Aero Metals Alliance UK Limited “the Company” is a “data controller”. This means we are responsible for deciding how we hold and use personal information about you.
This policy applies to current and former employees, workers and contractors. This policy does not form part of a contract of employment or any contract to provide services and may be updated at any time.
The Company is committed to protecting the privacy and security of your personal information. The Company is committed to being clear and transparent about how it collects and uses that data and to meeting its data protection obligations.
The detail of the policy is broken down into fourteen sections which are:
The Company will comply with data protection law. This means that the personal information we hold about you must be:
The Company collects and processes a range of personal information (personal data) about you. Personal data means any information about an individual from which the persona can be identified.
We may also collect, store and use the following special categories or more sensitive personal information:
The Company collects this information in a variety of ways. For example, data is collected through the application and recruitment process and during work-related activities throughout the period of working for us.
In some cases, the Company collects personal data about you from third parties, such as references supplied by former employers, information from employment background check providers, information from credit reference agencies and information from criminal records checks permitted by law.
Data is stored in a range of different places, including in your personnel file, in the Company’s HR systems and in other IT systems (including the Company’s email system).
The Company needs to process data to enter into an employment contract with you and to meet its obligations under your employment contract.
In addition, the Company needs to process data to ensure that we are complying with our legal obligations, for example, we are required to check an employee’s entitlement to work in the UK.
In other cases, the Company has a legitimate interest in processing personal data before, during and after the end of the employment relationship.
Situation in which we will process your personal information are listed below:
In order to:
If you do not provide certain information when requested, the Company may not be able to perform the contract we have entered into with you, such as paying you or providing a benefit. You may also have to provide the Company with data in order to exercise statutory rights, for example in relation to statutory leave entitlements.
The Company will only use your personal information for the purpose for which it was collected 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 advise you of this and explain the legal basis which allows us to do so.
You should be aware that we may process your personal information without your knowledge or consent where this is required or permitted by law.
Some special categories of personal data, such as information about health or medical conditions, are processed to carry out employment law obligations (for example, in relation to employees with disabilities and for health and safety purposes).
We do not 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.
Our employment decisions are not based solely on automated decision-making.
The Company will only retain your personal information for as long as is necessary to fulfil the purposes for which it was collected and processed, including for the purposes of satisfying any legal, tax, health and safety, reporting or accounting requirements.
The Company will generally hold your personal information for the duration of your employment or engagement. The exceptions are:
Once you have left employment or your engagement has been terminated, we will generally hold your personal information for one year after the termination of your employment or engagement, but this is subject to:
We will hold payroll, wage and tax records (including salary, bonuses, overtime, expenses, benefits and pension information, National Insurance number, PAYE records, tax code and tax status information) for six years after the termination of your employment or engagement.
Your personal information may be shared internally within the Company, including with members of the HR department, payroll staff, your line manager, other managers in the department in which you work and IT staff if access to your personal information is necessary for the performance of their roles.
The Company may also share your personal information with third-party service providers (and their designated agents), including:
We may also need to share your personal information with a regulator or to otherwise comply with the law.
The Company shares your data with third parties where required by law, where it is necessary in order to administer the working relationship with you or where we have another legitimate interest in doing so. For example, a third-party provider carries out pension scheme administration on behalf of the Company. In all cases data is protected by security measures.
Any data transferred to countries outside the European Economic Area (EEA) will be protected by appropriate security measures. If you require further information, please contact the IT Director (contact details below).
The Company takes the security of your data seriously. The Company has internal policies and controls in place to prevent your data being lost, accidentally destroyed, misused or disclosed, and is not accessed except by its employees in the performance of their duties. Details of these measures are available on request.
When the Company engages third parties to process personal data on its behalf, they do 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.
It is important that the personal information we hold abut you is accurate and current. Please be sure to keep us informed if your personal information changes during your time working with us.
As a data subject, you have a number of rights. You can:
If you would like to exercise any of these rights, or you have any questions about the policy, please contact the Company Secretary or the IT Director.
If you believe that the Company has not complied with your data protection rights, you have the right to make a complaint to the Information Commissioner’s Office.
Morag Hale, Company Secretary
Peter Moriarty, IT Director