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Data Protection Privacy Notice – Employment

BJS Distribution Storage & Couriers Ltd
This notice explains what personal data (information) we hold about you, how we collect it, and how we use and may share information about you during your employment and after it ends. We are required to notify you of this information under data protection legislation. Please ensure that you read this notice (sometimes referred to as a ‘privacy notice’) and any other similar notice we may provide to you from time to time when we collect or process personal information about you.
Who collects the information
BJS Distribution Storage & Couriers Ltd  (commonly known as BJS or BJS Home Delivery) (‘Company’) is a ‘data controller’ and gathers and uses certain information about you.
Data protection principles
We will comply with the data protection principles when gathering and using personal information, as set out in our Data Protection Employment Policy.
About the information we collect and hold
The table set out in the Schedule summarises the information we collect and hold, how and why we do so, how we use it and with whom it may be shared. Certain of the categories in the Schedule may not apply to you if you are an agency worker, independent contractor, freelancer, volunteer or intern.
We may also need to share some of the categories of personal information set out in the Schedule with other parties, such as external contractors and our professional advisers and potential purchasers of some or all of our business or on a re-structuring. Usually, information will be anonymised but this may not always be possible. The recipient of the information will be bound by confidentiality obligations. We may also be required to share some personal information with our regulators or as required to comply with the law.
We seek to ensure that our information collection and processing is always proportionate. We will notify you of any changes to information we collect or to the purposes for which we collect and process it.
Where information may be held
Information may be held at our offices and third party agencies, service providers, representatives and agents as described above. Information may be transferred internationally to India and other countries around the world, including countries that do not have data protection laws equivalent to those in the UK, for the reasons described above. We have security measures in place to ensure that there is appropriate security for information we hold including those measures detailed in our Privacy Policy, CCTV Policy and I.T. and Communications Systems Policy
How long we keep your information
We keep your information during and after your employment for no longer than is necessary for the purposes for which the personal information is processed. Further details on this are available in our Records Retention Policy.
Your right to object to us processing your information
Where our processing of your information is based solely on our legitimate interests (or those of a third party), you have the right to object to that processing if you give us specific reasons why you are objecting, which are based on your particular situation.  If you object, we can no longer process your information unless we can demonstrate legitimate grounds for the processing, which override your interests, rights and freedoms, or the processing is for the establishment, exercise or defence of legal claims.
Please contact dataprotection@bjshomedelivery.com if you wish to object in this way.
Your rights to correct and access your information and to ask for it to be erased
Please contact dataprotection@bjshomedelivery.com , if in accordance with applicable law, you would like to correct or request access to information that we hold relating to you or if you have any questions about this notice. You also have the right to ask dataprotection@bjshomedelivery.com  for some but not all of the information we hold and process to be erased (the ‘right to be forgotten’) in certain circumstances. Our HR Team will provide you with further information about the right to be forgotten, if you ask for it.
Keeping your personal information secure
We have appropriate security measures in place to prevent personal information from being accidentally lost, or used or accessed in an unauthorised way. We limit access to your personal information to those who have a genuine business need to know it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.
We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.
How to complain
We hope that our HR Team can resolve any query or concern you raise about our use of your information. If not, contact the Information Commissioner at ico.org.uk/concerns/ or telephone: 0303 123 1113 for further information about your rights and how to make a formal complaint.
About the information we collect and hold
The information we collectHow we collect the informationWhy we collect the informationHow we use and may share the information
Your name, contact details (ie address, home and mobile phone numbers, email address) and emergency contacts (ie name, relationship and home and mobile phone numbers) ☐From youTo enter into/perform the employment contract

Legitimate interest: to maintain employment records and good employment practice
To enter into/perform the employment contract
Details of salary and benefits, bank/building society, National Insurance and tax information, your age ☐From youTo perform the employment contract including payment of salary and benefits

Legitimate interests: to maintain employment records and to comply with legal, regulatory and corporate governance obligations and good employment practice
To ensure you receive the correct pay and benefits

Information shared with HM Revenue & Customs (HMRC)
Details of your spouse/partner and any dependants ☐From youTo perform the employment contract including employment-related benefits, eg private medical insurance, life assurance and pensionTo ensure you receive the correct pay and benefits

Information shared with HM Revenue & Customs (HMRC)
Your nationality and immigration status and information from related documents, such as your passport or other identification and immigration information ☐From you and, where necessary, the Home OfficeTo enter into/perform the employment contract

To comply with our legal obligations

Legitimate interest: to maintain employment records
To carry out right to work checks

Information may be shared with the Home Office
A copy of your driving licence ☐From youTo perform the employment contract

To comply with our legal obligations

To comply with the terms of our insurance
To ensure that you have a clean driving licence

Information may be shared with our insurer
Details of your pension arrangements, and all information included in these and necessary to implement and administer them ☐From you, from our pension administrators Aviva and where necessary from your own pension fund administratorsTo perform the employment contract including employment-related benefits

To comply with our legal obligations

Legitimate interests: to maintain employment records and to comply with legal, regulatory and corporate governance obligations and good employment practice
To comply with our auto-enrolment pension obligations

Information shared with our pension administrators AVIVA and with HMRC
Information in your sickness and absence records (including sensitive personal information regarding your physical and/or mental health) ☐From you, from your doctors, from medical and occupational health professionals (including BUPA) we may engage and from our insurance benefit administrators QBE Insurance GroupTo perform the employment contract including employment-related benefits

To comply with our legal obligations

Legitimate interests: to maintain employment records and to comply with legal, regulatory and corporate governance obligations and good employment practice, to ensure safe working practices
To maintain employment records, to administer sick pay entitlement, to follow our policies and to facilitate employment-related health and sickness benefits

To comply with our legal obligations to you as your employer

Information shared with your doctors, with medical and occupational health professionals we engage and with our insurance benefit administrators.

For further information, see * below
Your racial or ethnic origin, sex and sexual orientation, religious or similar beliefsFrom youTo comply with our legal obligations and for reasons of substantial public interest )equality of opportunity or treatment)To comply with our equal opportunities monitoring obligations and to follow our policies

For further information, see * below
Driving convictions and penalty information☐From you, your driving licence, VMS Car leasing and the UK Traffic Enforcement AgencyTo perform the employment contract

To comply with our legal obligations

To comply with the terms of our insurance
To ensure that you have a clean driving licence if applicable to your role

Information may be shared with our insurer
Your trade union membershipFrom you or your trade unionTo comply with our legal obligations

Legitimate interests: to maintain employment records and to comply with legal, regulatory and corporate governance obligations and good employment practice
For staff administration and to pay trade union premiums and register the status of a protected employee

Information shared with your trade union

For further information, see * below
Information on grievances raised by or involving youFrom you, from other employees and from consultants we may engage in relation to the grievance procedureTo perform the employment contract

To comply with our legal obligations

Legitimate interests: to maintain employment records and to comply with legal, regulatory and corporate governance obligations and good employment practice
For staff administration, to follow our policies and to deal with grievance matters

Information shared with relevant managers, HR personnel and with consultants we may engage
Information on conduct issues involving youFrom you, from other employees and from consultants we may engage in relation to the conduct procedureTo comply with our legal obligations

Legitimate interests: to maintain employment records and to comply with legal, regulatory and corporate governance obligations and good employment practice, to ensure safe working practices
For staff administration and assessments, to follow our policies, to monitor staff performance and conduct and to deal with disciplinary and grievance matters

Information shared with relevant managers, HR personnel and with consultants we may engage
Details of your appraisals and performance reviewsFrom you, from other employees and from consultants we may engage in relation to the appraisal/performance review processTo comply with our legal obligations

Legitimate interests: to maintain employment records and to comply with legal, regulatory and corporate governance obligations and good employment practice, to ensure safe working practices
For staff administration and assessments, to follow our policies, to monitor staff performance and conduct and to deal with disciplinary and grievance matters

Information shared with relevant managers, HR personnel and with consultants we may engage
Details of your performance management/improvement plans (if any)From you, from other employees and from consultants we may engage in relation to the performance review processTo comply with our legal obligations

Legitimate interests: to maintain employment records and to comply with legal, regulatory and corporate governance obligations and good employment practice, to ensure safe working practices
For staff administration and assessments, to follow our policies and to monitor staff performance

Information shared with relevant managers, HR personnel and with consultants we may engage
Details of your time and attendance recordsFrom you, BJS HR system and the Toolbox systemTo perform the employment contract

Legitimate interest: to monitor and manage staff access to our systems and facilities and to record staff absences
For payroll and staff administration and assessments, to follow our policies and to monitor staff performance and attendance

Information shared with relevant managers, HR personnel and with consultants we may engage.
Information regarding your work outputControlled System Administrators (IT & Directors) have access to work output data from HR System, Toolbox, Warehouse system, customer services and outlook shared and individual accounts.To perform the employment contract

Legitimate interests: to maintain employment records. To monitor work output i.e CS calls, warehouse scans. To ensure business continuity during employee absence.
Information shared with relevant managers, HR personnel and with consultants we may engage.
Information in applications you make for other positions within our organisationFrom youTo enter into/perform the employment contract

To comply with our legal obligations

Legitimate interests: to maintain employment records and to comply with legal, regulatory and corporate governance obligations and good employment practice
To process the application

Information shared with relevant managers, HR personnel and with consultants we may engage
Information about your use of our IT, communication and other systemsAutomated monitoring of our websites and other technical systems, such as our computer networks and connections, CCTV and access control systems, communications systems, remote access systems, email and instant messaging systems, intranet and Internet facilities, telephones, voicemail, mobile phone recordsLegitimate interests:

to monitor and manage staff access to our systems and facilities

to protect our networks, and personal data of employees and customers/clients, against unauthorised access or data leakage

to ensure our business policies, such as those concerning security and internet use, are adhered to

for operational reasons, such as maintaining employment records, recording transactions, training and quality control

to ensure that commercially sensitive information is kept confidential

to check that restrictions on your activities that apply after your employment has ended (post-termination restrictions or restrictive covenants) are being complied with

for security vetting and investigating complaints and allegations of criminal offences

for statistical analysis

to prevent unauthorised access and modifications to our systems

as part of investigations by regulatory bodies, or in connection with legal proceedings or requests
To protect and carry out our legitimate interests (see adjacent column)

Information shared with relevant managers, HR personnel and with consultants we may engage

For further information, see ** below
Your image, in photographic and video formFrom youLegitimate interests:

to monitor and manage staff access to our premises, systems and facilities

for marketing and business development purposes
To protect and carry out our legitimate interests (see adjacent column)

Information shared with HR, IT and security personnel Information shared with marketing and business development personnel and with consultants we may engage
Details of your use of business-related social media, such as LinkedInFrom relevant websites and applicationsLegitimate interests:

to monitor and manage staff access to our systems and facilities

to protect our networks, and personal data of employees and customers/clients, against unauthorised access or data leakage

to ensure our business policies, such as those concerning security and internet use, are adhered to

for operational reasons, such as maintaining employment records, recording transactions, training and quality control

to ensure that commercially sensitive information is kept confidential

to check that restrictions on your activities that apply after your employment has ended (post-termination restrictions or restrictive covenants) are being complied with

for security vetting and investigating complaints and allegations of criminal offences

as part of investigations by regulatory bodies, or in connection with legal proceedings or requests
To protect and carry out our legitimate interests (see adjacent column)

Information shared with relevant managers, HR personnel and with consultants we may engage

For further information, see ** below
Your use of public social media (only in very limited circumstances, to check specific risks for specific functions within our organisation; you will be notified separately if this is to occur)From relevant websites and applicationsLegitimate interests:

to monitor and manage staff access to our systems and facilities

to protect our networks, and personal data of employees and customers/clients, against unauthorised access or data leakage
to ensure our business policies, such as those concerning security and internet use, are adhered to

for operational reasons, such as maintaining employment records, recording transactions, training and quality control

to ensure that commercially sensitive information is kept confidential

to check that restrictions on your activities that apply after your employment has ended (post-termination restrictions or restrictive covenants) are being complied with

for security vetting and investigating complaints and allegations of criminal offences

as part of investigations by regulatory bodies, or in connection with legal proceedings or requests
To protect and carry out our legitimate interests (see adjacent column)

Information shared with relevant managers, HR personnel and with consultants we may engage

For further information, see ** below
Details in references about you that we give to othersFrom your personnel records, our other employeesTo perform the employment contract

To comply with our legal obligations

Legitimate interests: to maintain employment records and to comply with legal, regulatory and corporate governance obligations and good employment practice
To provide you with the relevant reference

To comply with legal/regulatory obligations

Information shared with relevant managers, HR personnel and the recipient(s) of the reference


You are required (by law or under the terms of your contract of employment, or in order to enter into your contract of employment) to provide the categories of information marked ‘☐’ above to us to enable us to verify your right to work and suitability for the position, to pay you, to provide you with your contractual benefits and to administer statutory payments such as statutory sick pay (SSP). If you do not provide this information, we may not be able to employ you, to make these payments or provide these benefits.
* Further details on how we handle sensitive personal information and information relating to criminal convictions and offences can be obtained from the HR Department.
 ** Further information on the monitoring we undertake in the workplace and how we do this is available in our CCTV Policy and I.T. and Communications Systems Policy
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