This page explains all the ways in which we use your data whether you are visiting our site, working with us as a client or applying for a job with us or one of our clients.
What data do we collect?
Dependent on the relevant service Stratton Group/HR provides you, we may collect the following information about your employees:
- Employee name, address and contact details, including email address and telephone number and in some cases home address
- References, CVs, right to work information, proof of identity, DBS screening
- Salary, benefits, bank account details
- Next of kin & medical records
- Grievance & disciplinary information
- Absence & sickness records
- Performance management records
We use the following tools/software to store your data securely:
- Capsule CRM to manage ongoing cases to view their privacy notice please go to https://capsulecrm.com/new-privacy/
- Breathe HR to store personal data to view their privacy notice please go to https://www.breathehr.com/privacy-policy/
- Influence to manage the recruitment process to view their privacy notice please go to https://influence-it.com/privacy-policy/
- Korn Ferry/ Talent Q to process psychometric testing to view their privacy notice please go to https://www.kornferry.com/privacy
- MailChimp to send marketing emails to view their privacy notice please go to https://mailchimp.com/legal/privacy/
- Box.com to share files to view their privacy notice please go to https://www.box.com/en-gb/legal/privacypolicy
How is personal information collected?
Data collected will come directly from yourself as an employer shared via email or an online cloud based shared software such as dropbox, box.com etc. Data may also be collected via permission to access your HR System/Database.
Why do we process personal data?
Stratton Group/HR has a legitimate interest in processing personal data in order to provide accurate and comprehensive employment advice and services to our clients.
Stratton Group/HR may need to process data to ensure that it is complying with its legal obligations. For example, to assist and comply with HMRC requests that are directed to our clients.
When you provide any personal information to us in order for us to provide you with one of our services, you do so as the “data controller” under UK Data Protection Law. We shall only process it in accordance with our SLA in the context of providing the Services to you and do so as “data processor”. You and we shall both comply with prevailing UK data protection legislation at all times in this regard.
We will not provide you with advice or services without an agreed SLA in place.
Who has access to the data we collect?
Employee information will be shared internally for the purposes of the services Stratton Group/HR provides. Where necessary, Stratton Group/HR may pass the details on to one of our partners where they are assisting in our service, for example, Breathe HR, Medicash, Survey Monkey, lawyers, pension providers, payroll providers etc.
For how long do we keep data?
Stratton Group/HR will retain client employee information for as long as the SLA is in place and/or in line with the client’s data retention policies.
For HR Support clients, this is likely to include employee files containing new starter information, contracts, payroll information, medical history, references, warnings, and emergency contacts. At the end of our agreement all documentation will be transferred back to the client or deleted. Any Evidence of disciplinaries, grievance, capability, absence management will be kept for a period of 2 years beyond contract termination, in case a claim is made or further allegations arise.
For Organisational development projects, reports, psychometric reports and any other relevant information pertinent to the business and the project scope will be kept on a secure network at Stratton Group/HR indefinitely in case a further review is required. Unless a request to delete the information is received from the commissioning entity.
Subject access request
As a data processor, Stratton Group/HR will assist clients in any subject access requests received and will do so within the given time frames. To make a subject access request please email Anna.Cornwallis@strattonhr.co.uk
By agreeing to use Stratton Group/HR services it is imperative you have an employee privacy notice which includes your use of third parties such as HR Consultancies in order to assist in the running of your business. This must also include that employee data may be shared and processed with such third parties as required. It is your responsibility as the ‘’data controller’’ to ensure this is in place and available to your employees.
Links to other websites
What data do we collect and how is it collected?
We collect information about you when you instruct us to provide advice; visit our website; subscribe to our mailing list; engage with us or our staff on Linked In; apply for employment with us; and engage in business dealings with us.
The data we collect includes: Name, business title, email, company address, phone number and any other information relevant to providing you with appropriate services.
Why do we use it?
We may use the information to contact you by email, post and phone in order to provide you with information and services that we believe you will find useful to run and grow your business.
How do we store it?
We use Capsule CRM to hold your personal information and Mailchimp to send emails.
Stratton HR is committed to protecting the privacy and security of your personal information.
This privacy notice describes how we collect and use the personal information you provide to us, in accordance with the General Data Protection Regulation (GDPR).
What data do we collect?
Stratton HR collects personal data for the purpose of assisting our clients in the recruitment process. This data consists of the following information:
- Your name, address and contact details, including email address and telephone number and in some cases home address
- Details of your qualifications, skills, experience and employment history
- Information about your current level of remuneration, including benefit entitlements
- Whether or not you have a disability for which the organisation needs to make reasonable adjustments during the recruitment process
- Information about your entitlement to work in the UK
Supplementary information relevant to the recruitment service which Stratton HR provides may also be collected by Stratton HR. This includes a record of any contact Stratton HR may have with you as the candidate throughout the recruitment process.
Data will be stored on your application record, in recruitment systems and on other IT systems (including email). Stratton Group/HR use Influence as their recruitment system, https://influence-it.com/privacy-policy/.
How is your personal information collected?
We typically collect this personal information directly from you when you have applied for a job (or speculatively enquired) through our website or job advertisements. We may sometimes be required to collect additional information from third parties or other publicly available sources, for example references, your Linked In profile etc. Stratton HR will take reasonable steps to inform you if it has collected your personal information from a third party.
Why do we process personal data?
Stratton HR needs to process data to ensure that it is complying with its legal obligations. For example, it is required to check a successful applicant’s eligibility to work in the UK before employment starts.
Stratton HR has a legitimate interest in processing personal data during the recruitment process and for keeping records of the process. Processing data from job applicants allows Stratton HR to manage the recruitment process, assess and confirm a candidate’s suitability for employment before shortlisting them for the clients’ review. Stratton HR may also need to process data from job applicants to respond to and defend against legal claims.
Stratton HR may collect information about whether or not applicants are disabled to make reasonable adjustments for candidates who have a disability. Stratton HR processes such information to carry out its obligations and exercise specific rights in relation to employment.
If your application is unsuccessful, Stratton HR may keep your personal data on file in case there are future employment opportunities for which you may be suited.
Who has access to the data we collect?
Your information will be shared internally for the purposes of the recruitment exercise. Where necessary, Stratton HR will pass your details to the client we represent.
How long do we keep data?
If your application for employment is unsuccessful, Stratton HR will hold your data on file for 12 months after the end of the relevant recruitment process in case further relevant opportunities arise. At the end of that period or if you withdraw your consent, your data is deleted or destroyed.
If your application for employment is successful, personal data gathered during the recruitment process will be transferred to your new employer (where we have been recruiting on behalf of a client) and retained during your employment. The periods for which your data will be held will be provided to you in a new privacy notice by the employer.
If you have undertaken psychometric testing your report is stored on Talent Q’s online system indefinitely unless a request to delete the data is received to Anna Cornwallis, Managing Director.
Stratton HR recruitment processes are not based solely on automated decision-making.
As a data subject, you have a number of rights. You can:
- Access and obtain a copy of your data on request
- Require Stratton HR to change incorrect or incomplete data
- Require Stratton HR to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing
- Object to the processing of your data where the organisation is relying on its legitimate interests as the legal ground for processing
If you would like to exercise any of these rights, please contact Anna Cornwallis, Managing Director and Data Protection Officer email@example.com
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