Staff Privacy
Notice

We use the following information to carry out the contract we have with you, provide you access to  business services required for your role and manage our human resources processes. 
– Personal contact details such as your name, address, contact telephone numbers (landline  and mobile) and personal email addresses 
– Date of birth, gender and NI number 
– A copy of your passport, driving licence, birth and marriage certificates or similar ID and/or  proof of address documents 
– Marital status, next of kin, emergency contacts, beneficiaries and their contact information  – Employment and education history including your qualifications, training records, job  application, employment references, right to work information and details of any criminal  convictions that you declare 
– Location of work and/or workplace 
– Your responses to staff surveys, if the data is not anonymised 
– Secondary employment and volunteering information 
– Equal Opportunities Information 
We realise that your emergency contact(s) may not have heard of Fred. Olsen so we ask you to  inform them that you will be sharing their information with us. If they have any queries, they can  contact us using the details we have provided in this notice.

We process this information for the payment of your salary, pension and other employment related  benefits. We also process it for the administration of statutory and contractual leave entitlements  such as holiday or maternity leave. 
– Information about your job role and your employment contract including your start and  leave dates, salary (including grade and salary band), any changes to your employment  contract, working pattern (including any requests for flexible working). 
– Details of your time spent working and any overtime, expenses or other payments claimed,  including details of any loans such as for travel season tickets. 
– Details of any leave including sick leave, holidays, special leave etc. 
– Pension details including membership of both state and occupational pension schemes  (current and previous). 
– Your bank account details, payroll records and tax status information. 
– Trade Union membership for the purpose of the deduction of subscriptions directly from  salary. 
– Details relating to Maternity, Paternity, Shared Parental and Adoption leave and pay. This  includes forms applying for the relevant leave, copies of forms/matching certificates and any  other relevant documentation relating to the nature of the leave you will be taking. – To manage and administer employee engagement, recognition and rewards scheme(s). 

We use this information to assess your performance, to conduct pay and grading reviews and to deal  with any employer / employee related disputes. We also use it to meet the training and  development needs required for your role. 
– Information relating to your performance at work e.g. PDRs, promotions. – Grievance and dignity at work matters and investigations to which you may be a party or  witness. 
– Disciplinary records and documentation related to any investigations, hearings and  warnings/penalties issued. 
– Whistleblowing concerns raised by you, or to which you may be a party or witness – Information related to your training history and development needs.

We use this information to assess your compliance with group policies and procedures and to ensure  the security of our premises, IT systems and Staff. 
– Information about your access to data held by us for the purposes. 
– of criminal enforcement if you are involved with this work. 
– Information derived from monitoring IT acceptable use standards. 
– Photos and CCTV images. 
– Swipe card, door entry records.

We use the following information to comply with our legal obligations and for equal opportunities  monitoring. We also use it to ensure the health, safety and wellbeing of our employees. 
– Health and wellbeing information either declared by you or obtained from health checks,  eye examinations, occupational health referrals and reports, sick leave forms, health  management questionnaires or fit notes i.e. Statement of Fitness for Work from your GP or  hospital.
^{Page 2 of 6} FOL001 FOL_PN_Staff 
– Accident records if you have an accident at work. 
– Details of any desk audits, access needs or reasonable adjustments. 
– Information you have provided regarding Protected Characteristics as defined by the  Equality Act and s.75 of the Northern Ireland Act 1998 for the purpose of equal  opportunities monitoring. This includes racial or ethnic origin, religious beliefs, disability  status, and gender identification and may be extended to include other protected  characteristics. 
– Health information, including health screening, COVID-19 symptom checks, temperature  screening and checks, and actual or possible exposure to individuals who may be displaying  symptoms of the COVID-19 virus, or similar infectious diseases.  
You can choose not to provide diversity information if you wish.

We get information about you from the following sources: 
– Directly from you. 
– From an employment agency. 
– From your employer if you are a secondee. 
– From referees, either external or internal. 
– From doctors, Occupational Health and other health providers. 
– From pension administrators and other government departments, e.g. tax details from  HMRC. 
– From your trade union (if applicable). 
– From providers of staff benefits. 
– Photographic images or recording using our own CCTV systems. 
We will collect additional personal information in the course of job-related activities throughout the  period you work for us. 

Depending on the processing activity, we rely on the following lawful basis for processing your  personal data under the General Data protection Regulation (GDPR): 
– Article 6(1)(b) which relates to processing necessary for the performance of a contract.
– Article 6(1)(c) so we can comply with our legal obligations as your employer.
– Article 6(1)(d) in order to protect your vital interests or those of another person. – Article 6(1)(f) for the purposes of our legitimate interest.

Where the information we process is special category data, for example your health data, the  additional bases for processing that we rely on are: 
– Article 9(2)(b) which relates to carrying out our obligations and exercising our rights in  employment and the safeguarding of your fundamental rights. 
– Article 9(2)(c) to protect your vital interests or those of another person where you are  incapable of giving consent. 
– Article 9(2)(f) for the establishment, exercise or defence of legal claims. 
– Article 9(2)(h) for the purposes of preventative or occupational medicine and assessing your  working capacity as an employee. 
In addition, we rely on processing conditions at Schedule 1 part 1 paragraph 1 and Schedule 1 part 1  paragraph 2(2)(a) and (b) of the Data Protection Act 2018 (DPA). These relate to the processing of 
^{Page 3 of 6} FOL001 FOL_PN_Staff 
special category data for employment purposes, preventative or occupational medicine and the assessment of your working capacity as an employee. Our Appropriate Policy Document provides  further information about this processing.

In some circumstances, such as under a court order, we are legally obliged to share information. We  may also share information about you with third parties including government agencies and external  auditors. For example, we may share information about you with HMRC for the purpose of collecting  tax and national insurance contributions. 
We will share your personal data with our employee benefits broker and providers and if necessary  legal or professional advisors. Our benefits broker is Punter Southall, they are based in the UK and  receive name and employment dates. Punter Southall will liaise with the employee benefits provider  who will contact you requesting any information they require to fulfil the benefit. As benefits we  provide: 
– Medical care. 
– Childcare vouchers. 
– Death in service. 
– Life assurance. 
– Income protection. 
– Gym membership. 
– Critical illness. 
– Pension.

Data processors are third parties who provide certain parts of our staff services for us. We have  contracts in place with them and they cannot do anything with your personal information unless we  have instructed them to do so. Our current data processors are listed below. 

• HR Recruit  – Applicant tracking system for recruitment
• Sterling Check – pre-employment background checks 
• BUPA – Private medical care
• Optima Health – Occupational health and wellbeing
• Zurich Insurance UK – Health and wellbeing solutions
• Canada Life UK – Health and wellbeing solutions
• Aviva – Partnership pension provider
• Mercer Limited – Pension consultancy & governance services
• MediGold Health – Occupational health and wellbeing solutions
• Gipping Occupational Health – Occupational health and wellbeing solutions
• Zellis Services Ireland Ltd. – HR, Payroll, Managed Services
• Invu Services Limited – On-line filing system
• Impulse – Staff surveys and exit interview storage 
• TLT – Legal services provider
• Howden Insurance Brokers Limited – Health Insurance broker
• Reward Gateway (UK) Ltd – Employee engagement and recognition platform 

We do not share your data with any third-party based outside of the European Economic Area (EEA) during your employment with us unless we have to book international travel for you which you will  be informed about prior to travel. 
We offer training as part of our employees ongoing professional development. We will have to  transfer some of your data to the training provider to enrol you on the course. We use a variety of  training providers depending on the training course.

As per the requirements of HR regulations that the Fred. Olsen are bound by requires all data  pertaining to employees to be retained for up to 7 years after you cease to work for us. You may  invoke any of your rights listed below in the event you would like to find out what information Fred.  Olsen store on you. 
We retain applicant data for up to 12 months.

Individuals have certain rights regarding their personal data and how it is processed. For more  information on your rights, see the Information Commissioner’s website. 

You also have the right to lodge a complaint with the Information Commissioner as the relevant  supervisory authority.  

You can invoke any of your rights by using the contact details listed in this notice. Please be aware  that we can ask for identification documents to confirm we are disclosing information to the correct  person. If you ask someone to act exercise these rights on your behalf, we will ask them to show they have the authority to act on your behalf and ask for proof of their identity.

It is mandatory that you provide us with your personal information prior to us employing you or  drafting your employment contract. If you do not provide us with all of the personal information, we require we will not be able to employ you. 

We do not conduct any automated decision making or profiling on Staff data.