Ransom & Son Limited (trading as “Ransoms Garden Centre”), The Gardeners Tea Room Limited (trading as “Ransoms Tearooms & Restaurant”) and Katherine Ransom (trading as “The Potting Shed”) are committed to compliance with all relevant Jersey laws in respect of personal data, and to protecting the “rights and freedoms” of individuals whose information they collect in accordance with the General Data Protection Regulation (GDPR). Throughout this document Ransoms & Son Limited, The Gardeners Tea Room Limited and Katherine Ransom will be referred to as “Ransoms”, “we”, “our”, or the “companies”.
During the recruitment process and during the employment of successful candidates we will collect, store and process personal information and we recognise the need to treat it in an appropriate and lawful manner. The types of information that we may be required to handle include CV’s, application forms, payroll & timesheet details, disciplinary & Grievance records, training records and Health & Safety related information. This policy will help you understand how and why we collect information from you, to whom the information is disclosed and to inform you of your rights regarding your personal data that we hold or process.
Data Protection Principles
Anyone processing personal data must comply with the enforceable principles of good practice specified in the Data Protection Law. These provide that personal data must be:
- Processed lawfully, fairly and in a transparent manner.
- Collected for specified, explicit and legitimate purposes and not further processed in a way that is incompatible with those purposes.
- Adequate, relevant and limited to what is necessary in relation to the purposes for which it is processed.
- Accurate and, where necessary, up to date.
- Kept in a form which permits the identification of data subjects for no longer than is necessary for the purposes for which the data is processed;
- Processed in a manner that ensures appropriate security for the personal data.
Types of Information we collect and how it is used
Personal data may be collected about you if you:
- apply for employment with any of the companies.
- if you are employed by any of the companies
- you are appointed as a “contractor” or “supplier of services” to any of the companies
We only gather personal information where necessary to make informed and fair decisions during the recruitment process and during employment and to enable us to meet our contractual and legal obligations.
We have CCTV installed on our premises in both public and staff areas for the purposes of prevention and detection of crime.
We will only share your data with contracted and trusted third parties involved in the provision of HR support.
We may also disclose personal data as permitted or required by law.
We do not share your data with any third parties outside of the above processing arrangements.
Fair and Lawful Processing
The Data Protection Law is intended not to prevent the processing of personal data, but to ensure that it is done fairly and without adversely affecting the rights of the data subject.
Employee’s personal data will be processed in accordance with their employment contract or where the processing is necessary to comply with our legal obligations.
Data Security and Retention of Information
We understand the importance of the secure storage of data provided. Once we have received your data we will use strict security procedures and measures to prevent unauthorised access.
We will retain your personal information for as long as is necessary for the purpose for which it was collected, or as in accordance with applicable laws.
Accessing and Amending your Data
Individuals whose personal data is processed by the companies are given a number of rights relating to the personal data relating to them;
- Right of access;
- Right to rectification;
- Right to erasure;
- Right to restrict processing;
- Right to data portability; and
- Right to object.
You have a right to access a copy of the data which we hold about you. We will tell you what personal information we have, what our purpose is for processing the data, who else may have access to it and how long we will hold the data for. We will provide the data within one month of receiving a “Subject Access Request”.
You have a right of rectification if you think the data that we hold on you is inaccurate. We want to make sure that your personal information is accurate and up to date. Should any of your personal information be required to be modified, or your circumstances change, please let us know.
If you give us consent to use your personal information, you can withdraw your consent at any time.
You understand and agree that in such instances where we require your personal data to fulfil a contractual obligation to you and you withdraw your consent to collect, use or disclose the relevant personal data for those purposes, we cannot be held liable for breach of that agreement.
In cases where we are processing your personal data on the basis of our legitimate interest, you can ask us to stop for reasons connected to your individual situation. We must then do so unless we believe we have a legitimate overriding reason to continue processing your personal data.
If you would like to exercise any of your rights under GDPR law, you can do so by contacting us;
– By email email@example.com
– By post to The Group Operations Manager, Ransoms Garden Centre, La Grande Route De Faldouet, St Martin, JE3 6UD.
When you exercise one of your rights under the GDPR, we are required by law to use all reasonable measures to verify your identity before we can action your request. You may therefore be required to provide a form of identification.
During the recruitment and selection process we will process the following information regarding prospective candidates.
- Application or Candidate Details Forms
- CV’s & Covering letters
- Internal Interview Notes
- Reference Details
For unsuccessful candidates these documents will be kept for a maximum of 6 months in case of any challenges to the fairness of the recruitment process and will then be destroyed.
For successful candidates the above records will be retained for the duration of their employment and for one year afterwards.
During your period of employment we will process information contained in documents and computerised systems and these will need to be retained for a certain amount of time to enable us to meet our contractual and legal obligations.
The retention periods for documents will be as follows:-
|Document||Period of Retention|
|Payroll, Tax & Social Security records||10 years after employment|
|IT IS Rates||1 year after expiry|
|Holiday & Sickness Allocation and hours worked||10 years after employment|
|Contracts & Confirmation Sheets||10 years after employment|
|Sick Certificates & Doctors Letters||6 months after expiry|
|Application Forms, CV’s & Interview Notes||1 year after employment|
|Promotions , Probation reviews & Appraisals||1 year after employment|
|Training – records, assessments, certificates||1 year after employment|
|Maternity, Parental & Adoption Records||1 year after employment|
|Termination & resignation letters||10 years after employment|
|Disciplinary & Grievance||1 year after employment|
This policy was last updated: November 2019.