Ringrose Law

Data Privacy Notice for Personnel and Job Applicants

Introduction

Ringrose Law is committed to protecting your personal data. This notice explains what personal data we collect about job applicants and personnel, how we use it, and your rights. Please read this notice carefully and contact us if you have any questions.

Who Collects Your Data?

Ringrose Law is the data controller, responsible for your personal data.

Data Protection Principles

We adhere to data protection principles as outlined in our Data Protection Policy, ensuring that your data is processed lawfully, fairly, and transparently.

What Data We Collect

We collect personal data relevant to both job applicants and personnel, including:

  • Personal Information: Name, contact details, emergency contacts.
  • Employment and Application Information: CVs, cover letters, job history, salary expectations, interview notes, references, employment contracts, salary, benefits, National Insurance, and tax details.
  • Identification: Nationality, immigration status, and any required documentation.
  • Health Information: Details of any sickness, absence records, and health-related data for employment purposes.
  • Performance and Conduct: Appraisals, grievances, and disciplinary records (for personnel).
  • Technology Usage: Information from our IT systems, communications, and access control systems.
  • HR Platforms: Data processed through HR platforms for recruitment, onboarding, performance management, employee rewards and wellbeing, and other HR functions.
  • Other Relevant Data: Information required for pension arrangements, driving licenses (if applicable), and criminal records checks (where necessary).

How We Collect Your Data

We gather data from multiple sources, including:

  • Directly from you (e.g., during the job application process, onboarding, and employment).
  • From your personnel records and managers (for personnel).
  • Through automated systems, such as IT and communication tools, HR platforms, time management systems, and CCTV.
  • From external sources such as the Home Office, recruitment agencies, and medical professionals.

Why We Use Your Data

We use your data to:

  • Manage the recruitment process, including evaluating job applications, conducting interviews, and making hiring decisions.
  • Manage your employment, including payroll, benefits, and legal obligations.
  • Ensure workplace safety and compliance with legal requirements.
  • Monitor performance, conduct, and attendance (for personnel).
  • Protect company systems, data, and confidential information.
  • Meet regulatory and corporate governance obligations.

Automatic Profiling

As part of our recruitment process, we may use automatic profiling to evaluate applications. This includes screening CVs, assessing qualifications, and ranking candidates based on predetermined criteria. Profiling helps us efficiently identify suitable candidates for roles within the firm. If you have concerns about this process, please contact us.

Internal Use of Personal Information - Staff Hub

  • Staff Information and Birthdays: We may display your name, job title, contact details, professional qualifications, and birthday on our internal staff hub to facilitate communication, collaboration, and to foster a positive work environment. You can request not to have your birthday shared by contacting HR or our Data Privacy Manager.

External Use of Personal Information

  • Website and Marketing: In compliance with SRA transparency rules and for marketing purposes, we may publish your name, job title, professional qualifications, and contact details on our public website. This may include professional profiles, biographies, and promotional materials.
  • Social Media and PR: Your name, job title, professional qualifications, and photos may be used in external communications, including social media posts, press releases, and other public relations materials. We will seek your consent before using your photo or personal details in certain contexts, especially where the use is extensive or personal in nature.

Legal Basis for Processing

We process your data under one or more of the following legal bases:

  • Contract: To fulfil our contractual obligations to you.
  • Legal Obligation: To comply with legal and regulatory requirements.
  • Legitimate Interests: For business and employment-related purposes, including recruitment, promoting the firm, and complying with regulatory requirements, unless overridden by your rights.
  • Consent: Where necessary, especially for the use of personal data in social media, PR, and marketing materials.

Who We Share Your Data With

We may share your data with:

  • Service Providers: Payroll, pension, HR platforms, and IT service providers who support our operations.
  • Recruitment Agencies: For managing the job application process.
  • External advisors and legal professionals: Barristers, solicitors, expert witnesses, and other legal professionals involved in legal matters related to your employment whether in connection with clients or yourself.
  • Regulatory Bodies: To comply with legal obligations and professional regulations.
  • PR Agencies and Media Outlets: For the distribution of press releases and PR materials.
  • Marketing Consultants: Who assist in creating and managing content.
  • Website developers: To manage and update the firm’s website.
  • Insurers and brokers: For arranging cover and managing insurance claims and benefits.
  • Emergency contacts and authorities: In case of emergencies or legal requirements.
  • Third parties in corporate transactions: In the event of significant business transactions or restructuring.

We ensure that any third parties we share your data with adhere to strict confidentiality and data protection standards.

Data Security

We implement security measures to protect your data from unauthorised access, use, or disclosure. Access to your data is restricted to those who need it for legitimate business purposes.

Data Retention

We retain your data only as long as necessary for recruitment, employment, and legal purposes. Specific retention periods are outlined in our Data Retention Guidelines available on the Staff Hub.

Your Rights

You have the right to:

  • Access your personal data.
  • Correct any inaccurate data.
  • Request erasure of data (right to be forgotten) in certain circumstances.
  • Restrict processing of your data in specific situations.
  • Object to processing based on legitimate interests.
  • Withdraw consent where processing is based on consent, particularly for marketing and PR purposes.

How to Exercise Your Rights

To exercise your rights, contact our Data Privacy Manager, David Heath:

  • Phone: 01636 594460
  • Email: sar@ringroselaw.co.uk
  • Post: Ringrose Law, PO Box 10997, Sleaford, NG34 4FG

Complaints

If you have concerns about how we use your data, please contact David Heath.

If we cannot resolve your issue, you can find out more about making a complaint with the Information Commissioner’s Office (ICO) at www.ico.org.uk/make-a-complaint.

Changes to This Notice

We may update this notice from time to time.

Any significant changes will be communicated to you.

Contact Information

For any questions or further information, please contact David Heath.