Employee Privacy Notice

 

This notice outlines:  

Who collects and uses your information?  

Flagstone collects, processes, and stores your information in the ways outlined in this notice. FGL is registered as a data controller with the Information Commissioner’s Office (registration number ZA033774). FIL is registered as a data controller with the Jersey Office of the Information Commissioner (“JOIC”) (registration number 71026).    

At times, FGL and FIL act as joint controllers of your information, especially information about FIL employees, as FGL provides back-office support to FIL. 

What information do we collect and hold?  

The information we may collect (directly from you or from third parties) and store includes:  

Flagstone also processes the following sensitive information: 

How do we use your information?  

We collect and use your information for several purposes, including:   

Why do we use your information? 

We use your information lawfully for the purposes we’ve outlined above, where one of the following applies:  

For non-sensitive information, our legal bases are:  

For sensitive information, our legal bases are:  

Flagstone needs to process your personal information to enter into our contract of employment with you and to continue to perform crucial aspects of your contract of employment, such as paying you and providing you with benefits.  

We must also comply with statutory requirements and other contractual requirements regarding your employment and fulfil business and operational needs. If we’re not able to carry out the processing activities we describe in this notice, we may not be able to comply with your contract of employment. In some cases, we may not be able to continue your employment. 

Who may we share your information with?  

We may transfer personal information to third parties, including outside the UK and Jersey for processing purposes such as:  

Where do we keep your information?  

We store your information in the UK/Jersey where possible. In some circumstances, your information may be located elsewhere, which may include a country that does not have the same level of data protection as the UK or Jersey. We’ll always take measures to ensure we’re protecting your information as required by law.  

How long do we keep your information for?  

We only keep your personal information for as long as necessary. We may, for example, keep your personal information for a reasonable time after you’ve ended your employment to ensure we have the records we need in the event of a dispute or regulatory investigation. Or, to comply with any ongoing contractual obligations.  

We also may need to keep personal information to comply with requests from regulators. In the event that we keep your personal information, that period will be determined by applicable local law. You can find more information in our Records Retention schedule in Standard Fusion.  

Your rights 

You have rights when it comes to your personal information, and there are several requests you can make to exercise these rights. 

The right to be informed how we're using your information

You can ask us to tell you who we share your information with, how we store your information, and so on. 

The right to access your information

You can ask us for a copy of any information we hold on you. 

The right to rectify your information

You have the right to ask us to correct information you feel is inaccurate, incomplete, or both. 

The right to restrict how we use your information

In some cases, you have the right to restrict us from processing or deleting your information. There are some things we need to use your information for – for example, to help protect you from fraud, and to fulfil legal and contractual obligations. This may mean we’re unable to restrict how we use your information. 

The right to object to how we use your information

In some cases, you have the right to object to the way we process your information. For example, when we’re processing your images to promote the business. There are some situations where we will not stop processing your information despite your objection – for example, to meet legal or regulatory obligations, or so we can continue to fulfil our contract with you. 

The right to erasure

In some cases, you have the right to have your information erased. We may not be able to agree to your request if it affects our ability to meet our regulatory obligations, or so we can continue to fulfil our contract with you. 

The right to data portability 

You have the right to ask us to transfer a copy of some of your information to you or to a new data controller – for example, another employer. This applies when you’ve shared your information with us, it’s been collected with your consent, or where collecting it was necessary for the agreement between us. 

The right to human intervention

You have the right not to be subject to a decision that's based solely on automated processing, if the decision affects your legal rights (for example, if we automatically reject your application for employment). However, we do not make automated decisions at the moment, so this is not currently applicable.  

The right to withdraw your consent

Where we’re relying on your consent to process any of your information, you have the right to withdraw that consent at any time.   

Exercising your rights 

If you wish to exercise any of these rights, please contact our Data Protection Officer (DPO) at data.protection@flagstoneim.com. The DPO will fulfil your request within one month (UK) or four weeks (Jersey). We may extend this deadline by up to a further two months (UK) or eight weeks (Jersey). 

Complaints  

If you’re concerned with how we've handled your information, please contact our Data Protection Officer at data.protection@flagstoneim.com.  
 
You also have the right to complain to the Information Commissioner’s Office (UK): ico.org.uk. Or, you can contact the Jersey Office of the Information Commissioner: jerseyoic.org.  

 

Updated January 2024