Limited Privacy Notice

Limited Privacy Notice

Stork Technical Services (RBG) Limited Privacy Notice

The purpose of this Privacy Notice is to explain how Stork Technical Services (RBG) Limited (“Stork UK”) uses Personal Data from their Employees, former Employees and job applicants, and the ways in which Stork UK protects the privacy of its Data Subjects.

Definitions

Personal Data: Any data relating to a Data Subject.

Sensitive Personal Data: Any Personal Data about a Data Subject's racial or ethnic origin, political opinions, religious or similar beliefs, trade union membership, physical or mental health or condition or sexual life, or about the commission of, or proceedings for, any offence committed or alleged to have been committed by that person, the disposal of such proceedings or the sentence of any court in such proceedings. Sensitive Personal Data can only be processed under strict conditions, and will usually require the express consent of the Data Subject concerned.

Data Subjects: Any identified or identifiable natural person from which Stork UK holds Personal Data.  An identifiable natural person is one who can be identified, directly or indirectly, by reference to an identifier such as a name, an identification number, email address, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person. In the context of this Stork UK HR Privacy Notice, Data Subjects are Employees, former Employees and job applicants.

Employees: All Stork UK employees, including fixed term employees.

Who We Are

Stork UK, is a Fluor company and is a provider of knowledge-based maintenance, modification and asset integrity (MM&AI) products and services. Stork UK is dedicated to improving asset performance, safety and cost-efficiency for clients throughout the asset life cycle.

Stork UK collects and processes Personal Data relating to its Employees to manage the employment relationship. This collection and use is covered and regulated by the General Data Protection Regulation 2016/679 (“GDPR”). The Stork UK Data Protection Policy ((29.2-PL-001) lays down the requirements in relation to the collection, use, retention, transfer, disclosure and destruction of any Personal Data belonging to a Data Subject and can be found on the Stork UK IMS System.

Stork UK’s regional headquarter is located at Norfolk House, Pitmedden Road, Dyce, Aberdeen, AB21 0DP, United Kingdom.

Personal Data Stork UK processes from you

The types of Personal Data Stork UK processes include:

  • Names, job titles, contact and address details;
  • Information in identification documents (i.e. passport, drivers licence);
  • Date of birth, place of birth, gender;
  • Telephone number & personal email address;
  • Bank account details and national insurance number;
  • Educational qualifications, employment history, salary and referee reports;
  • Visa or work permit status;
  • Personal information about a spouse or dependants;
  • Emergency and next of Kin contact information;
  • Information about your remuneration, including entitlement to benefits such as pensions or insurance cover;

-       Details of periods of leave taken by you, including holiday, sickness absence, family leave and sabbaticals, and the reasons for the leave;

-       Details of any disciplinary or grievance procedures in which you have been involved, including any warnings issued to you and related correspondence;

-       Assessments of your performance, including appraisals, performance reviews and ratings, performance improvement plans and related correspondence;

-       Information about medical or health conditions, including whether you have a disability for which the organisation needs to make reasonable adjustments;

-       Equal opportunities monitoring information, including information about health;

-       Voice and Dictaphone recordings that may be used in formal HR meetings;

-       Information relating to your use of our information and communication systems;

-       Records of your use of our IT systems including email, internet systems, computers, laptops (including remote access), telephone systems and mobile devices;

-       Photographs and video/film footage for Stork UK's safety video including the promotion of safety awareness and events both internally and externally;

-       Photographs and video/film footage for Stork UK’s general promotional material including posters, videos, flyers for distribution and circulation both internally and externally; and

-       CCTV footage and other information obtained through electronic means such as swipecard records.

Purposes for the processing of your Personal Data

Stork UK collects, holds and uses your Personal Data for several purposes, including:

  • For administrative and operational purposes, for example in relation to absences, processing payments, stock administration, business travel, maintaining employee directories, enabling access to Stork UK's systems and resources, managing authorisation controls, ensuring the security of Stork UK's systems and resources, management forecast and planning changes in our group structure;
  • For recruitment purposes to consider applications for specific roles within Stork UK’s business;
  • Deliver services and support to you (pension scheme, health insurance, other employee benefits);
  • To conduct performance management;
  • To respond to HR related requests or queries;
  • To verify an Employee’s identity;
  • To ensure compliance with legal obligations (e.g. tax law, health and safety laws);
  • To make recruitment decisions;
  • To support Employees training, safety and wellbeing arrangements;
  • To enable Stork UK to contact others in the event of an emergency;
  • To communicate effectively with Employees and candidates by post, email and phone;
  • To detect or prevent any inappropriate behaviour or breach of Stork UK's policies including protecting Stork UK's intellectual property, confidential information and assets;
  • To ensure effective administration and management of your employment or engagement, benefits, management of the business and business continuity, including access to your work email account for a period of not less than 3 months from the cessation of your employment on whatever grounds;
  • To promote Stork’s business activities;
  • For education, training and development requirements;
  • For safety promotion and awareness campaigns;
  • To monitor use of Stork UK's (and any group companies) information and communication systems and ensure that they are used primarily for business purposes in line with Stork UK’s IT Acceptable Use Policy, have sufficient capacity for the needs of the business, are protected against cybersecurity threats such as malware; and
  • To ensure network and information security, including preventing unauthorised access to Stork UK's computer and electronic communications systems.

Stork UK processes health data, which is a category of Sensitive Personal Data. Health data is processed for the following purposes:

  • To obtain occupational health advice to ensure that Stork UK complies with its duties in relation to health conditions, meet our obligations under Health and Safety and other employment law and ensure that Employees receive the pay or other benefits that they are entitled to;
  • For equal opportunities monitoring. For this purpose, Personal Data is anonymised or is collected with the explicit consent of Employees, which can be withdrawn at any time. Employees are entirely free to decide whether to provide such data and there are no consequences of failing to do so.

Legal basis for processing Personal Data

The processing of Personal Data is necessary for the performance of the employment contract between Stork UK and its Employees. Failing to provide Personal Data will hinder Stork UK’s ability to administer the rights and obligations as a result of the employment relationship efficiently.

In case Personal Data is processed for recruitment purposes, Stork UK needs to process such Personal Data to take steps at the applicant’s request prior to entering into a contract with the applicant. It may also need to process Personal Data to enter into a contract with the applicant. Failing to provide the information hinders Stork UK’s ability to process your application properly or at all.

We also hold Personal Data Stork UK’s legitimate business interests and legal rights, including but not limited to, use in connection with legal claims, compliance, regulatory and investigative purposes (including disclosure of such information in connection with legal process or litigation).

Recipients of Personal Data

Internal recipients

Stork UK discloses Personal Data to staff, who have a legitimate business need for such access. This includes HR staff, your line manager, managers in the business area in which you work, HSEQ Staff and Finance staff.

External recipients

Stork UK discloses Personal Data to third parties if it is legally obliged or to carry out employment-related functions, which require processing of Personal Data, such as e.g. insurance and pension related Personal Data. In all such instances where Stork UK discloses Personal Data to third parties, Stork UK shall conclude a written data processing agreement to ensure appropriate handling and data protection prior to disclosing any Personal Data. Stork UK discloses Personal Data to the following categories of third parties:

  • Pension provider;
  • Health insurance provider;
  • Emergency response provider;
  • Provider of recruitment system;
  • Provider of talent management system;
  • Provider of e-learning services;
  • Passport scanner cloud provider;
  • Provider of training management system;
  • Provider of benefit enrolment system;
  • Provider of HR and Payroll systems;
  • Provider of occupational health services;
  • Provider of travel management services;
  • Clients for operational requirements.

Personal Data may also be shared with government authorities and/or law enforcement officials if required for the processes above, if mandated by law or if needed for the legal protection of our legitimate interests in compliance with applicable laws.

If in the event that our business or any part of it is sold or integrated with another business, your details will be disclosed to our advisers and those of any prospective purchaser and will be passed to the new owners of the business who will undertake to use the Personal Data only for the same purpose for which it was originally collected by us.

Stork will also provide Personal Data to external parties that are based in countries outside the European Economic Area. Stork has entered into agreements with these external parties too, because of which the level of protection provided in relation to this data is the same as it would be in Europe. Within Stork, binding company rules will be in place to ensure that the same protection is provided for Personal Data at all Stork locations, both within Europe and elsewhere.

Rights of Employees

As a Data Subject, you have several rights. You can:

  • Request an overview of your Personal Data that is processed and obtain a copy of your Personal Data on request;
  • Request Stork UK to change incorrect or incomplete Personal Data;
  • Request Stork UK to delete or stop processing your Personal Data, for example where the Personal Data is no longer necessary for the purposes of processing;
  • Object to the processing of your Personal Data, where Stork UK is relying on its legitimate interests as the legal ground for processing;
  • Request the transfer of your Personal Data to another party.

If you would like to exercise any of these rights, please contact Stork UK’s Data Protection Officer at dataprotectionofficer-uk@stork.com.

Data Retention

Stork UK will hold Personal Data for no longer than is necessary for the purpose for which it was obtained, meaning the length of time is dependent on the type of information and the reason for obtaining it. Stork UK is also required to retain certain information by law or for as long as reasonably necessary to meet regulatory requirements, resolve disputes or prevent fraud. If the purpose for obtaining the Personal Data has terminated and is no longer required, the Personal Data will be deleted or destroyed. Retention periods are included in Stork UK’s Control of Records and Document Retention Procedure (doc nr. 30.4-PR-007) and listed below:

  • Seven years for fiscal records, terms of employment, Personal Data, marital status and distance declaration for home to work;
  • Seven years for payroll tax statements and copy of identity document;
  • Six months for recruitment records of job applicants;
  • Forty years for employee health records including hazardous material exposure records;
  • Six years for contractor records for VAT purposes.

Complaints

If you wish to file an internal complaint, you can contact Stork UK’s Data Protection Officer at dataprotectionofficer-uk@stork.com in the first instance. If you are still not satisfied, you have the right to file an external complaint directly to the Data Protection Authority in your country. For the UK, this is the Information Commissioner’s Office (ICO) (www.ico.org.uk).

Review

This privacy notice may be updated at any point in time and published on Stork iLink.  Stork UK will notify employees by any other communication channels where appropriate.

This notice was last updated on 28 June 2019.