health or safety.
4. Main Event Security may provide links to web sites outside of this site. These linked sites are not under the control of Main Event Security, and we are not responsible for the conduct of companies linked to our web site. Before disclosing your personal information on any other web site, we advise you to examine the Terms and Conditions of those web sites.
Intellectual Property (Copyright)
1. You acknowledge and agree that the content (including without limitation the text, graphics, photographs, sound or other material presented on this website (“Content”) is protected by copyright, trade mark, patents or other proprietary rights and laws. You are only permitted to use the Content as authorised by Main Event Security.
Use of this Website
2. The Internet is not error or fault free and that you may experience interruptions and difficulties accessing this website from time to time.
3. We may immediately and without notice suspend the operation of this website during any technical failure, modification or maintenance involving the website; or if we, acting reasonably, deem it necessary to protect against fraudulent or illegal use or to otherwise protect us or our service providers from legal liability.
Misuse of this Website
1. You must not hack into this website or our computer systems. Hacking means malicious damage or interference and includes, without limitation, mail bombing, propagating viruses, worms or other types of malicious programs, deliberate attempts to overload a system, broadcast attacks or any other method designed to damage or interfere with the operation of a computer system or website; or use robots or any other automated system to take information or data from this website.
1. These terms and conditions are be governed by the laws in force in the United Kingdom and each party hereto irrevocably submits to the exclusive jurisdiction of the Courts of the UK.
2. Any enquiries regarding this website or the content contained within, should be directed to Main Event Security limited.
3. We may at any time revise these Terms by updating this posting. You are bound by any such revisions and should therefore periodically visit this page to review the then-current Terms.
4. These Terms and Conditions are copyright ©2009 – 2018 Main Event Security Limited.