How we use your information
This privacy notice tells you what to expect when we collect personal information,it applies to information we collect about:
- Visitors to our site
- People who contact us
- People who use our service
- Use of data processors
- Your rights
- Links to other websites
- Changes to this privacy notice
- How to contact us
Visitors to our website
When someone visits www.pact-hr.co.uk we use a third party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site. This information is only processed in a way which does not identify anyone. We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website. If we do want to collect personally identifiable information through our website, we will be up front about this. We will make it clear when we collect personal information and will explain what we intend to do with it.
We use a third party provider, Granicus, to deliver our monthly e-newsletters. We gather statistics around email opening and clicks using industry standard technologies to help us monitor and improve our e-newsletter. For more information, please see Granicus's privacy notice.
People who contact us
Calling our helpline
When you call PACT HR we may need to call you back or pass on a message, in this instance we use the phone number you provide us. We will not use this information for any other purpose other than replying to you. We never pass this information on.
When you email PACT HR the email goes to a shared inbox that can be accessed only by members of our helpdesk team. They may forward your message onto someone who is better placed to reply to it.
We will also monitor any emails sent to us, including file attachments, for viruses or malicious software. Please be aware that you have a responsibility to ensure that any email you send is within the bounds of the law.
Using the 'Contact Us' form
If you use the 'Contact Us' form we will collect your name, email address and telephone number (optional) and the content of your enquiry. The contact us form is linked directly to firstname.lastname@example.org and the information you provide will be forwarded onto that email account that is shared inbox and can be accessed only by members of our helpdesk team. They may forward your message onto someone who is better placed to reply to it.
Making a complaint to us
When we receive a complaint from a person we make up a file containing the details of the complaint. This normally contains the identity of the complainant and any other individuals involved in the complaint. We will only use the personal information we collect to process the complaint and to check on the level of service we provide.
We usually have to disclose the complainant’s identity to whoever the complaint is about. This is inevitable where, for example, the accuracy of a person’s record is in dispute. If a complainant doesn’t want information identifying him or her to be disclosed, we will try to respect that. However, it may not be possible to handle a complaint on an anonymous basis.
We will keep personal information contained in complaint files in line with our retention policy. This means that information relating to a complaint will be retained for two years from closure. It will be retained in a secure environment and access to it will be restricted according to the ‘need to know’ principle.
People who use our service
PACT HR offers a number of services to schools and other similar organisation who subscribe to our SLA (Service Level Agreement). This is a paid for service and the details you provide will be used to process your SLA with us. This information will be retained in a secure environment and access to it will be restricted according to the ‘need to know’ principle. Payment details will be saved on our SAP accounting system that has restriction on who can access it and again this is on a 'need to know' basis.
School support: The school support service is used to securely send contractual and other personal data about staff at an organisation using our HR services. This data is used to make sure staff are paid correctly and any changes to their contracts or personal data are recorded correctly on SAP. SAP is the software used by PACT HR and Bradford Council to process HR data and Payroll. Contractual information is stored on CIVICA a secure EDM (Electronic Document Management) system used within Bradford Council. Access to both SAP and CIVICA is restricted according to the 'need to know' principle.
Advisory service: The advisory service is offered to organisations that choose to purchase it. Part of it's function is to help clients with legal advise around staff contracts and conditions of service. These may include disciplinary, safe-guarding or occupational health and safty information that is of a personal nature. The safety and privacy of this information is strictly and securely controlled in accordance with the Data Protection Act 1998 and the General Date Protection Regulations 2018.
Use of data processors
Data processors are third parties who provide elements of our service for us. We have a contract in place with our data processor. This means that they cannot do anything with your personal information unless we have instructed them to do it and can only be accessed when we provide them with a single use password. They will not share your personal information with any organisation apart from us. The data is held on our servers which hold it securely and are maintained and kept up to date by Bradford Metropolitan District Council ICT department.
- Outside the Box – website developers
Under the Data Protection Act 1998, you have rights as an individual which you can exercise in relation to the information we hold about you.
You can read more about these rights here – https://ico.org.uk/for-the-public/is-my-information-being-handled-correctly/
Access to personal information
PACT HR tries to be as open as it can be in terms of giving people access to their personal information. Individuals can find out if we hold any personal information by making a ‘subject access request’ under the Data Protection Act 1998. If we do hold information about you we will:
- give you a description of it;
- tell you why we are holding it;
- tell you who it could be disclosed to; and
- let you have a copy of the information in an intelligible form.
To make a request to PACT HR for any personal information we may hold you need to put the request in to the address provided below.
If you agree, we will try to deal with your request informally, for example by providing you with the specific information you need over the telephone.
If we do hold information about you, you can ask us to correct any mistakes by, once again, contacting us at the address below.
Disclosure of personal information
In many circumstances we will not disclose personal data without consent. However we may share your data when there is a lawful basis to do so; for example, when there is a safeguarding concern or in connection with a criminal investigation or taxation purposes.
You can also get further information on:
- agreements we have with other organisations for sharing information;
- circumstances where we can pass on personal data without consent for example, to prevent and detect crime and to produce anonymised statistics;
- our instructions to staff on how to collect, use and delete personal data; and
- how we check that the information we hold is accurate and up to date.
Right to erasure
You have a right to request us to "erase" your personal data. We will respond to your request within 28 days (although we may be allowed to extend this in certain case and we will inform you in such instances). We may decline your request where it would prevent us from the lawful use the data was obtained, for example personal and bank details used by our payroll system to pay your salary.
Right to data portability
If you wish, you have the right to transfer your data from us to another data controller. We will help with this by transferring your either directly or in a commonly used machine-readable format.
Links to other websites
Occasionally we link to other websites. This privacy notice does not cover the links within this site linking to other websites. We encourage you to read the privacy statements on the other websites you visit.
Changes to this privacy notice
We keep our privacy notice under regular review. This privacy notice was last updated on 18 May 2018.
How to contact us
PACT HR Traded Service
1st Floor, Britannia House