Job applicants, current and former employees
OSS Limited is the data controller for the information you provide when submitting a job application and for the information we hold about you as an employee and for a period after you leave our employment.
What will we do with your personal information?
All of the information you provide during the recruitment process and that we hold during your period of employment will only be used for the purpose of progressing your application and in accordance with employment law and other contractual or legal obligations.
We will not share any of your information with any third parties for any other purposes nor store any of your information outside of the European Economic Area. Your information will be held securely by us whether the information is in electronic or physical format.
Access to your personal information is carefully controlled and restricted to our HR staff and other staff who have a legitimate business interest in processing your data such as your line manager, payroll staff etc. Authorised staff will only have access to those parts of your data necessary for them to carry out their normal business functions.
What information do we keep about you and why?
We collect and process information about you for employment purposes. During the recruitment process, much of the information will have been provided by you but some may come from other sources such as your chosen referees, the Disclosure and Barring Service etc.
The sort of information that we hold includes but is not limited to your application form and references, your contract of employment, correspondence with or about you such as a letter to a mortgage company or letting agent confirming your salary; emergency contact details; information needed for payroll or expenses purposes; accident reports; records of holiday, sickness or other absences; training records, appraisals and supervisions; and, where appropriate, any disciplinary or grievance records.
Where necessary, we may keep information about your health. This may include reasons for absence and GP reports. This information will be used to comply with our health and safety and occupational health obligations. We will also need this data to administer and manage statutory sick pay.
Where we process other special categories of information such as your racial or ethnic origin, religion and sexual orientation, we will only do this with your consent. You have the right to withdraw your consent at any time. If you choose to provide this data, we will use this in an anonymised and aggregated form and for statistical purposes only.
How long is your information kept for?
If your recruitment application is successful, the information you provide during the application process will be retained by us as part of your employee file for the duration of your employment plus 6 years following the end of your employment. This includes your criminal records declaration, fitness to work, records of any security checks and references.
If you are unsuccessful at any stage of the recruitment process, the information you have provided until that point will be retained for 6 months and then securely destroyed.
Under the General Data Protection Regulation, you have rights as an individual which you can exercise in relation to the information we hold about you.
Complaints or concerns
We try to meet the highest standards to ensure that your information is handled confidentially at all stages. This privacy notice was drafted with brevity and clarity in mind. It is not intended to provide exhaustive detail of all aspects of our collection and use of your personal information. If you have any concerns about how we process your data, you can contact MHC People Services who will try to resolve your concern to your satisfaction.
You have the right to complain to the Information Commissioner’s Office if you believe that we have not handled your data in accordance with the General Data Protection Regulation. The information Commissioner’s Office can be contacted via:
Email: [email protected]