Internal Data Protection Policy

This policy outlines how SY Plus Limited collects and processes personal data relating to its employees managing the employment relationship. We are committed to being transparent about how we collect and use data and to meet current data protection regulations.

The Company is fully committed to compliance with the requirements of the Data Protection Act 2018 and all other data protection legislation currently in force. The Regulation applies to anyone processing personal data and sets out principles which should be followed and gives rights to those whose data is being processed.

We collect and process a range of information about you. This includes:

This information may be collected in a variety of ways. For example, data might be collected through application forms, CVs or resumes; obtained from your passport or other identity documents such as your driving licence; from forms completed by you at the start of or during employment (such as benefit nomination forms); from correspondence with you; or through interviews, meetings or other assessments.

In some cases, we may collect personal data about you from third parties, such as references supplied by former employers.

Data will be stored in a range of different places, including in your personnel file, in the HR management systems and in other IT systems (including SY Plus Limited email system).

SY Plus Limited needs to process data to enter an employment contract with you and to meet its obligations under your employment contract. For example, it needs to process your data to provide you with an employment contract, to pay you in accordance with your employment contract and to administer benefits, pension and insurance entitlements.

In some cases, we need to process data to ensure that it is complying with its legal obligations. For example, it is required to check an employee's entitlement to work in the UK, to deduct tax, to comply with health and safety laws and to enable employees to take periods of leave to which they are entitled.

In other cases, SY Plus Limited has a legitimate interest in processing personal data before, during and after the end of the employment relationship. Processing employee data allows us to:

Some special categories of personal data, such as information about health or medical conditions, are processed to carry out employment law obligations (such as those in relation to employees with disabilities, DBS checks and any activity as required by the FCA).

Where we process other special categories of personal data, such as information about ethnic origin, sexual orientation, health or religion or belief, this is done for the purposes of equal opportunities monitoring. Data that is used for these purposes is anonymised or collected with the express consent of employees, which can be withdrawn at any time.

Employees are entirely free to decide whether or not to provide such data and there are no consequences of failing to do so.

Your information may be shared internally, including with members of the HR and recruitment team (including payroll), your line manager, managers in the business area in which you work and IT staff if access to the data is necessary for performance of their roles.

We may share your data with third parties in order to obtain pre-employment references from other employers, obtain employment background checks from third-party providers and obtain necessary criminal records checks from the Disclosure and Barring Service. We may also share your data with third parties in the context of a sale of some or all of its business. In those circumstances the data will be subject to confidentiality arrangements.

SY Plus Limited also shares your data with third parties that process data on its behalf, in connection with payroll, the provision of benefits and the provision of occupational health services.

We will not transfer your data to countries outside the European Economic Area unless you’re sharing your information as part of your role within the business.

SY Plus Limited takes the security of your data seriously. We have internal policies and controls in place to try to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by its employees in the performance of their duties.

Where we engage third parties to process personal data on its behalf, this is done so on the basis of written instructions, are under a duty of confidentiality and are obliged to implement appropriate technical and organisational measures to ensure the security of data.

We will hold your personal data for the duration of your employment. We will hold your personal data up to three years after the tax year.

As a data subject, you have a number of rights. You can:

If you believe that the organisation has not complied with your data protection rights, you can speak with the Operations Director and/or alternatively complain to the Information Commissioner at ico.org.uk

You have some obligations under your employment contract to provide the organisation with data. In particular, you are required to report absences from work and may be required to provide information about disciplinary or other matters under the implied duty of good faith. You may also have to provide the organisation with data in order to exercise your statutory rights, such as in relation to statutory leave entitlements. Failing to provide the data may mean that you are unable to exercise your statutory rights.

Certain information, such as contact details, your right to work in the UK and payment details, have to be provided to enable the organisation to enter a contract of employment with you. If you do not provide other information, this will hinder the organisation's ability to administer the rights and obligations arising as a result of the employment relationship efficiently.

Employment decisions are not based solely on automated decision-making.

Updates may be made to this policy at any time due to internal changes or changes with Data Protection regulations.

If you have any questions relating to this policy the please email DPO@syplus.co.uk