Use of Information

Your personal and sensitive data is protected in the UK by the provisions of the Data Protection Act and General Data Protection Regulations. The rules state amongst other things that the data held about you should be processed lawfully and fairly in line with the 8 data protection principles.

Further details are contained within our Data Protection policy which is available on our company website.

Your data will be:

  • used lawfully, fairly and in a transparent way;
  • collected only for valid purposes and not used in any way that is incompatible with those purposes;
  • accurate and kept up to date;
  • kept only as long as necessary.
  • kept securely.

Job applicants

We need to collect and process personal data so we can match job-seekers to appropriate work. You may give your personal details directly, by downloading and registering on our recruitment app, using online forms such as the one on our website or we may collect your details from sources such as job boards.

The information we collect about job-seekers includes:

  • Name, address and contact details.
  • Qualifications, skills, experience, current remuneration etc.
  • Information and documentation regarding your entitlement to work in the UK.
  • information about your driving licence and driving offence records.

We also collect special category data, such as

  • equal opportunities monitoring information, including ethnic origin, sexual orientation, health and religion or belief;
  • information about criminal convictions and offences.
  • information on whether or not you have a disability or medical condition for which we need to make reasonable adjustments.

Employees, workers and contractors

We collect and process personal data relating to our employees, workers and contractors during and after your working relationship with us.

The information we collect about employees, workers and contractors includes:

  • name, address and contact details, including email address and telephone number.
  • date of birth and gender.
  • contractual terms and conditions.
  • details of qualifications, skills, experience and employment history including previous employers
  • information about your remuneration.
  • details of your bank account and national insurance number.
  • information about your marital status and emergency contacts.
  • information about your nationality and entitlement to work in the UK.
  • information about your driving licence and driving offence records.
  • information about your criminal record.
  • details of your days of work and working hours.
  • details of periods of leave taken by you, including holiday, sickness absence.
  • details of any disciplinary, grievance, performance management or conduct procedures in which you have been involved, including any warnings and related correspondence.
  • assessments of your performance, including appraisals, performance reviews, training you have participated in and performance improvement plans.

We also collect special category data, such as:

  • information about medical or health conditions, including whether or not you have a disability for which we need to make reasonable adjustments
  • details of trade union membership (where subscriptions are paid by the company)
  • equal opportunities monitoring information, including information about your ethnic origin, sexual orientation, health and religion or belief.

We collect information in different ways

  • We may collect information through mobile applications(mobile apps), registration forms, CVs, information on your passport or other identity documents such as driving licence.
  • You may give us information in interviews, telephone calls, meetings or other internal assessments. If an online meeting is recorded, you will be asked for permission beforehand.
  • We may also collect personal data about you from third parties, such as references supplied by former employers, qualification awarding bodies, information from the UKBA Home Office, information from the DVLA and information from disclosure and barring service in respect of criminal records checks permitted by law.

We will process the information you supply and we collect.

As a data controller, Hercules PLC will comply with our data protection obligations under the General Data Protection Regulations (GDPR) at all times.

Our data protection officer:

Wayne Phillips, Compliance Director

info@Hercules-construction.co.uk

01793 336851

The legal basis for processing your data to help you find work are:

Consent

  • By downloading and registering on our apps or by applying for a role you give consent for Hercules PLC to process your personal data for the purpose of work-finding services.

Legitimate interest

  • to manage our database and keep work-seekers’ records up to date.
  • to provide work-finding services to you and our clients.
  • to communicate with you about the recruitment process.
  • manage the recruitment process, assess and confirm suitability for employment based on skills and qualifications.
  • to process your data to enter into a contract with you.

Statutory and contractual requirements

  • to ensure we comply with our legal obligations, for example to make sure you are eligible to work in the UK.
  • to carry out background checks and reference checks.
  • to respond to and defend against any legal claims.
  • to process health information if needed, e.g., so we can make reasonable adjustments to the recruitment process if you are disabled.

Where we process 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. Job applicants are entirely free to decide whether or not to provide such data; there are no consequences of not doing so.

For certain roles, we may have to process information about criminal convictions. For example, where the role involves working in a highly secure environment such as an airport or nuclear infrastructure or requires a high degree of trust and integrity. We have appropriate safeguards for processing data on criminal convictions.

The legal basis for processing your data before, during and after your employment relationship with Hercules Site Services are:

Statutory and contractual requirements

  • to meet contractual obligations such as wage payment and to administer pension entitlements.
  • to comply with legal obligations such as your continued entitlement to work in the UK, HMRC deductions, and compliance with health and safety laws.
  • to process health information – if we need to make reasonable adjustments for a disability.
  • For certain positions we may have to process information about criminal convictions, eg if the role involves working in a highly secure environment such as an airport or nuclear infrastructure or requires a high degree of trust and integrity.

Legitimate interest

  • to run internal recruitment or promotion processes.
  • to maintain accurate and up-to-date employment records and contact details.
  • to keep records of absence, to allow effective workforce management and ensure that employees receive the pay and benefits they are entitled to get occupational health advice, to comply with our duties in relation to individuals with disabilities, and our obligations under health and safety law.
  • provide references on request for current or former employees.
  • respond to and defend against legal claims.
  • maintain and promote equality in the workplace.
  • implement high quality health and safety systems.

Consent

By completing equal opportunity monitoring forms, you give consent for Hercules Site Services to process data such as ethnic origin, sexual orientation, health or religion or belief. We only process this data to monitor equal opportunities. You are entirely free to decide whether or not to provide such data and there are no consequences if you do not.

Hercules Site Services has considered whether your rights and freedoms override our legitimate interests to process your personal data. We have concluded that they do not.

Who has access to data?

Workers’ information will be shared internally with payroll and HR staff, line managers, and any staff who need access to the data to perform their roles.

We may share workers’ information:

  • to get employment references from your previous employers.
  • with the Disclosure and Barring Service – only if we have to carry out a criminal record check for your job role.
  • to ask the UK Borders Agency about your entitlement to work in the UK.
  • with HMRC and umbrella companies where required for payroll.
  • with benefit providers such as pension companies.
  • with clients as part of our contractual relationship.
  • with external auditors.
  • to ensure we maintain appropriate insurance cover for our activities.

Job-seekers’ information will be shared internally for the purposes of recruitment. This will be with members of HR, the recruitment team, interviewers involved in the recruitment process and managers in the business area with a vacancy.

We will only share jobseekers’ personal information with third parties in order to process your application. We will share your data with:

  • former employers whom we may ask to provide references.
  • employment background check providers.
  • Disclosure and Barring Service if we need criminal records checks.
  • Hercules PLC does not allow third parties to use your personal data for their own purposes.

We will not transfer your data outside the European economic area.

How does Hercules PLC protect data?

We are committed to protecting and respecting your privacy. We take the security of your data very seriously. Our organisational and security measures will ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by Hercules PLC employees in the performance of their duties.

Hercules PLC has procedures to deal with a suspected data security breach. We will notify you and any applicable regulator if we are legally required to do so.

Storing data

We store data:

  • on company servers.
  • on third party servers.
  • in email accounts.
  • in HR and payroll systems.
  • on backup storage.
  • in paper and electronic personnel files.

How long does Hercules PLC keep data?

Your data will be retained securely for no longer than is necessary and in accordance with our Data Protection Policy.

Your rights as a data subject

You have the right to:

  • a copy of your data if you ask for it.
  • require us to change incorrect or incomplete data.
  • require us to delete or stop processing your data (for example where the data is no longer needed)
  • object to the processing of your data, where Hercules PLC is relying on its legitimate interests as the legal ground for processing.
  • ask us to stop processing data for a period if data is inaccurate, or if there is a dispute about whether or not your interests override our legitimate grounds for processing data
  • withdraw consent at any time.
  • If you would like to exercise any of these rights, please contact the data protection officer in writing.

We will no longer process any application if a job-seeker tells us that they withdraw consent.

If you work for us and have given consent to Hercules PLC to collect, process and transfer your personal information for a specific purpose, you have the right to withdraw your consent for that specific processing at any time.

If you withdraw your consent, we will dispose of your personal data securely. There may be circumstances where Hercules PLC will still need to process your data for legal or official reasons. We will inform you if this is the case, and we will restrict the data to the information we need to meet those specific reasons.

You do not have to give personal data to Hercules PLC

You are under no statutory or contractual obligation to provide data to us during the recruitment process. However, if you do not provide the information, we may not be able to process your application successfully.

If you work for Hercules PLC, we have to have details like your right to work in the UK, your contact details, and payment information so we can enter into a contract with you. If you do not give us this information, we will find it difficult to manage your rights and our obligations efficiently.

If you are unsure about giving personal data or want to talk about why we are processing your personal data, please contact the data protection officer.

You do not have to provide information for equal opportunities monitoring purposes. The information helps us to see if we are being fair to everyone, but there are no consequences for your application if you choose not to provide such information.

We do not use automated decision-making to make employment decisions.

Complaints

If you believe that Hercules PLC has not complied with your data protection rights or wish to complain about this privacy notice, email the data protection officer at:

info@Hercules-construction.co.uk

You have the right to lodge a complaint to the information commissioner’s office (ICO) at any time.

Visiting our website

We are committed to protecting you and any data (anonymous or otherwise) that we collect about you online. This section tells you what a cookie is, how we use cookies, why, and how this allows us to improve our service.

It also tells you how you can manage what cookies are stored on your device. By using our websites (through any device) you agree that this cookies policy applies to you.

Every time our website is visited data is collected anonymously; this does not allow the individual user to be traced. Whilst using our website and filling in contact forms we process information about you from data you have consensually given to us by completing the form.

The information collected will be used to respond with any information you have requested and to provide further information that may be useful to you.

What is a cookie?

Cookies are a string of information containing small amounts of information which are downloaded to the device you use when you visit a website. Cookies are then sent back to the originating website on each subsequent visit, or to another website that recognises that cookie.

Cookies do lots of different and useful jobs, such as remembering your preferences, and generally improving your online experience as well as allowing Hercules PLC to understand how people use our website.

If you wish to restrict or block the cookies which are set by any website, you should do this through the web browser settings for each web

browser you use, on each device you use to access the Internet. Note that if you choose to switch certain cookies off, it may affect how the website works.

Additional information

From time to time, we may embed external content from third party websites (e.g. Facebook, YouTube) within our website. Additionally, we partner with third parties who provide services for us which you can navigate to from our website. These third parties may use cookies, you can find out about their approach to cookies on their websites.

Copyright and Trademarks

This website contains material which is protected by copyright and/or other intellectual property rights. All copyright and intellectual property rights including the names, images and logos are owned by Hercules PLC unless otherwise stated. All rights are reserved.

Policy changes

Any changes to this statement will be posted online.

Other web sites

Our website may contain links to other websites which are outside our control and are not covered by this privacy statement. If you access other sites using the links provided, any information collected from you which will be used by the website owner in accordance with their privacy policy, which may differ from ours.

Contact

Any comments, queries or requests relating to this statement should be directed to the Hercules Head Office:
info@hercules-construction.co.uk.