Privacy Notice for Employees

(how we use employee information)

1. What is a privacy notice?
A Privacy Notice is a statement by The Greek Community of Leeds and Surrounding Districts to staff that describes how we collect, use, retain and disclose personal information which we hold. 

This Privacy Notice is relevant to applicants, employees (and former employees), workers (including cover and contracted staff), volunteers, trainees and those carrying out work experience. 

2.  Why issue a privacy notice? 
This privacy notice is part of our commitment to ensure that we process your personal information/data fairly, lawfully and in a transparent manner. This notice also explains your rights in relation to the use of your personal information.

3. Legal basis for processing data 

Under the General Data Protection Regulation (GDPR) 2018, the legal basis for processing personal data is:

Article 6(1)(b) “processing is necessary for the purposes of the performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract”

In addition, concerning any special category data:

Article 9 (2) (d) ‘Processing is carried out in the course of its legitimate activities with appropriate safeguards by a non-for-profit body with a religious aim and on condition that the processing relates solely to the members or to former members of this body or to persons who have regular contact with it in connection to its purposes and that the personal data are not disclosed outside that body without the consent of the data subjects’.

4. What types of personal data do we process? 

In order to carry out our activities and obligations as an employer we may handle data in relation to: 

• Personal demographics (including gender, race, ethnicity, religion and disability) 
• Contact details such as names, addresses, telephone numbers and emergency contact(s) 
• Employment records (including professional membership, qualifications, references and proof of identity and eligibility to work in the UK) 
• Bank and pension details 
• Information relating to health and safety 
• Disclosure and Barring Service Information
• Education and training records, appraisals, other performance measures
• Records of sickness and other absence
• Disciplinary and grievance records
• Access to Records requests   

We may use a variety of means, including questionnaires, forms, direct questioning, requests from third parties. Information may be collected by telephone, face-to-face, paper or electronic means.

5. What is the purpose of processing data? 
For the following purposes:

• Staff administration and management (including payroll and pensions administration) 
• Business management and planning 
• Accounting and Auditing 
• Crime prevention and prosecution of offenders 
• Education and Training 
• Sharing and matching of personal information for national fraud initiative

We have a legal basis to process this as part of your contract of employment or as part of our recruitment processes following data protection and employment legislation. 

6. Security of Information

This information is used by limited staff/committee members in the course of their duty for legitimate reasons. It is not processed, transmitted or stored outside of the EU. Your information is never collected or sold for direct marketing purposes.

Our staff/committee members are trained to handle your information correctly and protect your confidentiality and privacy. 

We take our duty to protect personal information and confidentiality very seriously.  We are committed to complying with relevant legislation and to take all reasonable measures to ensure the confidentiality and security of your personal data for which we are responsible. 

7. Sharing your information

We do not disclose information about you without your explicit consent unless the law or our policies allow us to do so or where we need to comply with our contractual duties to you (for example we may need to pass on certain information to our external payroll provider, pension scheme, Disclosure and Barring Service).

Where disclosure of personal data is necessary for the above reasons, this will always be assessed on a case-by-case basis, using the minimum information necessary for the specific purpose and circumstances and with the appropriate security controls in place.

8.  Your rights

The General Data Protection Regulation (GDPR) and The Data Protection Act (DPA) 2018 gives individuals a number of rights with regard to their personal data: 

• a right of access to a copy of  personal data;
• a right to object to processing that is likely to cause or is causing damage or distress;
• a right in certain circumstances to have inaccurate personal data rectified, blocked, erased or destroyed;
• a right in certain circumstances to have inaccurate personal data rectified, blocked, erased or destroyed;
• the right to seek redress, either through the ICO, or through the courts

If you would like to discuss anything about this notice, please contact: 

The Secretary

Greek Orthodox Community of Leeds and Surrounding Districts

57 Harehills Avenue, Leeds, LS8 4EU

Email: secretary@greekorthodoxcommunityleeds.org.uk