Privacy Policy for Employees and Applicant for jobs at Doccla
Effective Date: February 1st, 2024
1. Introduction
At Doccla, safeguarding the privacy and confidentiality of personal information is our paramount concern.
This Privacy Policy outlines how we collect, use, disclose, and retain personal data from job applicants and employees. We are committed to safeguarding your privacy and complying with all relevant data protection laws, including the General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
This policy is an amendment to the general Privacy Policy.
2. Data Controller
Doccla is the data controller for the personal data we collect and process. Our contact information is provided at the end of this policy.
3. Information We Collect
We may collect the following categories of personal data from job applicants and employees:
For Job Applicants:
- Contact Information: Such as your name, email address, postal address, and phone number.
- Resume or CV: Information about your education, work experience, skills, and qualifications.
- References: Contact details of individuals who can provide professional references.
For Employees:
- Contact Information: Such as your name, email address, postal address, and phone number.
- Employment Information: Details related to your employment, including job title, department, salary, benefits, and work-related information.
- Tax and Financial Information: Information required for payroll and tax purposes.
- Performance Reviews: Records of your job performance and evaluations.
- Medical Information: When necessary for health and safety purposes or benefits administration.
- Other Information: Any other personal data you provide to us voluntarily, such as emergency contact details or bank account information for salary payment.
4. How We Use Your Personal Data
We process your personal data for the following purposes:
For Job Applicants:
- To assess your qualifications for the position you applied for.
- To communicate with you during the recruitment process.
- To conduct background checks and verify references.
- To comply with legal and regulatory obligations related to hiring.
For Employees:
- To manage your employment, including payroll, benefits, and work-related communications.
- To evaluate job performance and career development.
- To ensure compliance with legal and regulatory requirements.
- To maintain a safe and secure work environment.
- To administer employee benefits and insurance programs.
5. Legal Basis for Processing
We rely on various legal bases for processing your personal data, including:
- Consent: Processing based on your consent when required.
- Contractual Necessity: Processing necessary for the performance of an employment contract.
- Legal Obligation: Processing required to comply with employment and labor laws.
- Legitimate Interests: Processing based on our legitimate interests as an employer.
6. Data Retention Periods
We retain your personal data for the following periods:
For Job Applicants:
- If your application is unsuccessful, we typically retain your data for 1 months after the recruitment process concludes, after which it will be securely deleted.
For Employees:
- Employee data is retained for up to six years post-employment termination as a precautionary measure. Maintaining this information for approximately six years is advisable to support legal defense against potential claims if needed.
7. Data Sharing
We may share your personal data with:
- Third-party service providers who assist us in HR management and employee benefits administration.
- Legal and regulatory authorities when required by law.
- Professional advisors, such as legal counsel and auditors.
8. International Data Transfers
We may transfer your personal data to countries outside your country of residence when necessary for employment-related purposes, such as payroll processing. We will take appropriate measures to ensure your data is protected during such transfers, such as relying on standard contractual clauses or other legal mechanisms.
9. Data Security
We implement robust security measures to protect your personal data from unauthorized access, disclosure, alteration, or destruction. We maintain strict confidentiality regarding your personal data.
10. Your Rights
You have certain rights regarding your personal data, including:
- Access: You can request access to the personal data we hold about you.
- Rectification: You can ask us to correct inaccuracies in your personal data.
- Erasure: You can request the deletion of your personal data in certain circumstances.
- Data Portability: You can request a copy of your data in a structured, machine-readable format.
- Withdrawal of Consent: If we rely on your consent, you can withdraw it at any time.
- Object: You can object to the processing of your data under certain circumstances.
To exercise your rights or for any privacy-related inquiries, please contact us using the details provided below.
11. Changes to This Privacy Policy
We may update this Privacy Policy to reflect changes in our data processing practices or legal requirements. We will notify you of any significant changes and post the revised policy on our company website.
12. Contact Us
If you have any questions, concerns, or requests regarding this Privacy Policy, our data processing practices, or your data subject rights, please contact us at:
By email: dpo@doccla.com
By mail: Doccla LTD, 184 Shepherds Bush Rd, Hammersmith, London, England, W6 7NL