Privacy Policy

Information we monitor about visitors to our website

During any visit to our site, the pages you see, along with a short text file called a ‘cookie’, are downloaded to your computer. Many websites do this because cookies facilitate useful features such as the ability to identify whether a user has successfully logged into the site or to find out whether the computer (and probably its user) has visited the website before. Cookies help to deliver a more-user friendly and improved website experience.

Google Analytics

When someone visits our website we use a third party service, Google Analytics, to collect standard Internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site. This information is only processed in a way which does not identify anyone. We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website.

Links to other websites

This privacy notice does not cover the links within this site linking to other websites. We encourage you to read the privacy statements on the other websites you visit.

GENERAL DATA PROTECTION PRIVACY POLICY

Introduction:

This Privacy Policy sets out the obligations of Golden Rose Cleaning with regard to data protection and the rights of its employees and clients, in respect of their personal data under the General Data Protection Regulations (GDPR) 2018.

Golden Rose Cleaning views the correct and lawful handling of personal data as extremely important in its dealings with its employees and clients.

The GDPR principles:

This Policy aims to ensure compliance with the GDPR. Article 5 of the GDPR requires that personal data shall be:

a) processed lawfully, fairly and in a transparent manner in relation to individuals;
b) collected for specified, explicit and legitimate purposes and not further processed in a manner that is incompatible with those purposes; further processing for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes shall not be considered to be incompatible with the initial purposes;
c) adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed;
d) accurate and, where necessary, kept up to date; every reasonable step must be taken to ensure that personal data that are inaccurate, having regard to the purposes for which they are processed, are erased or rectified without delay;
e) kept in a form which permits identification of data subjects for no longer than is necessary for the purposes for which the personal data are processed; personal data may be stored for longer periods insofar as the personal data will be processed solely for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes subject to implementation of the appropriate technical and organisational measures required by the GDPR in order to safeguard the rights and freedoms of individuals; and
f) processed in a manner that ensures appropriate security of the personal data, including protection against unauthorised or unlawful processing and against accidental loss, destruction or damage, using appropriate technical or organisational measures.”
Personal Data:

Personal data is defined by the GDPR, as data which relates to a living individual who can be identified from that data or from that data and other information which is in the possession of, or is likely to come into the possession of, the data controller (Golden Rose Cleaning). It includes any expression of opinion about the individual and any indication of the intentions of the data controller or any other person in respect of the individual.

GDPR also defines “sensitive personal data” as personal data relating to the racial or ethnic origin of data subjects; their political opinions; their religious (or similar) beliefs; trade union membership; their physical or mental health condition; their sexual life; the commission or alleged commission by them of any offence; or any proceedings for any offence committed or alleged to have been committed by them, the disposal of such proceedings or the sentence of any court in such proceedings.

Golden Rose Cleaning only holds personal data which is directly relevant to its employees and clients. That data will be held and processed in accordance with the data protection principles and with this Policy.

The following data may be collected, held and processed by Golden Rose:

Staff:

• Identification information including, but not limited to, names and contact details, equal opportunities monitoring information including age, gender, race, nationality and religion
• Health records including details of medical conditions, any disabilities and prescribed medication.
• Employment records including, but not limited to, interview notes, CVs, application forms, assessments, performance reviews, sick leave and similar documents.
• Details of salaries including increases, bonuses, commission, overtime, benefits and expenses.
• Records of disciplinary matters including reports and warnings, both formal and informal.
• Details of grievances including documentary evidence, notes from interviews, procedures followed and outcomes.

Clients:

• Identification information including, but not limited to, names and contact details.
• Equal opportunities monitoring information including age, gender, race, nationality and religion.
• Health records including details of medical conditions, any disabilities and prescribed medication.
• Specific needs as per individual package of care/cleaning needs.

Processing Personal Data

The lawful bases for processing are set out in Article 6 of the GDPR. The following apply in relation to the processing of personal data:
(a) Consent: the individual has given clear consent for Golden Rose Cleaning to process personal data for the purpose of employment or to provide a personal service to individual clients.
(b) Contract: the processing is necessary for the employment contract that Golden Rose Cleaning has with staff members (which include employment contractual obligations) Golden Rose Cleaning collects employees’ personal data in order to ensure that it can efficiently manage its employees and fulfil its equal opportunities obligations. Personal data will also be used by Golden Rose Cleaning in order to meet all relevant obligations imposed by law.
Golden Rose Cleaning processes information relating to specific steps agreed with individual clients to form contracts with these clients to provide individualised bespoke packages of care and/or cleaning.

Personal data may be disclosed in accordance with the data protection principles and this Policy. Under no circumstances will personal data be passed to any individual within Golden Rose Cleaning who does not reasonably require access to it in view of the purpose(s) for which it was collected and is being processed.

Organisational Measures:

Golden Rose Cleaning will ensure that the following measures are taken with respect to the collection, holding and processing of personal data:

• The Proprietors will have specific responsibility for overseeing data protection and ensuring compliance with the GDPR.
• All employees will be made aware of their individual rights and responsibilities and Golden Rose’s responsibilities under the GDPR. All employees will be given a copy of this Policy.
• All employees working on behalf of Golden Rose Cleaning who handle personal data will be appropriately trained to do so and will be appropriately supervised.
• Methods of collecting, holding and processing personal data will be regularly evaluated and reviewed.
Currently all data is kept on a flash drive and staff and client details are deleted once they are no longer active to the company.
• All personal data will be kept up-to-date. If your personal data changes you must inform the Proprietor of those changes.
• Any personal data which is out-of-date or no longer required will be deleted or otherwise destroyed.

Health Records:

Golden Rose Cleaning maintains health records of staff and clients which are used to assess your health, wellbeing and welfare and highlight any issues which may require further investigation. Such health records will include details of sick leave (for staff), medical conditions, disabilities and prescribed medication. Data under this heading will only be revealed to those employees responsible for health records in the normal course of their duties.

Staff - You have the right to request that Golden Rose Cleaning does not keep health records on you. All such requests must be made in writing and addressed to the Proprietors.

Sharing of Personal Data:

Information may be provided by Golden Rose Cleaning (including, but not limited to, a workplace pension scheme, PAYE offices, DWP etc), as such, it may be necessary from time to time for third party organisations to collect personal data from you.

Prior to collection you will be fully informed of the personal data that is to be collected, the reasons for its collection, and the way(s) in which it will be processed.

Golden Rose Cleaning will not pass on any such data unless it is necessary to do so on the request of government departments (eg DWP, Inland Revenue).

Golden Rose Cleaning has no intention of sharing any data with third-parties for marketing purposes.

Your rights:

As an employee, client, and a data subject under the GDPR, you have the following rights:

• The right to be informed that your personal data is being processed
• The right to access any of your personal data held by Golden Rose Cleaning within 40 days of making a request
• The right to prevent the processing of your personal data in limited circumstances
• The right to rectify, block, erase or destroy incorrect personal data

Access to your personal data:

You may make a subject access request (“SAR”) at any time to see the information which Golden Rose Cleaning holds about you. SARs must be made in writing, there is no fee. Upon receipt of a SAR, Golden Rose Cleaning will have a maximum period of 40 days within which to respond. The following information will be provided to you:

• Whether or not Golden Rose Cleaning holds any personal data on you.
• A description of any personal data held on you.
• Details of what that personal data is used for.
• Details of any third-party govenment organisations that personal data is passed to (staff only).

May 2018

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