Premier Technical Resources Ltd. (PTR) PRIVACY NOTICE
Last Updated 21 June 2022
Adhering to legislation is pivotal to our company values and we are fully committed to respecting your privacy and will act professionally and proactively to ensure your rights and wishes are adhered to.
This Privacy notice sets out how we may use your personal information we collect before, during and after your working relationship with us. The following applies to current and former employees, workers and contractors. This notice does not form part of any contract of employment or other contract to provide services.
If you are a client, you should refer to our engagement letter and terms of business to review the nature and purposes of our data collection and processing.
For the purpose of this Privacy Notice the following definitions shall apply in respect of active, former and prospective individuals:
Candidates refer to individuals currently on assignment with, or using the payroll services of PTR, and those who have registered or engaged with us with regard to potential ad hoc, temporary, Contract, or permanent opportunities or are prospective Employees of PTR.
Clients refer to individuals that represent an organisation who has or is seeking to use the services offered by PTR, and those who PTR engages with for potential staffing provisions.
Employees refer to personnel working directly for PTR as a ‘staff’ member of the business.
External Providers includes suppliers who provide products or services to PTR and regulatory bodies or similar and refers to the individuals representing these organisations.
Website Users refers to individuals accessing the PTR website.
Other Contacts refers to individuals named as next of kin, referees and similar.
Third parties include third-party service providers (including contractors and designated agents) and other entities within PTR.
PTR’s Business Activities
PTR is a provider of Manpower services to clients around the world. We currently have two main areas of activity: Information collection data sharing with clients
How we collect information
As a candidate, customer or employee you have the opportunity to provide information in various ways and in different formats to suit your needs and preferences. Typically, this could include:
Registration through the PTR website
Applying for a role through the PTR website or other site that we advertise positions through
Contacting us through our website;
Submitting a CV or application direct to PTR or a nominated Recruitment Consultant
Submitting compliance information as part of PTR’s on-boarding process
Submitting information in order to receive services from PTR
Data collected by the above means includes your personal data and, if present on CVs or included on online profiles, may include other categories of data. By submitting your data to PTR via the above means you acknowledge the methods in which PTR processes your data in accordance with this Privacy Notice.
Along with submission of personal data directly, PTR collects and uses data obtained from other sources available to us in our capacity as a Manpower services provider. These sources may include:
- Clients or Candidates as part of a referral or placement scheme;
- Employment references;
- Search of online job boards such as Linked-In or other industry job sites
- External Providers undertaking screening, background checks or insurance services.
- Where information is coming via a third party, PTR will ensure that the Candidate, Customer or Employee has given written consent to share this information.
- Data received will be retained within the respective system and made available within PTR for the purpose of delivering services as a Manpower services provider.
What information we collect
When you interact with us, either as a Candidate, Customer or employee, you may provide us with or we may obtain personal information about you, such as information regarding your:
- Personal contact details such as name, title, addresses, telephone numbers, and email addresses
- Date of birth and gender
- Marital status and dependants
- Next of kin and emergency contacts
- National insurance number and other tax or governmental identifiers
- Bank accounts, payroll and tax status
- Salary, annual leave, pension and benefits
- Commencement date
- Location of employment or workplace
- Driving licence (including copies thereof where we are required to hold such information for identification or insurance purposes);
- Recruitment (including copies of right to work documentation, references and other information included in a CV, cover letter, or as part of the overall application process);
- Employment records (including job titles, work history, working hours, training records and professional memberships)
- Compensation history
- Pension and pension entitlements if an employee
- Performance including that generated through our appraisal systems
- Disciplinary and grievance information
- Use of our information and communications systems
- Image in photographic form
When visitors leave comments on the site we collect the data shown in the comments form, and also the visitor’s IP address and browser user agent string to help spam detection.
If you upload images to the website, you should avoid uploading images with embedded location data (EXIF GPS) included. Visitors to the website can download and extract any location data from images on the website.
In accordance with any specialist assignments, or where defined by local laws, data of a sensitive personal nature may be processed by PTR or their authorised External Providers. In such instances, and where it is legally required or where you have entered into a contract with PTR, the sensitive data processed may incorporate information relating to the following:
- Physical or mental health conditions, including medical reports or results of any assessments such as drug and alcohol screening;
- Racial or ethnic origin;
- Results of criminal record checks; and
- Financial background checks.
In all instances, processing of sensitive data is undertaken under strict conditions and in accordance with local laws. Notification of such processing will be made to you and, if required, your formal consent obtained.
How PTR Uses Information
PTR are committed to protecting your privacy and will only use your personal information in accordance with applicable data protection legislation. We use your personal data to provide our services, maintain our records, and meet our obligations as a Manpower services provider. In addition, data from you or generated during the course of your engagement is also used for the purpose of reporting, monitoring and evaluation of services.
We will not ask your consent to process personal or sensitive data, however we will only ever process personal or sensitive data for the purposes defined by this Privacy Notice, in line with the conditions defined by the General Data Protection Regulations (GDPR). We shall ensure the conditions for processing fall into one of more of the following categories:
Where we need it to perform the contract we have entered into with you
Where we need to comply with legislation
Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
Where we need to protect your interests (or someone else’s interests); and
Where it is needed in the public interest.
We need all the categories of information in the listed in What Information. We collect it primarily to allow us to perform our contract with you and to enable us to comply with legal obligations. In some cases, we may use your personal information to pursue legitimate interests of our own or those of third parties, provided your interests and fundamental rights do not override those interests. The situations in which we will process your personal information are listed below;
- To inform you of potential positions, projects or services that might be of interest to you
- Managing our database and keeping work-seeker records up to date
- Contacting you to obtain specific consent where we need it
- Providing work finding service for our candidates and clients
- Making a decision about your recruitment or appointment
- Determining the terms on which you work for us
- Checking you are legally entitled to work in the UK
- To request additional information that may be needed for on boarding, mobilising, or demobilising, and making applications as required including but not limited to visa applications, travel bookings and putting in place medical insurance.
- Paying you and, if you are an employee, deducting tax and National Insurance or Social Security contributions
- Legislated reporting including but not limited to HMRC Intermediary reporting
- Providing benefits of employment, including flexible benefits if an employee of PTR
- Administering the contract we have entered into with you
- Business management and planning, including accounting and auditing
- Conducting performance reviews, managing performance and determining performance requirements
- To take references
- Making decisions about salary reviews and compensation
- Assessing qualifications for a particular job or task, including decisions about promotions
- Gathering evidence for possible grievance or disciplinary hearings
- Making decisions about your continued employment or engagement
- Making arrangements for the termination of our working engagement
- Education, training and development requirements
- Dealing with legal disputes involving you, or other employees, workers and contractors, including accidents at work
- Ascertaining your fitness to work
- Managing sickness absence
- Complying with health and safety obligations
- To prevent fraud
- To monitor your use of our information and communication systems to ensure compliance with our IT policies
- To ensure network and information security, including preventing unauthorised access to our computer and electronic communications systems and preventing malicious software distribution; and to conduct data analytics studies to review and better understand employee retention and attrition rates
- Equal opportunities monitoring
If you fail to provide certain information when requested, we may not be able to perform the contract we have entered into with you (such as paying you or providing a benefit), or we may be prevented from complying with our legal obligations (such as to ensure the health and safety of our workers).
Sensitive Personal Data
This type of information requires higher levels of protection. We need to have further justification for collecting, storing and using this type of personal information. We may process “Sensitive Personal Data” in the following circumstances:
In limited circumstances, with your explicit written consent;
Where we need to carry out our legal obligations or perform a contract with you;
Where it is needed in the public interest, such as for equal opportunities monitoring or in relation to our occupational pension scheme
Where it is needed to assess your working capacity on health grounds, subject to appropriate confidentiality safeguards.
Less commonly, we may process this type of information where it is needed in relation to legal claims or where it is needed to protect your interests (or someone else’s interests) and you are not capable of giving your consent, or where you have already made the information public.
We will use your Sensitive Personal Data in the following ways:
- we will use information relating to your absence from work, which may include sickness absence or family-related absences, to comply with employment and other laws;
- we will use information about criminal convictions to comply with law and in order to determine your eligibility to undertake particular types of work;
- we will use information about your physical or mental health, or disability status, to ensure your health and safety in the workplace and to assess your fitness to work, to provide appropriate workplace adjustments, to monitor and manage sickness absence and to administer benefits;
- we will use information about your race or national or ethnic origin, religious, philosophical or moral beliefs, or your sexual life or sexual orientation, to ensure meaningful equal opportunity monitoring and reporting; and
- We will use trade union membership information to pay trade union premiums, register the status of a protected employee and to comply with employment law obligations.
- We do not need your consent if we use Sensitive Personal Data in accordance with our written policy to carry out our legal obligations or exercise specific rights in the field of employment law. In limited circumstances, we may approach you for your written consent to allow us to process certain particularly sensitive data. If we do so, we will provide you with full details of the information that we would like and the reason we need it, so that you can carefully consider whether you wish to consent. You should be aware that it is not a condition of your contract with us that you agree to any request for consent from us.
Automated Decision Making
PTR does not use automated decision-making tools. Occasionally we may work with a client who request these tools be engaged during the recruitment process, should this be the case you will be informed as to the nature and logic of the profiling tool and your specific permission will be requested before you undertake such profiling.
Sharing Your Personal Data
PTR is a UK based organisation but with client offices/sites all over the world; however, the personal data and data about the services we are providing is only accessible by authorised PTR staff and is not passed on to clients without the written consent of those individuals.
Recipients of Data
We may share your personal information where it is necessary to administer the working relationship, or we have a legitimate interest in so doing. Your information may be shared with the below recipients;
Former Employers whom we may seek references from
Payroll and Pension partners
Audit, Legal & Financial partners
Other staffing companies involved in client supply chains
Insurance brokers and providers
Government departments or courts
Immigration services providers
Travel and accommodation providers
Mobile telecoms providers
Other service providers PTR has partnered with to provide the services listed in PTR’s Business Activities
Benefits provision and administration
All our third-party service providers and other entities in the group are required to take appropriate security measures to protect your personal information in line with our policies. We do not allow our third-party service providers to use your personal data for their own purposes. We only permit them to process your personal data for specified purposes and in accordance with our instructions.
*Please note, we will always attempt to contact your before submitting your CV to a client, however, if you have previously informed us that you would like us to make an application to a specific client we will send your CV even if we have not be able to discuss the submittal with you beforehand. Please ensure you provide us with details of clients that you would not want us to send your CV to upon registration, or any time after.
Other Data Disclosures
PTR will not sell your personal data.
In certain circumstances personal data may be disclosed to third parties in order to comply with a legal obligation or to assist in the prevention and detection of crime and for law enforcement purposes without the consent of the individual concerned. Under these circumstances PTR will use reasonable endeavours to check the request is legitimate before disclosing requested data
If PTR is involved in any transactional process regarding its ownership your personal data may be disclosed subject to strict confidentiality obligations and anonymisation where possible.
How long we retain your data
If you leave a comment, the comment and its metadata are retained indefinitely. This is so we can recognize and approve any follow-up comments automatically instead of holding them in a moderation queue.
For users that register on our website (if any), we also store the personal information they provide in their user profile. All users can see, edit, or delete their personal information at any time (except they cannot change their username). Website administrators can also see and edit that information.
What rights you have over your data
If you have an account on this site, or have left comments, you can request to receive an exported file of the personal data we hold about you, including any data you have provided to us. You can also request that we erase any personal data we hold about you. This does not include any data we are obliged to keep for administrative, legal, or security purposes.
PTR will only retain your personal data for as long as we need to in line with our legitimate interests. The duration for which we retain your personal information will differ depending on the type of information and the reason why we collected it from you. Also, different laws require us to keep certain data for longer periods of time than others.
The criteria we use to determine the retention period includes:
- The nature of the personal data
- Our legal obligations
- Purpose of your relationship with PTR
- Whether a contract has been performed and/or cannot be performed anymore
- Whether you have exercised your right to erasure
- Whether your data is no longer considered to be up to date
- In line with our staffing expertise and knowledge of the industry by country, sector and job role.
- Personal data we no longer need to keep is archived, destroyed or deleted securely.
- Transactional data relating to our services and contractual obligations will be retained for an extended period in line with legal or business requirements.
PTR Website Data
In summary these are:
Performance cookies: which are used to collect information about how the website is used. These Cookies do not collect data on the individual visitor.
Functionality cookies; which are used to customise your visit and provide you with access to the services you select. These Cookies do not track your browsing activity on other websites.
Advertising & Remarketing cookies; these are used to collect anonymous data about interests and demographics of users to the website and improve experiences overall. These Cookies do not identify you or give PTR access to your computer or mobile device.
You can choose to enable or disable Cookies in your internet browser. Most internet browsers also enable you to choose whether you wish to disable all cookies or only third party cookies. By default, most internet browsers accept Cookies but this can be changed. For further details, please consult the help menu in your internet browser.
If you leave a comment on our site you may opt-in to saving your name, email address and website in cookies. These are for your convenience so that you do not have to fill in your details again when you leave another comment. These cookies will last for one year.
If you visit our login page, we will set a temporary cookie to determine if your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser.
When you log in, we will also set up several cookies to save your login information and your screen display choices. Login cookies last for two days, and screen options cookies last for a year. If you select “Remember Me”, your login will persist for two weeks. If you log out of your account, the login cookies will be removed.
If you edit or publish an article, an additional cookie will be saved in your browser. This cookie includes no personal data and simply indicates the post ID of the article you just edited. It expires after 1 day.
Embedded content from other websites
Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.
Links to external websites
The Company’s website may contain links to other external websites. Please be aware that the Company is not responsible for the privacy practices of such other sites. When you leave our site we encourage you to read the privacy statements of each and every website that collects personally identifiable information. This privacy statement applies solely to information collected by the Company’s website.
Where we send your data
Visitor comments may be checked through an automated spam detection service.
Keeping your information safe
Your personal data is important to you and to PTR; in fact it is vital to the success of our business relationship. We shall therefore ensure that when processing information on your behalf your personal data is treated with respect and that every effort is made to ensure that the confidentiality, integrity and availability of data held on our systems, within data centres and as part of our service provision to you, is fully protected.
We have put in place appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal information to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal information on our instructions and they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.
You should take all reasonable steps to keep your personal information held on out IT systems secure, including choosing a secure password for your accounts and not disclosing your passwords to anybody else. You should use a unique password for every account. If you share a device with others we recommend that you do not select the “remember my details” function when that option is offered.
Please be aware that you have the following data protection rights:
The right to be informed about the personal data the Company processes on you;
The right of access to the personal data the Company processes on you;
The right to rectification of your personal data;
The right to erasure of your personal data in certain circumstances;
The right to restrict processing of your personal data;
The right to data portability in certain circumstances;
The right to object to the processing of your personal data that was based on a public or legitimate interest;
The right not to be subjected to automated decision making and profiling; and
The right to withdraw consent at any time.
Where you have consented to the Company processing your personal data and sensitive personal data you have the right to withdraw that consent at any time by contacting our data protection team by sending an email to: firstname.lastname@example.org. Please note that if you withdraw your consent to further processing that does not affect any processing done prior to the withdrawal of that consent, or which is done according to another legal basis.
There may be circumstances where the Company will still need to process your data for legal or official reasons. Where this is the case, we will tell you and we will restrict the data to only what is necessary for those specific reasons.
If you believe that any of your data that the Company processes is incorrect or incomplete, please contact us using the details above and we will take reasonable steps to check its accuracy and correct it where necessary.
You can also contact us using the above details if you want us to restrict the type or amount of data we process for you, access your personal data or exercise any of the other rights listed above.
Changes to this Privacy Notice
We will update this privacy statement from time to time. We will post any changes on the statement with revision dates. If we make any material changes, we will notify you.
Complaints or queries
If you wish to complain about this privacy notice or any of the procedures set out in it please contact our data protection team by sending an email to: email@example.com.