When you visit this website, it may store or retrieve information on your browser, mostly in the form of cookies. This information might be about you, your preferences or your device and is mostly used to make the website work as you expect it to. The information does not usually directly identify you, but it can give you a more personalized web experience. Because we respect your right to privacy, you can choose not to allow some types of cookies. Below is a list of different categories of cookies that may be set and that you can freely change. However, blocking some types of cookies may impact your experience of the site and the services we are able to offer.
Medefer as an employer collects and holds information about you including your name, address, date of birth, contact details, National Insurance number, offences (including alleged offences) which has been collected as part of your pre-employment references checks.
Information relating to your religious or other beliefs of a similar nature, physical/mental health condition, sexual life (if provided as part of the declaration for equal opportunities). The information you provide is kept completely confidential and whilst you do not have to provide this information it is used to enable the company to better understand the profile of the workforce and to ensure its needs are adequately addressed. This information is collected as the company has a legal obligation under the Equality Act 2010.
Why does Medefer collect information about me?
Information is collected and held by Medefer is to enable the company to pay you and to fulfil its various legal duties as an employer.
Medefer also collects your information for recruitment purposes, this happens when you apply for roles advertised on our website.
The information that you provide us with during recruitment process, which include: your CV, email address and contact phone number will only be held by Medefer for no longer than it is necessary for recruitment purposes, and no longer than 6 months from the date the job application is made.
Keeping your information up to date
Staff are required to ensure the company is kept informed of any changes to their personal details e.g. name change, home address, emergency contact details, etc.
To ensure the company has up to date information, every year each member of staff will be provided with a copy of the personal data held by the company about them to confirm its accuracy.
Storage of your information
Information collected about you is stored on Company’s HR systems, currently:
Medefer will use third party companies to support the recruitment, retention and management of staff e.g. Learnerbly and Teamtailor.
Medefer will store and hold the following information:
Medefer invest in employee’s professional development and Learnable helps with this.
The platforms offer number of resources that can be accessed by an employee.
In order to access the platform Learnerbly will collect your name and work email address and a job title.
These details will be removed from the platform by Medefer once the employee end their employment with Medefer, or sooner if Medefer will stop using Lernerbly platform for any reason.
International data transfers
Below is a list of where Medefer is sending your information overseas:
Medefer does not store or process any other information about you outside of the EU/EEA, all information is held in encrypted and secure data centres in the EU/EEA.
Retention of your information
Medefer will keep a copy of your personnel record for seven years after you have left the Company.
Sharing your information
To manage your employment and pay, we will share information with the HMRC, Pension company (NEST) and any other bodies where we have a legal requirement to do so e.g. court order.
We may be requested by some companies to provide information about your employment e.g. mortgage company, employment references (1), property rental companies, home office. Where this is the case information will only be shared with your consent unless required by the law.
Protecting your information
The company will keep your information secure at all times and will ensure only individuals who have a need to know are able to access your information.
Under the Data Protection Act 2018 (GDPR), organisations who collect your information:
You also have rights over your information including the right to:
Obtaining copies of information
If you would like to know what information the company holds about you or obtain a copy of the information held, you should write to the firstname.lastname@example.org Once a request for information has been received by the company there is a legal obligation to provide copies of information within a calendar month.
There is no legal right to information held in an unstructured format e.g. copies of emails and some manual records. The company may refuse requests of this nature however it will endeavour to provide you with information wherever possible. Requests of this nature can take longer to respond to and incur a fee.
If you wish to obtain further information, please do not hesitate to contact the Human Resources Department by email to email@example.com
This Privacy Notice was last updated 23/08/2021
(1) Medefer will only provide a factual reference relating to your employment e.g. dates of employment.
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