Xterna privacy notice - General Business

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This privacy policy details the steps taken by Xterna (“Xterna Ltd”, “we”), to ensure that any personal data provided is kept secure and confidential and is used only for the purposes for which it is provided. We are the solo controller of your personal data. For more information on controllers and their responsibilities please see our guidance on data protection principles, definitions, and key terms. This privacy notice tells you what to expect us to do with your personal information.

1. Xterna contact details

If you need to get in touch with any questions regarding Xterna’s privacy policy and how it might apply to your data please get in contact via email to legal@xterna.uk.

2. What information we collect, use, and why

We collect or use the following information to comply with legal requirements:

Name
Contact information
Health information to comply with H&S regulations (for example vaccination status if due to work with unscreened blood).

We collect or use the following information for recruitment purposes:

Contact details (eg name, address, telephone number or personal email address)
Contact details for next of kin (eg name, address, telephone number or personal email address)
Health information to comply with H&S regulations (for example vaccination status if due to work with unscreened blood).
Date of birth
National Insurance number
Copies of passports or other photo ID
Employment history (eg job application, employment references or secondary employment)
Education history (eg qualifications)
Right to work information
Bank details for payroll

3. Lawful bases and data protection rights

Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about l on the ICO’s website.

Which lawful basis we rely on may affect your data protection rights which are set out in brief below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:

Your right of access - You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. Read more about the right of access.
Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. Read more about the right to rectification.
Your right to erasure - You have the right to ask us to delete your personal information. Read more about the right to erasure.
Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information. Read more about the right to restriction of processing.
Your right to object to processing - You have the right to object to the processing of your personal data. Read more about the right to object to processing.
Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. Read more about the right to data portability.
Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time.

‍4. Where we get personal information from

All personal information obtained by Xterna is received directly from you.

5. How long we keep information

Data provided during a recruitment process is stored for 1 year before deletion. Data provided by employees is stored for the duration of the employment and for 1 year after, excluding any personal medical data obtained for health and safety reporting to HSE which is stored for up to 6 years. Data provided for legal requirements is stored for the duration of the necessary contract and deleted 1 year after.

For more information on how long we store your personal information or the criteria we use to determine this please contact us using the details provided above.

6. Who we share information with

Others we may share personal information with; professional or legal advisors, financial or fraud investigation authorities and relevant regulatory authorities.

7. How to complain

If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.

The ICO’s address: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF. Helpline number: 0303 123 1113. Website: https://www.ico.org.uk/make-a-complaint

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4. Where we get personal information from