MST collects and processes personal data relating to its employees to manage the employment relationship. MST is committed to being transparent about how it collects and uses that data and to meeting its data protection obligations.
MST collects and processes a range of information about you. This may include:
MST may collect this information in a variety of ways. For example, data might be collected through application forms, CVs or resumes; obtained from your passport or other identity documents such as your driving licence; from forms completed by you at the start of or during employment; from correspondence with you; or through interviews, meetings or other assessments. In some cases, MST may collect personal data about you from third parties, such as references supplied by former employers.
Data will be stored in a range of different places, including in your personnel file, in MST's HR management systems and in other IT systems (including MST's email system).
MST needs to process data to enter into an employment contract with you and to meet its obligations under your employment contract. For example, it needs to process your data to provide you with an employment contract, to pay you in accordance with your employment contract and to administer pension scheme entitlement. In some cases, MST needs to process data to ensure that it is complying with its legal obligations. For example, it is required to check an employee's entitlement to work in the UK, to deduct tax, to comply with health and safety laws and to enable employees to take periods of leave to which they are entitled.
In other cases, MST has a legitimate interest in processing personal data before, during and after the end of the employment relationship. Processing employee data allows MST to:
Some special categories of personal data, such as information about health or medical conditions, is processed to carry out employment law obligations (such as those in relation to employees with disabilities).
Your information may be shared internally, including our HR advisors and your line manager, and externally with specific third party staff if access to the data is necessary for the performance of their roles and to enable you to be given access to computer systems.
MST takes the security of your data seriously. MST has internal policies and controls in place to try to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by its employees in the performance of their duties. Where MST engages third parties to process personal data on its behalf, they do so on the basis of written instructions, are under a duty of confidentiality and are obliged to implement appropriate technical and organisational measures to ensure the security of data.
MST will hold your personal data for the duration of your employment. The period for which your data is held after the end of employment will be a minimum of 7 years.
It is important that the personal data we hold about you is accurate and up to date. Please keep us informed if your personal information changes.
Under certain circumstances, by law you have the right to:
If you want to review, verify, correct or request erasure of your personal information, object to the processing of your personal data, or request that we transfer a copy of your personal information to another party, please contact the Chief Executive in writing.
You will not have to pay a fee to access your personal data or to exercise any of the other rights under data protection laws. However, we may charge a reasonable fee if your request for access is clearly unfounded or excessive. Alternatively, we may refuse to comply with the request in such circumstances.
We may need to request specific information from you to help us confirm your identity and ensure your right to access the information (or to exercise any of your other rights). This is another appropriate security measure to ensure that personal information is not disclosed to any person who has no right to receive it.
If you believe that MST has not complied with your data protection rights, you should contact Fong Bettinson in the first instance so that we can try to resolve the matter for you. You also have the right to complain to the Information Commissioner’s Office.
You have some obligations under your employment contract to provide MST with data. In particular, you are required to report absences from work and may be required to provide information about disciplinary or other matters under the implied duty of good faith. You may also have to provide MST with data in order to exercise your statutory rights, such as in relation to statutory leave entitlements. Failing to provide the data may mean that you are unable to exercise your statutory rights.
Certain information, such as contact details, your right to work in the UK and payment details, have to be provided to enable MST to enter a contract of employment with you. If you do not provide other information, this will hinder MST's ability to administer the rights and obligations arising as a result of the employment relationship efficiently. Additionally you have to provide your National Insurance number so that we may comply with HMRC rules re Income Tax and national Insurance and our responsibilities under Pension Auto Enrolment rules. Automated decision-making
Employment decisions are not based solely on automated decision-making.
This document was last updated: August 2018