This Privacy Notice applies to La Prairie employees, applicants and, where applicable, to contractors who provide services to La Prairie.

Transcription

1 EMPLOYEE PRIVACY NOTICE Last updated 24 May, What des this ntice cver? References in this Privacy Ntice t La Prairie, we r us shall mean the La Prairie grup cmpany t which yu are applying r by which yu are currently emplyed r engaged (see list f entities here: This Privacy Ntice applies t La Prairie emplyees, applicants and, where applicable, t cntractrs wh prvide services t La Prairie. This Privacy Ntice describes the use f yur persnal data that La Prairie makes during yur recruitment prcess and yur nging emplyment within La Prairie. It als describes yur data prtectin rights, including a right t bject t sme f the prcessing which La Prairie carries ut. Mre infrmatin abut yur rights, and hw t exercise them, is set ut in "What rights d I have in relatin t my persnal data?" sectin belw. What persnal data d we cllect? In cnnectin with yur recruitment and emplyment (t the extent permitted by lcal law), we, as a data cntrller, cllect and prcess the fllwing types f persnal data abut yu: Cntact infrmatin: such as yur name, gender, hme address, persnal address, persnal phne number and ther similar infrmatin; Identificatin infrmatin: such as yur emplyee ID number, date f birth, passprt number, marital status, natinality, citizenship, immigratin status and cpies f identity dcumentatin, as permitted and required in rder t check yur right t wrk; Financial infrmatin: such as bank accunt and payment details, salary r ther cmpensatin, Natinal Insurance Number fr payment and taxatin purpses; Infrmatin relating t cmpany benefits and resurces: such as wrk expenses (e.g. ut f pcket expenses, crprate credit cards, mbile phne csts and cmpany cars r private cars where an allwance is claimed), the benefits yu register fr, yur use f cmpany equipment and resurces, travel preferences, beneficiaries details in relatin t life insurance r ther benefits, emergency cntacts, marital status, infrmatin abut family members including minrs where necessary fr the prvisin f applicable benefits, guarantees r relcatin assistance; Infrmatin cncerning yur career prgressin: such as jb title, prfessinal experience, educatin, perfrmance histry, training recrds, skills, career plans, cnduct and, where permissible, infrmatin abut vilatin f laws r breach f 1

2 cmpany plicies, details f prfessinal registratins, sanctins with prfessinal bdies r criminal cnvictins, where yu have cnsented t a backgrund check; and Any ther infrmatin yu submit t us (including during the curse f any crrespndence with us): such as signatures, phtgraphs, pinins, yur lcatin if yu chse t enable it n a cmpany device and any ther infrmatin yu prvide. On ccasins, we may receive persnal data frm private and public third parties, such as frm training, recruiting, emplyment r caching agencies. These persnal data may include details f a certificatin r training yu btained and feedback r references cncerning yur perfrmance r persnality. We may als receive persnal data frm scial insurance cmpanies r ther private third parties cncerning yur insurance cverage, medical cnditins r disabilities. These types f persnal data will be prcessed nly t cmply with legal bligatins. Why d we need yur persnal data? We prcess yur persnal data fr the fllwing purpses: Where necessary t establish, perfrm and terminate yur emplyment cntract: Recruiting and hiring. This includes (i) where yu apply fr a rle that we have advertised, we will prcess yur persnal data in rder that we can decide whether r nt t emply (r engage) yu (fr example, by inviting yu t interview, r reviewing yur qualificatins). The legal basis n which we prcess yur persnal data in this way is the steps taken prir t entering int a cntract f emplyment with yu as a ptential emplyee and (ii) cnducting preemplyment checks t ensure that (a) yu have the legal right t wrk fr us; (b) we receive satisfactry references frm yur referees; and (c) the infrmatin prvided by yu is crrect. The legal basis n which we prcess yur persnal data in respect f such checks is t cmply with ur legal bligatin f establishing yur right t wrk status and/r ur legitimate interest t ensure the cmpetency f thse we recruit; Administratin f payrll and benefits, absence, cmpensatin, sales quta cmmissin and expense management; T allw yu t access medical insurance, ccupatinal health, retirement plans, stck plans, access t cmpany cars, childcare benefits and ther benefits ffered by La Prairie and ther service prviders. Sme benefits may require yu t prvide persnal data cncerning family members, partners r next f kin, in which case yu must infrm them befre prviding such persnal data t us; Emplyee transfer management frm different subsidiaries and branches f La Prairie. 2

3 Where necessary t cmply with a legal bligatin: Making deductins frm payrll fr tax and scial security purpses and prviding infrmatin t tax and scial security authrities as required by law; Cmplying with health and safety legislatin t ensure health and safety in the wrkplace; Managing statutry entitlements including sick pay and maternity pay. Where necessary fr La Prairie's legitimate interests, as listed belw, and where ur interests are nt verridden by yur data prtectin rights: Managing and develping ur persnnel fr example perfrmance and talent management, training and leadership develpment, successin management, award recgnitin, and emplyee surveys where permissible; Arranging prfessinal travel and accmmdatin; Planning ur business; Prtecting ur legitimate business interests and legal rights. This includes but is nt limited t, use in cnnectin with legal claims, cmpliance, regulatry, auditing, investigative and disciplinary purpses (including disclsure f such infrmatin in cnnectin with legal prcesses r litigatin) and ther ethics and cmpliance reprting tls; Managing the perfrmance and security f ur equipment, facilities, intellectual prperty and electrnic platfrms. This includes administering access rights, mnitring cmpliance with infrmatin security and ther cmpany plicies, and where permitted by lcal law and in accrdance with relevant plicies, fr investigatins and disciplinary actins; Publishing internal directries and prviding ther internal cmmunicatin tls. This includes the infrmatin yu prvide fr yur internal cmpany prfile (including any phts); T analyse and mnitr the diversity f the wrkfrce in accrdance with applicable laws. This includes fr example, cmpliance with equal pprtunity emplyment laws. Where yu have given yur cnsent: fr example we ask fr yur cnsent where permitted by lcal law, t carry ut backgrund checks t evaluate eligibility fr emplyment and t cllect medical infrmatin if a regular r nbarding health check is required r t evaluate eligibility fr applicable benefits. Where we ask fr yur cnsent, yu are free t withhld r revke it. 3

4 If it becmes necessary t prcess yur data fr reasns ther than thse already listed abve, we will ntify yu when this need arises. Wh will we share this persnal data with, and where? Persnal data will be transferred t La Prairie's grup cmpanies (see list f entities here: and ther service prviders wh perfrm functins n ur behalf which are based in Switzerland and ther cuntries, including utside the Eurpean Ecnmic Area. The persnal data will be stred and prcessed manually and electrnically thrugh glbal systems and tls fr the purpses abve. La Prairie has apprpriate safeguards in place t prtect this data, including standard cntractual clauses. T btain a cpy f the dcument being used t prtect yur persnal data, please cntact yur lcal HR / Finance Manager. We share sme f yur persnal data with ther members f the La Prairie grup t administer and manage grup functins, including t assess yur perfrmance and the perfrmance f the La Prairie grup cmpanies. We als share yur persnal data with any ther grup cmpany t whm yu make an applicatin and cmmunicate with. Service prviders with whm yur persnal data may be shared with are: cmpanies prviding services under cntract t the La Prairie grup such as IT hsting and maintenance prviders, and payrll service prviders; third party prviders in rder that we can pay yur agreed salary and yu can btain benefits such as health insurance, childcare vuchers and ther applicable benefits. ccupatinal health prviders, medical prfessinals and, where permitted, survey service prviders, investigatrs, emplyee htline administratrs and data custdians; and gvernment authrities and/r law enfrcement fficials if required fr the purpses abve, if mandated by law r if required fr the legal prtectin f ur legitimate interests in cmpliance with applicable laws. In the event that the business is r may be sld r integrated with anther business, yur persnal data may (in accrdance with applicable law) be disclsed t a prspective purchaser t cnduct its due diligence prcess, ur advisers and any prspective purchaser s adviser and will be passed t the new wners f the business. Where required by English law, yu will be tld f such transfers. The legal basis n which we will prcess yur persnal data in this paragraph is ur legitimate interest t ensure that ur business can be cntinued by a purchaser. 4

5 Basis fr prcessing special categries f persnal data 'Special categries f persnal data' means data revealing: racial r ethnic rigin; plitical pinins; religius r philsphical beliefs r trade unin membership; genetic r bimetric data that uniquely identifies yu; r data cncerning yur health, sex life r sexual rientatin. The bullets belw, explain hw and why we prcess special categries f yur persnal data, as well as the legal basis n which we carry ut this prcessing: T mnitr diversity and equal pprtunities: we may prcess special categries f yur persnal data in rder t ensure that we are giving pprtunities t individuals frm all backgrunds and situatins. The legal basis n which we will prcess this persnal data is in rder t carry ut ur bligatins under emplyment law and equality laws; T review yur fitness t wrk / likelihd f returning t wrk: we may prcess special categries f yur persnal data in rder t cnsider yur ability t carry ut yur rle, which may include requiring yu t underg an Occupatinal Health r ther medical assessment. The legal basis n which we will prcess this persnal data is in rder t cnduct an assessment f yur wrking capacity; T determine whether we need t make reasnable adjustments t yur wrkplace r rle because f yur disability: we may prcess special categries f yur persnal data t assess the measures we can take t alleviate difficulties in yur wrk which are caused by yur disability. The legal basis n which we will prcess this persnal data is in rder t carry ut ur bligatins under emplyment and equality laws; T ensure health and safety in the wrkplace: we may prcess special categries f yur persnal data t ensure that we are cmplying with the requirements f health and safety legislatin. The legal basis n which we will prcess this persnal data is in rder t carry ut ur bligatins under emplyment law and/r t prtect yur vital interests; T sell ur business: we may prcess special categries f yur data in rder t prvide a prspective purchaser with infrmatin required t be disclsed under the Transfer f Undertakings (Prtectin f Emplyment) Regulatins The legal basis n which we will prcess yur persnal data is t carry ut ur bligatins under emplyment law. What rights d I have in relatin t my persnal data? Yu have the right t bject t us prcessing yur persnal data when we are prcessing persnal data based n ur legitimate interests (as set ut abve). If yu ask us t stp prcessing yur persnal data n this basis, we will stp prcessing yur persnal data unless we can demnstrate cmpelling grunds as t why the prcessing shuld 5

6 cntinue in accrdance with data prtectin laws. T enfrce yur right t bject, please make cntact with us via yur lcal HR / Finance Manager. Yu may be entitled t ask La Prairie fr a cpy f yur persnal data, t crrect it, erase r restrict its prcessing. Yu may als be entitled t btain the persnal data yu prvide us fr a cntract r with yur cnsent in a structured, machine readable frmat and ask us t share (prt) this persnal data t ther rganisatins. Yu may als have rights t bject t sme prcessing. Where we have asked fr yur cnsent, yu may withdraw cnsent at any time. If yu ask t withdraw yur cnsent t La Prairie prcessing yur persnal data, please make cntact with us via yur lcal HR / Finance Manager. This will nt affect any prcessing which has already taken place at that time. These rights may be limited in sme situatins fr example, where we have t prcess yur persnal data t cmply with legal bligatins. It is imprtant that we maintain yur up t date persnal data. Please ntify yur HR / Finance Manager r the persns respnsible fr Human Resurces matters at yur affiliate f any changes in yur persnal data as sn as they ccur (e.g. change f address, marital status, emergency cntacts). Frm time t time we may ask yu t cmplete a new persnal infrmatin frm t ensure ur recrds are up t date. Where we require persnal data t cmply with legal r cntractual bligatins, then prvisin f such data is mandatry. If such data is nt prvided, then we will nt be able t manage the emplyment relatinship, r t meet bligatins placed n us. In all ther cases, prvisin f requested persnal data is ptinal. We hpe that we can satisfy queries yu may have abut the way we prcess yur persnal data. If yu have any cncerns abut hw we prcess yur persnal data r yu wish t exercise any f the rights described abve, please cntact yur relevant lcal HR / Finance Manager r ne f the glbal Human Resurces Managers (cntact details here: If yu have any unreslved cncerns in relatin t yur persnal data yu als have the right t cmplain t data prtectin authrities. The relevant data prtectin authrity will be the supervisry authrity in the same cuntry as yur emplying cmpany r the cmpany which has engaged yu. Which La Prairie cmpany is my data cntrller, and which grup cmpany might my data be shared with? The data cntrller fr yur persnal data is yur emplying cmpany r the cmpany t whm yu are applying fr a jb r the cmpany t whm yu are engaged under a cntract (see list f entities here: ). 6

7 Hw lng will yu hld my data? La Prairie will keep yur persnal data, including persnal data retained frm the applicatin and selectin prcess fr a certain perid f time based n the fllwing criteria: (i) as lng as necessary t execute the emplyment relatinship; (ii) any applicable legal requirements that blige La Prairie t hld certain persnal data fr specific perids; and/r (iii) nce the emplyment relatinship ends, during an apprpriate perid t prtect itself frm legal claims, r t administer its business. Updates t this Privacy Ntice This Privacy Ntice may be updated peridically. We will update the date at the tp f this Privacy Ntice accrdingly and it will be available at any time at La Prairie s intranet site in the sectin called HR & Cre Values. On sme ccasins, we may als actively advise yu f specific data handling activities r significant changes t this Privacy Ntice as required by applicable law. Any changes we make t ur privacy plicy in the future will be psted n in such sectin. Please check back frequently t see any updates r changes t this Privacy Ntice. 7