Privacy Policy
(Employees and Contractors)
This privacy statement has been created by OOLONG LIMITED. It is essential that you read and consider this statement properly. The statement contains important information about:
who we are,
how and why we collect, store, use and share personal information,
your rights in relation to your personal information, and
how to contact us and supervisory authorities in the event that you have a complaint.
Who we are
OOLONG LIMITED (hereafter "we", "our" or "us") collects and gathers information in relation to you as an employee (hereafter "you" or "your") as a "Data Controller".
Types of information collected
1) Information collected from you
The personal information collected from you directly may include:
personal details, including name, address, date of birth, email address, phone numbers
gender
marital status
dependants, next of kin and their contact numbers
information included on your CV including references, education history and employment history
documentation relating to your right to work in the UK
driving licence
bank details
national Insurance number
current and previous job titles, job descriptions, pay grades, pension entitlement, hours of work and other terms and conditions relating to your employment with us
letters of concern, formal warnings and other documentation with regard to any disciplinary proceedings
internal performance information including measurements against targets, formal warnings and related documentation with regard to capability procedures, appraisal forms
leave records including annual leave, family leave, sickness absence etc
details of your criminal record
training details
2) Sensitive personal information
We may collect and process information which is classed as sensitive information. Sensitive personal information includes any information which relates to the following:
your genetic information
your biometric information
your ethnic origin
your political opinions
your religious or philosophical beliefs
whether you belong to a trade union
your physical or mental health or condition
your sexual orientation .
Some examples of the specific types of personal sensitive information we process include:
Information used for equal opportunities monitoring about your sexual orientation, religion or belief and ethnic origin
Medical or health information, to inform our sickness absence management procedures or to determine reasonable adjustments
3) Criminal information
We may collect and process information in respect of any criminal offences in relation to you. The purpose and lawful basis for which is set out in the relevant sections below. The types of personal information in this category include: DBS Checks
Process under which your information may be collected
1) Personal information you provide to us
We will collect information which you provide to us directly.
2) Personal information from third parties
We may also collect information from the following sources:
In some cases, we will collect data about you from third parties, such as employment agencies, former employers when gathering references or credit reference agencies.
Use of your personal information
1) Processing your personal information
In general, your personal information will generally be processed for the following purposes:
to enter into or carry out the employment contract and ensure compliance with our insurance and regulatory requirements.
Any sensitive information in relation to you will generally be processed for the following purposes:
to enter into or carry out the employment contract and ensure compliance with our insurance and regulatory requirements, to inform our sickness absence management procedures or to determine reasonable adjustments, for the purposes of equal opportunities monitoring
Any criminal offence information in relation to you will generally be processed for the following purposes:
in order to undertake DBS checks for the purpose of your role
2) How we may share your personal information
The meaning of the term processing within this statement shall include the lawful sharing of your information with third parties.
In order to fulfil the above purposes, your personal information may be shared with the following third parties:
Your data will be shared with colleagues within the Company where it is necessary for them to undertake their duties. This includes, for example, your line manager for their management of you, the HR department for maintaining personnel records and the payroll department for administering payment under your contract of employment.
We share your data with third parties in order to obtain references as part of the recruitment process and to meet our regulatory and insurance requirements.
We may also share your data with third parties as part of a Company sale or restructure, or for other reasons to comply with a legal obligation upon us.
Where any of your personal information is shared with any third party, we shall only permit them to process such information for our required purposes, under our specific instruction, and not for their own purposes. We are required to enter into a formal legal agreement to enable such sharing to take place.
How long your personal information will be kept
Your personal information will only be kept for the period of time which is necessary for us to fulfil the above purposes.
Comprehensive details regarding our retention periods for your personal data are contained within our policy documents entitled ‘Retention Policy’.
Lawful basis for the processing of your personal information
1) General lawful bases
We are required to comply with data protection laws when processing your personal information. We have defined above the general purposes for which we process your personal information. These purposes are justified by lawful processing conditions.
Therefore, we will only process your personal information for any one or a combination of the following lawful reasons:
Where it is necessary to enter into your employment contract or to perform obligations under the employment contract;
Where it is necessary in order to comply with a legal obligation;
Where it is necessary to ensure our own legitimate interests or the legitimate interests of a third party (provided that your own interests and rights do not override those interests). Wherever we rely upon this basis, details of the legitimate interests concerned shall be provided to you;
Where we need to protect your own vital interests (or the vital interests of another person); and/or
Where it is needed in the public interest (or where we are acting in our official functions), provided that the task or function has a clear basis in law.
In general, in order to meet the purposes we have described, we will usually process your personal information in order to enter into our employment contract with you and in order to carry out that contract.
2) Lawful bases applicable to sensitive information
We have explained above that we may process sensitive personal information in relation to you. We have defined above the general purposes for which we process your personal sensitive information. These purposes are justified by lawful conditions as set out by law. There are however additional conditions which apply to sensitive personal information.
We will therefore only process your sensitive personal information for any one or a combination of the following additional lawful reasons apply, which is are:
where it is necessary for employment, social security and social protection (and it is properly authorised by law);
where it is necessary for your vital interests or the interests of another person;
where the processing is carried out in the course of legitimate activities under a foundation, association or non-for-profit body with a political, philosophical, religious or trade union aim;
where the information is made publicly available by you;
where the processing is necessary for defending or establishing legal claims or court proceedings;
where the processing is necessary for substantial public interest;
where the information is necessary for medical or social care reasons;
where the information is necessary for reasons of public interests or in the area of public health;
where the information is necessary for scientific research, statistical purposes, historical research or archiving purposes in public interest.
In certain limited circumstances, where you have provided us with explicit consent.
In general, in order to meet the purposes we have described, we will usually process your sensitive information where:
it is necessary in order to comply with employment, social security and social protection legal requirements.
3) Lawful bases applicable to criminal information
We have explained above that we may process any criminal offence information in relation to you. We have defined above the general purposes for which we process any criminal information. These purposes are justified by lawful conditions as set out by law. There are however additional conditions which apply to criminal offence information.
We will therefore only process any criminal offence information in relation to you where any one or a combination of the following additional lawful reasons apply, which are:
where it is necessary in order to protect the public against dishonesty;
where it is necessary to protect the public against dishonesty.
where it is necessary to meet regulatory requirements relating to unlawful acts and dishonesty.
In general, in order to meet the purposes we have described, we will usually process any criminal information in relation to you in order to meet regulatory requirements of your role.
Keeping your information secure
We will ensure the proper safety and security of your personal information and have measures in place to do so.
We have proper procedures in place to deal with any data security breach, details of which can be found in our ‘Data Breach Policy’.
Your rights
Under the UK General Data Protection Regulation you have a number of important rights free of charge. In summary, those include rights to:
fair processing of information and transparency over how we use your use personal information
access to your personal information and to certain other supplementary information that this Privacy Statement is already designed to address
require us to correct any mistakes in your information which we hold
require the erasure of personal information concerning you in certain situations
receive the personal information concerning you which you have provided to us, in a structured, commonly used and machine-readable format and have the right to transmit this information to a third party in certain situations
object at any time to processing of personal information concerning you for direct marketing
object to decisions being taken by automated means which produce legal effects concerning you or similarly significantly affect you
object in certain other situations to our continued processing of your personal information, or ask us to suspend the processing procedure in order for you confirm its assurance or our reasoning for processing it.
object to processing our your personal information where we are doing so in reliance upon a legitimate interest of our own or of a third party and where you wish to raise to an objection to this particular ground.
otherwise restrict our processing of your personal information in certain circumstances
claim compensation for damages caused by our breach of any data protection laws
in any limited circumstance where we rely upon your consent for processing personal information, you may withdraw this consent at any time.
For further information on each of those rights, including the circumstances in which they apply, see the Guidance from the UK Information Commissioner's Office (ICO) on individual's rights under the General Data Protection Regulations.
If you would like to exercise any of these rights please contact our Data Protection Officer via info@avid.health
Changes to the privacy policy
This privacy policy was published on 16/12/2022 and last updated on 16/12/2024.
We may change this privacy policy from time to time and will notify all employees of any changes by email
Contacting us
Our Data Protection Officer is: Dataguard,
Address: DataCo International UK Limited, Suite 1, 7th Floor, 50 Broadway, London, SW1H 0BL
If you would like to exercise one of your rights as set out above, or you have a question or a complaint about this policy, the way your personal information is processed, please contact us by one of the following means:
By email: help@avid.health
Thank you for taking the time to read our Privacy Policy.
Oolong Limited