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Internal, Colleague Records, Version1, Page 1 of 7 Internal, October 2015

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Internal, Colleague Records, Version1, Page 2 of 7 Internal, October 2015

As a colleague of Tesco, we need to store personal information about you e.g. we’ll keep your bank details so we can pay you and your address so we can contact you. We do our best to make sure that all of this information is kept securely and that you are able to access any information we hold about you.

This policy is applicable to you if you’re a Tesco colleague.

When we talk about colleague records or data, we mean information that we keep, which can be used to identify you. We have to treat some of the information we hold about you differently. Anything classed as ‘sensitive personal data’ can only be kept/processed by us if we have an appropriate reason for doing so e.g. to pay your sick pay, process your Usdaw subscriptions or because we have a legal obligation to do this. ‘Sensitive personal data’ includes things about you such as:      

Your racial or ethnic origin Your sexual orientation Any health issues Your religion or similar belief system Criminal offences or sentences Trade union membership

We keep a lot of our colleague records and correspondence securely in your Personnel File which is stored in a locked place e.g. a filing cabinet. We also keep some records on our IT systems such as payroll data. Access to these documents is restricted to those who need it to do their job e.g. members of the People Team, your manager or your payroll administrator. We also ensure that the same degree of security and confidentiality is maintained where colleague records are released to third parties e.g. Equiniti who manage our share schemes.

Your Personnel File will usually contain:            

Yes, the Data Protection Act controls how your personal information is used by us therefore we will make sure that any records we have are:    

Kept for a valid reason; Accurate and, where necessary up-to-date; Kept for no longer than necessary; and Kept secure and confidential.

Your application form and any interview notes; Your offer letter; Your Terms and conditions of employment (contract); Copies of your right-to-work documents (e.g. passport or visa); Opt-out forms regarding Sunday working and the Working Time Regulations; Emergency contact details; Records of any time off you’ve had e.g. sickness; Documents relating to any changes in your role such as letters outlining a new role or payroll changes; Training records; Disciplinary or grievance records; Young Workers’ Working Time Regulations form, if applicable; and Child’s Work Permit and Child Safety letter if applicable.

Yes, CCTV is another form of data/information which we keep. Because it can be used to identify a colleague, it’s covered by this policy.

The Data Protection Act gives you the right to find out what information we have about you, how we use it and to get a copy of it.

Internal, Colleague Records, Version1, Page 3 of 7 Internal, October 2015

Please let your People Team know as soon as possible if your personal information changes e.g. you change your:    

Address; Emergency contact; Name (we’ll need proof of this such as a marriage, civil partnership or deed poll certificate); or Bank details etc.

If it’s just a copy of your Personnel File, or another piece of information about you which is relatively easy to retrieve, then simply ask your People Team to provide this to you. If your request for information is more complex or you are requesting significant amounts of data, then you’ll need to put your request in writing and pay a £10 fee. To help you with this, we’ve provided a form which will help us establish exactly what information you’re looking for – this is called the Subject Access Request form. This has the address on it where you need to send your request. Because Tesco is such a large business, your information could be held in different places and so it’s important that you address your request correctly. The attached Subject Access Request form can be used to obtain the following data:      

Personnel File; Tesco Opticians; Payroll records; CCTV; Holiday records; or Working permits/visa’s etc.

If you have completed a Subject Access Request form, this will mean that any information held in your place of work will be sent to a central point for collating with the other documents you’ve requested, before sending it all out to you, together. In some cases, we’ll need to obscure or remove facts from the information we send to you. This is called redacting and we do this because you’re not entitled to receive any information relating to another person. As an example, if a document had information about you and another colleague, we’d probably obscure the information about the other colleague before giving you a copy.

There is no limit on the number of requests that you can make, but we don’t have to respond to requests made at unreasonable intervals. We also don’t have to comply with an identical or similar request which we have already dealt with, unless a reasonable interval has elapsed between the first request and the subsequent one.

Depending on what job you do, you might have to respond to a subject access request. Some examples of this are: 

If you want a copy of the information held by other areas of Tesco’s business, such as:    

Any written request from you to see a copy of your data must be responded to within 40 days of us receiving your written request, the £10 fee and any ID we need to verify your request.

 

You work in the People Function and this is part of your role; You happen to be linked to the data requested and we ask your permission to disclose it; or You hold the data requested so need to provide it.

Tesco Pharmacy; Tesco Mobile;

Tesco Bank; or Tesco’s Nutri-Centres

Please make a separate request to that business area, using the contact details provided on the Subject Access Request form.

The police service, law enforcement agencies and government bodies can ask us for information about you to support their administrative processes and investigations. We will comply with these requests where we have a legal duty to do so.

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If you transfer to a new place of work e.g. you move stores, then your Personnel File will be transferred speedily and in a secure manner so that it is not mislaid or lost. All Personnel Files will be transferred between locations using the following principles:

Files will be:   

posted by special delivery (Royal Mail); posted through internal mail; or hand delivered to the People Manager in the destination site (or Store Manager if there is no People Manager).

If the file is posted, the package will be marked Strictly Private and Confidential, have a return address and contact details. We won’t indicate the nature of the contents. If the file is being hand delivered, it won’t be stored in the boot of a car overnight or where the car is left unattended for a long period. The manager sending the file will tell the receiving manager to expect it and the manager receiving the file will contact the Post Office if it doesn’t arrive, to trace the package. If the Post Office confirms that the package has been lost, an apology letter will be sent to you.

Recruitment information

Keep for…

Unsuccessful candidate Application forms, CVs, interview notes, work sample questionnaire

Six months after the conclusion of the recruitment process ( Northern Ireland = three years after conclusion of the recruitment process

Successful candidates Application forms, CVs, interview notes & references, work sample questionnaire

Duration of employment + seven years

Right to work information

Duration of employment + seven years

Criminal records information from the Disclosure and Barring Service

Six months from receiving the report

General employment information – we’ll keep for the whole time you’re employed plus seven years after you’ve left Basic information e.g. Name, date of birth, gender, race or ethnic origin, health information, national insurance number Job information e.g. location, department, job code, position Contract, offer letter etc. Signed handbook slip

If you are going to work overseas, your main file will be kept in your home country. Copies of information that relate to your role, offer letter, contract, performance reviews, next of kin etc. will be kept locally. Once the assignment is finished, the local file will be sent to the home country to be amalgamated with the main file.

Disability records Flexible working records Sunday working opt in/out form (current form only) Inspiring Great Performance progress reviews Earnings records

Your information won’t be kept indefinitely and the table below outlines which employment records we keep and how a guideline about long we keep them for.

Changes to terms & conditions/contract or personal details, planned schedules, secondment paperwork, salary changes (we’ll only keep this for six months after the date of change)

Your records will usually be kept for these timescales but may be kept for longer where information is relevant to a lawsuit (contemplated or actual) or regulatory investigations/proceedings; or an order for production from a regulatory or law enforcement body.

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Training

Keep for…

Subject access requests

Three years after the request was made

Training records

Duration of employment + 7 years

Time cards

Two years after the audit

Options

End of options + one year

Working time records (including exceptions) and opt-out forms

Two years from the date of the record being made

Leaving Tesco

Keep for…

Resignation letters

Seven years after leaving

Redundancy details, including calculations of payments, refunds, notification to the Secretary of State

Seven years after leaving

Exit interviews

One year after leaving

References given by us

One year after leaving

Absence records

Keep for…

Return to work forms, MAT B1’s, Paternity leave records, sickness records, Compassionate leave etc.

Three years after the absence ended

Annual leave records, including lifestyle breaks and unpaid leave

Two years after the end of the holiday year

Career breaks

Keep while employed

Shared parental leave

Five years after the leave ended

Child/Young Workers

Keep for…

We will securely dispose of, or destroy, out of date information.

Keep until child has been a young worker for at least one year. Keep for one year past 18th birthday

Other

Keep for…

Disciplinary, grievance & dismissal records

Five years after the decision was made

Gender reassignment records

One year after the colleague is legally recognised as their new gender

Bakery or Night colleague health questionnaire

Two years from the date of the questionnaire

Maternity risk assessment

Three years after your return to work

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Internal, Colleague Records, Version1, Page 6 of 7 Internal, October 2015

1

1st September 2015

New policy

This document shouldn’t be shared with anyone externally without permission from your Director. This policy and any associated documentation remains the property of Tesco and should be returned if requested.

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