This Privacy Notice (this Notice) is intended to ensure that you are aware of what personal data Corporate Access Legal Services (we, us, our) with registered addresses at 3rd Floor, Block 6, Cleaboy Business Park, Waterford and Suite 241, The Capel Building, Mary’s Abbey, Dublin 7 holds in relation to you, and how we use that data as data controller.
Please read the following carefully to understand our use of your personal data.
This Notice applies to you, whether you are a current (or former) employee, partner, worker, intern, agency worker, consultant, individual contractor or director. It also applies to third parties whose information you provide to us in connection with our relationship with you (for example, in respect of emergency contact information). Please ensure that you provide a copy of this Notice to any third parties whose personal data you provide to us.
Where we refer to ’employee personal data’ or ‘employment’ in this Notice, we do so for convenience only, and this should in no way be interpreted as purporting to confer employment status on non-employees to whom this notice also applies. This Notice does not form part of any contract of employment and does not confer any contractual right on you or place any contractual obligation on us.
It applies to all personal data collected, maintained, transmitted, stored, retained, or otherwise used (i.e. processed) by us regardless of the media on which that personal data is stored. We may update this Notice at any time and will notify you in writing of any changes.
What is Personal Data?
‘Personal Data’ is defined as any data relating to a living individual who can be identified directly from that data or indirectly in conjunction with other information. We hold some or all of the types of personal data set out in Appendix 1, in relation to you.
Purpose and Basis for Processing
We will hold, process and may disclose personal data provided by you for the following purposes:
Special Categories of Personal Data
Certain categories of your personal data are regarded as ‘special’ including information relating to an individual’s:
We only process such data where necessary for the purpose of carrying out the obligations, and exercising specific rights, of Corporate Access Legal Services or of an employee under employment law or for the assessment of your working capacity. See Appendix 1.
We will only process data relating to your criminal convictions or involvement in criminal proceedings when permitted by law, or where provided voluntarily by you.
In principle, we do not rely on your consent for data use. We may, however, from time to time, (i) ask for your consent to use your personal data for a specific purpose; and/or (ii) process your personal data (including “special data”) in order to protect your vital interests or the interests of another. If we do so, we will provide you with full details of the data that we would like and the reason we need it. We will also inform you about the fact that you can revoke your consent at any time and how you should do that. You should be aware that withholding your consent will never have an impact on your employment with us or otherwise negatively affect you.
Where you do not provide us with your Personal Data
If you do not provide us with your personal data we may not be able to process your job application, suitability for a particular role, your pay or other benefits, comply with our legal obligations or manage our business. We will tell you when we ask for information which is a statutory or contractual requirement or needed to comply with our legal obligations.
Security and Storage of Personal Data
We securely store your personal data in a centralised database, with controlled access to such database. Access to personal data (including special data) in both electronic and paper form is restricted to members of Management and employees who have a legitimate and justifiable reason to view such data.
Recipients of Your Personal Data
We may disclose your personal data to a Group Company including, without limitation, for the following reasons: in order to run inter- company processes, carry out group wide reporting, or take decisions about hiring or promotion.
It may be necessary from time to time for us to disclose personal data to third parties or agents, including without limitation to the following:
We will inform you in advance if we intend to further process or disclose your personal data for a purpose other than the purposes set out above. We take all reasonable steps, as required by law, to ensure the safety, privacy and integrity of such data and information and, where appropriate, enter into contracts with such third parties to protect the privacy and integrity of such data and any information supplied.
Transfer of Personal Data outside the EEA
The personal data that we collect from you may be transferred to, and stored at, a destination outside the European Economic Area (EEA), for the purposes described above. It may also be processed by personnel operating outside the EEA who work for us or for one of our suppliers who act on our behalf. We will ensure suitable safeguards are in place to protect the privacy and integrity of your personal data in such circumstances. You can obtain information and a copy of documentation pertaining to these safeguards from Management, where applicable.
Data will be stored for as long as required to satisfy the purpose for which the data was collected and used, unless a longer period is necessary for our legal obligations or for the exercise or defence of legal claims. Usually, we retain your data for the duration of your employment with us.
Statutory retention periods apply to certain records (for example, per legislation, employers are obliged to keep records of their employees’ working time for a period of three years). As statutory retention periods can vary depending on the type of data, please refer to our data retention policy which is available at the site office to find out more. Our retention practices are reviewed and updated from time to time in line with legal requirements and best practice. Further information can be obtained from Management.
Your Data Rights
You have several rights in relation to your personal data. You have a right to
However, these rights may not be exercised in certain circumstances, such as when the processing of your data is necessary to comply with a legal obligation or for the exercise or defence of legal claims. If you wish to exercise any of your rights in this regard please contact Management. We will respond to your request as soon as practicable. We may request proof of identification to verify your request.
If you require any further clarification regarding this Notice, please contact the General Manager.