Rubicon Heritage Services Ltd has created this data protection notice as the controller of employees’ personal data to demonstrate our firm commitment to privacy and to inform employees about the information we collect and process in connection with your employment. If you have any queries about this notice, please contact our Data Protection Officers, Bernie Carney. This notice sets out an explanation of what information about you we process, why we process your information, with whom your information is shared and a description of your rights with respect to your information.
What information do we process? As your employer, we need to keep and process certain information about you for normal employment and HR management purposes, to comply with our legal obligations and, where necessary, to protect our legitimate business interests. We will collect and process information from you during the recruitment process, during our employment relationship and following the termination of our employment relationship. Personal data is normally obtained directly from you. In certain circumstances, it will, however, be necessary to obtain data from internal third parties, e.g. your line manager, or from external third parties, e.g. references from previous employers, the Revenue Commissioners etc. The categories of personal data we process and the legal bases for doing so are set out in more detail in the appendix to this notice
How do we use your information? The information we hold and process will be used for management and administrative purposes. We keep it and use it to enable us to run our business, manage our employment relationship with you effectively, lawfully, and appropriately and protect employees’ rights and interests. This includes using your information to enable us to manage the employment contract, comply with legal obligations, pursue our legitimate interests, and protect our legal position in the event of legal proceedings against the company.
The uses we make of each category of your personal data, together with the legal bases we rely on for those uses are set out in more detail in the appendix to this notice. Where there is a need to process your data for a purpose other than those set out in the appendix or otherwise outlined to you, we will inform you of this.
How is your information shared? Your information may be disclosed to third parties where we are legally obliged to do so or where our employment contract requires or permits us to do so. For example, we pass on certain information to our external payroll provider, pension, and health insurance providers. You can contact us for more detailed information on how we share your personal data.
Will your information be transferred abroad? We may transfer your personal data between Ireland and the UK for purposes connected with your employment or the management of the company’s business.
In limited and necessary circumstances, your personal data may be transferred outside of the EEA. This is likely only to be in the furnishing or request of/for references prior to or following your employment with Rubicon.
How long do we keep your information? Any personal data processed about you is retained only for as long as it is required. For further information regarding retention periods, please refer to our retention policy on the server at public/red/admin/data protection and/or in your Employee Handbook.
What happens if you do not provide us with your information? In some cases, you may decline to provide us with your personal data. However, if we believe that we require relevant information to effectively and properly manage our employment relationship, we may not be able to continue our employment relationship with you if you decline to provide us with that personal data.
Will you be subject to profiling or automated decision making? You will not be subject to automated decision making or profiling.
What are your rights under data protection law? You have the following rights under data protection law, although your ability to exercise these rights may be subject to certain conditions:
the right to receive a copy of and/or access the personal data that we hold about you, together with other information about our processing of that personal data;
the right to request that any inaccurate data that is held about you is corrected, or if we have incomplete information you may request that we update the information such that it is complete;
the right, in certain circumstances, to request that we erase your personal data;
the right, in certain circumstances, to request that we no longer process your personal data for particular purposes, or object to our use of your personal data or the way in which we process it;
the right, in certain circumstances, to transfer your personal data to another organisation;
the right to object to automated decision making and/or profiling; and
the right to complain to the Data Protection Commissioner.
Further information If you have any queries in relation to this data protection notice, or if you have any concerns as to how your data is processed, please contact Bernie Carney, Data Protection Officer. Review This data protection notice will be reviewed from time to time to take into account changes in the law and the experience of the notice in practice.
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