RDS staff privacy policy
This policy explains how we comply with legislation and protect the privacy of our staff.
Why we may process your data
In some cases, we need to process data to ensure that we are complying with our legal obligations in so far as it is authorised by UK law or a collective agreement pursuant to UK law providing for appropriate safeguards for the fundamental rights and the interests of the data subject. We may also need to process your data to confirm your identity if you are a prospective member of RDS staff (pending a successful application outcome).
Following a successful application and accepted offer of employment, the following processing may occur during your employment as an RDS staff member:
- Microsoft Teams and other Office 365 applications
- We may utilise tools such as recording and audio transcription features in meetings for the purpose of accurate minute taking.
- Bright HR for the maintenance and input of human resources related information of RDS staff
- MentorLearn, an application hosted by the Royal Bank of Scotland which is used by RDS to facilitate annual staff training
- ADP which is utilised for RDS employee payroll information
- Nest which is used by RDS to manage RDS staff pensions
- Edenred benefits which are provided to RDS colleagues via the Edenred platform.
Our lawful basis for processing your data
RDS will process data in association with staff members for 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. This data will also be processed as it is necessary for the purposes of performing the employee contract or compliance with a legal obligation to which the controller is subject.
Employees have the option to consent to registering for employee benefits through the Edenred platform, and individual benefits platforms provide links to their specific privacy notices.
The types of personal information we collect
In the event that you are employed by RDS, we will collect and process the following personal data:
- Your name, address and contact details, including email address and telephone number;
- Date of birth
- Emergency contact information
- Gender
- Special Category Information where applicable
- Whether you have a disability for which RDS needs to make reasonable adjustments during the process of employment.
- Financial information
Applicants for employment at RDS
RDS collects a range of personal data and information during the process of evaluating applications for advertised RDS positions. This may include:
- Your name, address and contact details, including email address and telephone number;
- Your current job role
Methods of data collection
Data which may be contained in application materials:
- Forms;
- CVs (Curriculum Vitae);
- References provided alongside CVs
- Your current job role
If you are unsuccessful in the application process, we will retain your details for 6 months.
How your data may be shared
If you are employed by RDS, we may share your data for the following purposes:
- Your data may be shared to carry out third party security checks before employment.
- We will share your personal data, including financial information with third party pension companies such as Nest.
- Your data will be shared with the Royal Bank of Scotland to allow you access to their online mentoring platform for training purposes.
- Your data will be shared with Bright HR and subset applications for the purpose of carrying out HR tasks and functions:
- This may also include sharing your data with Bright HR’s application known as Blip for the purposes of time management and clocking in/out.
- We will share personal data with HMRC for the purpose of financial management, payment information and statutory return.
- In the event that we are required to carry out a reasonable task to comply with legal requirements set by other government or security bodies.
- We will share both personal data and special category data in order to comply with emergency services in the event of an emergency situation.
How your personal information is stored
At RDS, it is our priority that your information is securely stored. As an organisation, the data that we collect from you will be primarily stored inside the UK or the European Economic Area (EEA).
To operationally store data collected via differing organisational processes, RDS uses a number of Microsoft platforms. These different systems include:
- Microsoft 365
- Microsoft SharePoint
- OneDrive
- Microsoft Teams
- Microsoft Forms
RDS shall store key information regarding your employment to comply with legal and regulatory requirements. This information will be retained in compliance with specific legislation regarding the storing of employee records. Additionally, in-line with our records management policy and retention schedules, your information will be reviewed on an annual basis. Following a departure of employment from RDS, your information will be retained for 6 years and deleted following review.
Last Updated 22 Jul 2024