Privacy notice for staff, suppliers, Users, Clients and partners
Under data protection law, individuals have a right to be informed about how Digital Urban uses any personal data that we hold about them. We comply with this right by providing ‘privacy notices’ (sometimes called ‘fair processing notices’) to individuals where we are processing their personal data.
This privacy notice explains how we collect, store and use personal data about individuals we employ, or interact with.
We, Digital Urban are the ‘data controller’ for the purposes of data protection law.
Our data protection officer is Sharon Dempsey (see ‘Contact us’ below).
The personal data we hold about staff
We process data relating to those we employ, or otherwise engage, to work for Digital Urban. Personal data that we may collect, use, store and share (when appropriate) about you includes, but is not restricted to:
Contact details
Date of birth, marital status and gender
Next of kin and emergency contact numbers
Salary, annual leave, pension and benefits information
Bank account details, payroll records, National Insurance number and tax status information
Recruitment information, including copies of right to work documentation, references and other information included in a CV or cover letter or as part of the application process
Qualifications and employment records, including work history, job titles, working hours, training records and professional memberships
Performance information
Outcomes of any disciplinary and/or grievance procedures
Absence data
Copy of driving licence
Photographs
Data about your use of the information and communications system that Digital Urban owns
We do not hold any data pertaining to
CCTV footage
We may also collect, store and use information about you that falls into "special categories" of more sensitive personal data. This includes information about (where applicable):
Race, ethnicity, religious beliefs, sexual orientation and political opinions
Trade union membership
Health, including any medical conditions, and sickness records
Non-staff Information
Digital Urban holds far less information about suppliers and clients, and this will be restricted to contact details and project related information that will be specified in detail at project initiation and after a Data Privacy Impact Assessment to see if any additional privacy considerations need to be taken into account.
Digital Urban does not hold banking details about clients but will share Digital Urban BACS details for payments.
Digital Urban holds information about developments in order to prepare the 3D models.
Why we use this data
The purpose of processing this data is to help us run Digital Urban, including to:
Enable staff to be paid
Facilitate safe recruitment, as part of our safeguarding obligations towards our employees, suppliers and clients
Support effective performance management
Inform our recruitment and retention policies
Allow better financial modelling and planning
Enable ethnicity and disability monitoring
Provide better services to clients, suppliers, partners and users
Providing our 3D modelling service
Our lawful basis for using this data
We only collect and use personal information about you when the law allows us to. Most commonly, we use it where we need to:
Fulfil a contract we have entered into with you
Comply with a legal obligation
Carry out a task in the public interest
Less commonly, we may also use personal information about you where:
You have given us consent to use it in a certain way
We need to protect your vital interests (or someone else’s interests)
We have legitimate interests in processing the data – for example, where carrying out financial modelling for the organisation your salary information is needed to carry out this process.
Where you have provided us with consent to use your data, you may withdraw this consent at any time. We will make this clear when requesting your consent, and explain how you go about withdrawing consent if you wish to do so.
Some of the reasons listed above for collecting and using personal information about you overlap, and there may be several grounds which justify the use of your data by Digital Urban.
Collecting this information
While the majority of information we collect from you is mandatory, there is some information that you can choose whether or not to provide to us.
Whenever we seek to collect information from you, we make it clear whether you must provide this information (and if so, what the possible consequences are of not complying), or whether you have a choice.
How we store this data
We create and maintain an employment file for each staff member. The information contained in this file is kept secure and is only used for purposes directly relevant to your employment.
Once your employment with us has ended, we will retain this file and delete the information in it in accordance with our data retention schedule.
Data retention
Payment details are held for 7 years
Models and source data are retained for a period agreed with the Local Authority
Data sharing
We do not share information about you with any third party without your consent unless the law and our policies allow us to do so.
An exception to this is that Digital Urban do inform the Local Authority is payment is paid or outstanding.
Where it is legally required, or necessary (and it complies with data protection law) we may share personal information about you with:
Digital Urban share CVs of our team with clients subject to legitimate purpose
Suppliers and service providers – to enable them to provide the service we have contracted them for, such as payroll
Trade unions and associations
Health authorities
Security organisations
Health and social welfare organisations
Professional advisers and consultants
Police forces, courts, tribunals
Professional bodies
Employment and recruitment agencies
Transferring data internationally
Where we transfer personal data to a country or territory outside the European Economic Area, we will do so in accordance with data protection law.
Photography and Film
Digital Urban welcomes visitors (users) to our events, and we will display signs that make clear when there is any filming or photography and will seek consent for showing any images that involve our visitors on any medium.
Your rights
How to access personal information we hold about you
Individuals have a right to make a ‘subject access request’ to gain access to personal information that the Digital Urban holds about them.
If you make a subject access request, and if we do hold information about you, we will:
Give you a description of it
Tell you why we are holding and processing it, and how long we will keep it for
Explain where we got it from, if not from you
Tell you who it has been, or will be, shared with
Let you know whether any automated decision-making is being applied to the data, and any consequences of this
Give you a copy of the information in an intelligible form
You may also have the right for your personal information to be transmitted electronically to another organisation in certain circumstances.
If you would like to make a request, please contact our data protection officer.
Your other rights regarding your data
Under data protection law, individuals have certain rights regarding how their personal data is used and kept safe. You have the right to:
Object to the use of your personal data if it would cause, or is causing, damage or distress
Prevent your data being used to send direct marketing
Object to the use of your personal data for decisions being taken by automated means (by a computer or machine, rather than by a person)
In certain circumstances, have inaccurate personal data corrected, deleted or destroyed, or restrict processing
Claim compensation for damages caused by a breach of the data protection regulations
To exercise any of these rights, please contact our data protection officer.
Complaints
We take any complaints about our collection and use of personal information very seriously.
If you think that our collection or use of personal information is unfair, misleading or inappropriate, or have any other concern about our data processing, please raise this with us in the first instance.
To make a complaint, please contact our data protection officer.
Alternatively, you can make a complaint to the Information Commissioner’s Office:
Report a concern online at https://ico.org.uk/concerns/
Call 0303 123 1113
Or write to: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Contact us
If you have any questions, concerns or would like more information about anything mentioned in this privacy notice, please contact our data protection officer in writing:
Sharon.dempsey@digitalurban.place
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