PRIVACY POLICY

M LEGGATE AND SONS (PRODUCE) LTD PRIVACY POLICY

Data Protection

M Leggate and Sons (Produce) Ltd is a data controller for the purposes of data protection legislation. Authorised members of our staff have access to this information and act as data processors.

We ask you to share information with us so that we can provide you with work-finding and related services. Unless we are allowed to do so by law, we will not give your information to anyone without your consent.

We have a full Data Protection Policy and Privacy Notice that tells you what you can expect from us and how we will protect your rights.  The privacy notice tells you what information we collect, how we use it, how long we keep it, and who we share it with.

It also tells you about your rights as an individual with regards to the processing of your personal information, so we recommend that you take the time to read this document.

If you have any questions or want to exercise any of your data protection rights, please contact: Date Protection Officer (DPO) M Leggate and Sons (Produce) Ltd, Main Road, Wrangle, Boston, Lincs, PE22 9AA

FAIR PROCESSING/PRIVACY NOTICE

We care about your information

M Leggate and Sons (Produce) Ltd is a data controller and data processor for the purposes of data protection legislation. Relevant, authorised members of our staff will have access to the information.

We ask you to share information with us so that we can provide you with work-finding and related services.

This document tells you what you can expect from us and how we will protect your rights.  It applies to information we collect about agency workers, staff members and individuals who work at the companies we do business with.

If you wish to exercise any of your rights, please contact: Data Protection Officer (DPO), M Leggate and Sons (Produce) Ltd, Main Road, Wrangle, Boston, Lincs, PE22 9AA

Why do we process your information?

We process information about you known as ‘personal data’ to enable us to carry out our business as a Farm and Food Processors for the purposes of farming and food processing in a safe and fair way.

We have a duty of care to look after the best interests of our customers and to do that we need to collect and process relevant information.

We process some other information to help us make sure we are delivering a service that treats people legally and fairly, prevents human rights abuses, and is always improving.

Who will we share information with?

Information shared with business partners - We have contracts in place with these organisations that require them to treat worker information as confidential before we share worker information with them.  

Auditors & Inspectors - From time to time we may be audited by third parties to ensure that we are operating a legally compliant and ethical business.  These third parties may include:

 Government regulatory and enforcement audits

 Customer audits

Professional Advisors – including lawyers, banks, auditors and insurers

Where we need to comply with a legal or regulatory obligation.

Other - If we would like to share your data with anyone not covered in this privacy notice (such as sharing testimonials with potential customers, for example), we will only do this where we have a legitimate reason to do so and where required will ask for your specific consent to do so.

What are your rights?

All individuals have the following rights regarding their personal information (also called ‘personal data’)

 The right to be informed – You have the right to know what information we hold about you, what we are using it for, who we are sharing it with, how long we are keeping it, and on what basis we are processing the data.  While we always prefer to process data based on your explicit consent, as a recruitment organisation we also have a ‘legitimate interest’ in processing your data to ensure we are matching you to suitable vacancies.  There are also times when we have to process your information because we are required to by law.

 The right of access – If you would like to see the records we hold on file for you, please contact Richard Leggate, M Leggate and Sons (Produce) Ltd, Main Road, Wrangle, Boston, Lincs, PE22 9AA.  All requests must be made in writing and will be dealt with within 30 days.

 The right to rectification – If you believe we are holding incorrect information, you can ask us to correct it.

 The right to erasure – You can ask us to remove your information from our records.  As long as there is no legal requirement for us to keep them (for example, HMRC require us to keep payroll records for 6 years), we will remove your details. This will mean that we won’t be able to contact you with any work opportunities in future.

 The right to restrict processing – Instead of asking to be removed, you can ask us to stop processing it – so you can ask us to stop contacting you about work opportunities, for example.

 The right to data portability – If you want to take your data to another organisation, please contact Richard Leggate, M Leggate and Sons (Produce) Ltd, Main Road, Wrangle, Boston, Lincs, PE22 9AA.

 The right to object – You have the right to object to your data being processed on the basis of legitimate interests, direct marketing, and processing for statistical purposes.  We will stop processing your information immediately unless there are legal reasons for us not to do so.

 The right not to be subject to automated decision-making (including profiling) – You have the right to object to automated decision-making.

What information do we collect? How do we use it? How long do we keep it?

This privacy notice has been divided into sections, so that you can read the information relevant to you. Each section tells you what information we collect, how we use it, and how long we will keep it for.  These sections are:

 Staff members

 Visitors

 Individuals who work at the companies we do business with

STAFF MEMBERS

Staff members are those people who work directly or indirectly (such as agency workers) for and within our organisation.

What information do we collect?

We collect personal data from you in order to fulfil our contract with you, to comply with our legal obligations and where it is in our legitimate interests as an employer. This includes:

 Name, contact details, date of birth, marital status and gender.

 Your right to work status (including taking copies of original passport/visa documents)

 Your skills, experience and qualifications (including driving licence)

 Reference details

 Questions relevant to your ability to carry out the role

 Health questions relevant to the type of work you are applying for

 Bank details

 National Insurance Number

 Your next of kin

 Whether you require any reasonable adjustments to undertake the role

 Previous and current training records.

 Appraisal and performance review records

 Sickness absence records

 Correspondence records (including disciplinary and grievance meeting notes where relevant)

 Monitoring Data includes footage captured on CCTV at our sites, and recording of telephone calls with us.

 Vehicle Monitoring Data.

Special Category Data and Criminal Data. 

We may also collect, store and use the following "special categories" of more sensitive personal data, namely health and medical information, where necessary, to process insurance claims and for regulatory or legal investigations.

We may also obtain information about criminal convictions and offences.

We may also collect Biometric data for the purpose of monitoring staff time and attendance.

How do we use it?

The information we ask for helps us to assess your suitability for employment, to enable us to employ you and to fulfil legal or regulatory requirements with us.  You don’t have to provide the information we ask for, but it might affect our ability to employ you if you don’t.

This information is collected, processed and retained because employers have a ‘legitimate interest’ under data protection law to do this.

How long do we keep it?

We keep the information you provide for either the minimum period we are required to keep it by law, or as defined in our Data Retention Policy or for as long as you give us consent to keep the information.

Your employee record will be retained for the duration of your employment and for differing periods depending on the records as defined in our Data Retention Policy following the end of your employment.

VISITORS

We are a food production site and we need to keep a record of all visitors who visit our premises.

What information do we collect?

We collect personal data from you in order to fulfil our contract with you, to comply with our legal obligations and where it is in our legitimate interests as an employer. This includes:

 Name, contact details.

 Health questions

 Your next of kin

 Monitoring Data includes footage captured on CCTV at our sites, and recording of telephone calls with us.

Special Category Data and Criminal Data. 

We may also collect, store and use the following "special categories" of more sensitive personal data, namely health and medical information, where necessary, to process insurance claims and for regulatory or legal investigations.

How do we use it?

The information we ask for helps us to assess your suitability for employment, to enable us to employ you and to fulfil legal or regulatory requirements with us.  You don’t have to provide the information we ask for, but it might affect our ability to employ you if you don’t.

This information is collected, processed and retained because employers have a ‘legitimate interest’ under data protection law to do this.

How long do we keep it?

We keep the information you provide for either the minimum period we are required to keep it by law, or as defined in our Data Retention Policy or for as long as you give us consent to keep the information.

Your employee record will be retained for the duration of your employment and for differing periods depending on the records as defined in our Data Retention Policy following the end of your employment.

EXTERNAL BUSINESS CONTACTS

External business contacts means individual members of staff at the supplier, support, customer and other organisations we work with to perform the legitimate activities of our business.

What information do we collect?

We collect personal data in order to comply with our legal obligations and where it is in our legitimate interests as an employer and business.

Individuals within the companies we work with are also entitled to have their personal information protected.

We will only share information where it is allowed by law and relevant to our legitimate business activities.

We may also share professional information that is already in the public domain (such as company website pages, LinkedIn profiles, and similar media).

Special Category Data and Criminal Data. 

We may also collect, store and use the following "special categories" of more sensitive personal data, namely health and medical information, where necessary, to process insurance claims and for regulatory or legal investigations.

How do we use it?

The information we ask for will only be used in connection with the legitimate activities of our business.

How long do we keep it?

We keep the information for either the minimum period we are required to keep it by law, or for as long as you give us consent to keep the information, whichever is longer.

We will retain contact details for individuals within client organisations while the organisation remains a current or prospective client organisation.  

Individuals within the organisations we work with have the same rights as any other individual (including the right to be forgotten).  Anyone wishing to exercise their rights under data protection legislation should contact Richard Leggate, M Leggate and Sons (Produce) Ltd, Main Road, Wrangle, Boston, Lincs, PE22 9AA.

COOKIES  

What is a Cookie?

A cookie is a small text file that is placed on to your computer via your web browser when you visit a website. Cookies are used to save certain information, such as storing the contents of your shopping basket or noting the last time you visited a website.

Cookies are only used to store data. They are not used to do anything harmful like start a process or infect your computer. What cookies do we use?

There are number of cookies that are stored as soon as you visit M Leggate and Sons (Produce) Ltd. Some are from us and are necessary for certain functions of the website (like logging in), and others are from by third-parties such as Google.

Cookies that are strictly necessary

These cookies assist with logging in, user identity, and connection to M Leggate and Sons (Produce) Ltd

Third-party cookies

Google Analytics saves anonymous statistical data that we use to improve your experience on our site. We do not directly control these cookies. You can check the third-party websites for more information on these.

 Google Maps and Analytics

Removing Cookies

Cookies don’t stay around forever and your web browser will eventually delete them. When a website stores a cookie, it states how long the cookie should stay on the computer for – this can be for the current visit only or for a period of time, for example one year.

You can choose to delete our, or any website’s, cookies from your web browser at anytime (for help on how to do this, go to http://www.aboutcookies.org). You can also set your web browser to not accept any cookies if you wish. You will still be able to view our web site, but you will not be able to login (which will deny you the rich community involvement that M Leggate and Sons (Produce) Ltd would provide you).

Questions

If you have any questions about our Privacy and Cookie Policy then please get in touch.

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