2.3 Staff and former staff

2.3.1 Collection of personal data

Our policy is to only collect personal data that is necessary for employment purposes. We are required to hold your personal data for various legal and administrative purposes, without which we would be unable to employ you. We may process your personal information in other circumstances, provided you have given your consent for us to do so.

We may process the following data:

  • Name
  • Contact details
  • Gender
  • Date of birth
  • Bank details
  • Identity documents
  • National Insurance Number
  • Pay details
  • Pension details
  • Tax details
  • Health insurance details (if applicable)
  • Life cover details (if applicable)
  • Your application and curriculum vitae
  • Employment history
  • Details of your education and qualifications
  • References
  • Annual leave details
  • Sick leave details
  • Appraisal details
  • Training records
  • Next of kin details
  • Photograph


2.3.2 Use of personal data

We use personal data for the following purposes:

Complying with our legal obligations

We process your personal data when it relates to our obligations to legal bodies such as HMRC.

Managing your employment contract

We process your personal data in order to fulfil an employment contract with you.

Providing staff benefits

We process your personal data when it relates to staff benefits such as Cycle to Work scheme, Season Ticket Loans, and Childcare Vouchers.

Administrative purposes

We process your personal data for a number of administrative purposes, such as internal reporting on annual and sick leave, timesheets, and performance appraisals, applying for airport passes, organising travel, and processing expense claims.

Emergency purposes

We may use your personal data to contact you, your next of kin or other relevant contacts in case of emergency.


With your consent, we may use your personal data – including photograph, employment history and qualifications - in our external marketing materials, including website, brochures and social media.

Internal communications

We may process your personal data in order to communicate relevant notices. Your data will also be included on The Matrix and in the Staff Handbook for internal communication purposes.

Managing statutory leave and pay systems such as maternity leave and pay etc

Assessing training needs


Communications to you may be sent by post, telephone or to a work email address. Your personal mobile phone number will only be used if you have given consent.


2.3.3 Third-parties

Relevant data will be shared with third parties, including our payroll providers and HMRC.

Within Webb Yates Engineers, personal data, including sensitive personal data, may be shared between members of staff with your explicit consent. However, circumstances may arise where this data is shared with colleagues without gaining your consent. This will only occur if it is necessary to protect your vital interests or the vital interests of another person.


2.3.4 Data retention

We retain the personal data processed by us for as long as is considered necessary for the purpose for which it was collected. In the absence the specific legal or contractual requirements, our baseline retention period for personal data in relation to our former employees is ten years.

Where you exercise your right to erasure, we will continue to maintain a core set of personal data (name, dates of working at Webb Yates Engineers and date of birth) to maintain our record for archive purposes. We may also need to retain some financial records about you for statutory purposes (e.g. accounting matters).


2.3.5 Security

To access network resources, you have been provided with a User ID and password. You must keep this password safe and must not disclose it to anyone. We will not accept responsibility or liability if a third party obtains and uses your User ID and password. You must tell us immediately if your User Name or password has been compromised in any way.