PLANET BLUE ENERGY LIMITED PRIVACY NOTICE
- Who we are:
- What data do we hold, why we process your data, the lawful basis for processing your data and who we share it with
- Transfers to other third parties and transfers of data outside the European Economic Area
- Security of Information
- Your rights relating to personal data
- Requirement to process personal data
- Automated decision-making and profiling
We are Planet Blue Energy Limited of Suite 301, GEC, Dublin 8. You can contact us at this address by post or by email at [email protected]
This notice (“Notice”) has been developed to ensure any individual who provides their personal data to us feel confident about the privacy and security of personal data and to meet our obligations under the General Data Protection Regulation (“GDPR”) and the Data Protection Acts, 2003 to 2018 (together, the “Legislation”). Under the Legislation, ‘personal data’ is information that identifies you as an individual or is capable of doing so. This Notice extends to all personal data whether stored in electronic or paper format.
For people who view and interact with our website, www.planetblueenergy.com, we collect and process data:
- For our potential clients, we process data:
- For job applicants to the company, we process data:
- For Employees of the company, we process data for:
- to respond to your query when sent through our enquiry form
- to recruit new employees
- to ascertain your suitability for a specific role
- background checks
- changing salary;
- changing Department/ Job code;
- changing working hours;
- terminating an employee;
- process offers of employment and processing work permits and visas where applicable;
- systems set up;
- processing payroll;
- processing benefits and expenses;
- arranging travel visas;
- organising training programmes; and/or
- other reasons for ordinary personnel administration not listed here.
- carry out research and analysis on you;
- track your performance and keep records of your development for the purposes of annual reviews;
- communicate any changes to our policies, procedures or to your contract of employment (including changes to salary);
- contact you or your dependants if there are any health and safety or absence issues (including long term illness and maternity leave);
- calculate any changes in your salary, bonus or commission; and/or
- Identification Data – name, address, phone number, date of birth, gender and relevant national identification number
- Bank Account details – sort code, account number and IBAN
- Emergency contacts
- Dependant data
- Prior work experiences and qualifications (CV)
- Property provided by us
- E-mail Addresses
- Marital status
- Phone numbers
- Contract of employment and commencement details
- Interview notes
- Disciplinary issues
- Health and Safety issues
- Health data
- Terms and Conditions of Employment – for duration of employment and 6 years thereafter
- Equality – 6 years
- Health and Safety – 10 years
- Leave of Absence – 8 years
- Termination of Employment – 3 years
- Transfer of Undertakings – 1 year
- Payroll data – 10 years
- Time and Attendance Records – 3 years
- HR software provider
- payroll, bank
- pension provider
- health insurers
- legal advisors
We only hold personal data that is relevant to our dealings with a given data subject. The data collected includes your name, email address and any other information you include in the enquiry form.
The legal basis for this processing is consent, our legitimate interest in the administration and operation of our services as well as our legitimate interest in marketing and promoting our company’s services.
We share this data with our client relationship management system provider. They may only process this data for the purpose of providing us with their services, and no other purpose.
We will retain this data for eighteen months.
- in order to market the services of our company
- provide you with further information on the service provided by the company
The legal basis for the processing of this data is processing necessary for the purpose of the legitimate interests of our company in promoting and providing our services.
We will retain this data for as long as necessary to fulfil the purposes we
collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.
The data collected includes your name, address and any other information you provide on your CV or job application form.
The legal basis for this processing is processing necessary for the purpose of the legitimate interests of our company in recruiting new staff. Please see the privacy notice in the job advertisement for further information about how we process applicant data.
We share the information you provide in your application with our contracted recruiter in order to make a shortlist of candidates. This recruiter is not permitted to use this data other than on our behalf. We may also send you emails about your application through our email service provider.
We will retain this data for 6 months in the event we do not recruit you. In case where you have accepted a job offer the data will be held for such time as required by law and revenue requirements.
We may also use your personal data to:
retain contact information for the purposes of returning our property e.g. security cards, mobile phones, laptops, in connection with your departure from us.
As an employee you will be requested to provide the following information for payroll, your personal file and for the Human Resources Database:
The legal basis for our use of the personal data is in order to ensure we are able to administer contracts of employment and in our legitimate interests, we may also use personal data in meeting certain obligations imposed by law.
The following is a guideline as to how long information of certain types are kept once you are no longer an employee of the Company:
We shall disclose employee information to third parties only when it is necessary as part of our business practices or when there is a legal or statutory obligation to do so. Such third parties may include, but are not limited to:
Whenever we disclose employee information to third parties, we will only disclose that amount of personal information necessary to meet such business need or legal requirement. Third parties that receive employee information from us must satisfy us as to the measures taken to protect the personal data such parties receive.
In addition to the provisions outlined at 3, above, we may provide information on data subjects, in response to properly made requests, for the purpose of the prevention and detection of crime, and the apprehension or prosecution of offenders. We may also provide information for the purpose of safeguarding national security. In the case of any such disclosure, we will do so only in accordance with the Legislation.
We may also provide information when required to do so by law, for example under a court order.
We may also transfer data to legal counsel where same is necessary for the defence of legal claims.
If there is any change in the ownership of Planet Blue Energy Limited or any of its assets, we may disclose personal information to the new (or prospective) owner. If we do so, we will require the other party to keep all such information confidential.
We shall employ reasonable appropriate administrative, technical, personnel procedural and physical measures to safeguard employee information against loss, theft and unauthorised uses access, uses or modifications. All personal information stored is either password protected or is locked away in cabinets. Only a limited number of authorised personnel have access to this information.
You have the following rights under the Legislation, in certain circumstances and subject to certain exemptions, in relation to your personal data: • Right to access the data - you have the right to request a copy of the personal data that we hold about you, together with other information about our processing of that personal data. • Right to rectification- you have 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. • Right to erasure - you have the right to request us to delete personal data that we hold about you. This is sometimes referred to as the right to be forgotten. • Right to restriction of processing or to object to processing - you have the right to request that we no longer process your personal data for particular purposes, or to object to our processing of your personal data for particular purposes. • Right to data portability - you have the right to request us to provide you, or a third party, with a copy of your personal data in a structured, commonly used machine readable format. In order to exercise any of the rights set out above, please contact us at the contact details at the start of this privacy notice.
If we are processing personal data based on your consent, you may withdraw that consent at any time. This does not affect the lawfulness of processing which took place prior to its withdrawal.
If you are unhappy with how we process personal data, or wish to exercise any of your rights relating to personal data, we ask you to contact us at the email address noted as 1, above, so that we can rectify the situation.
You may lodge a complaint with a supervisory authority. The Irish supervisory authority is the Data Protection Commission.
You may browse our website without providing us with any personal data, and this will not affect your ability to view our website.
If you do not provide us with your information for the purposes described above, we cannot send you our newsletter, respond to your queries sent through our contact us form, liaise with you on client matters, or assess your suitability for a role within our company.
We do not use any personal data for the purpose of automated decision-making or profiling.
This Notice will be reviewed and updated from time to time to take into account changes in the law and the experience of the Notice in practice. Any and all changes will be notified to you.