Privacy Notice - Employee Induction Platform

This privacy notice explains how we collect, use, store, and protect your personal information when you use the Company's induction platform.

We are committed to processing your personal data fairly, lawfully, and transparently in accordance with applicable data protection legislation, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Data Controller: BJS

The induction platform may collect and process the following categories of personal information:

• Name
• Job title and department
• email address
• Manager's name
• Start date
• Training and induction completion records
• Assessment or quiz results
• Login information and system usage data
• Date and time of access
• Device or browser information (where applicable)

We process your personal information to:

• Provide access to the induction platform.
• Deliver mandatory training.
• Record completion of induction activities.
• Monitor compliance with company policies.
• Support onboarding and employment administration.
• Improve the functionality and security of the platform.

Under UK GDPR, we process your personal data under one or more of the following lawful bases:

• Article 6(1)(b): Processing is necessary for the performance of your employment contract.
• Article 6(1)(c): Processing is necessary to comply with legal obligations.
• Article 6(1)(f): Processing is necessary for our legitimate interests in managing and administering our workforce and ensuring employees complete mandatory training.

Your information may be shared with:

• Human Resources.
• Your line manager.
• IT support personnel.
• System administrators.
• Third-party software providers who host or maintain the induction platform, under appropriate contractual safeguards.

We do not sell your personal information.

Where the platform or its service providers store or process data outside the UK, appropriate safeguards will be in place, such as the use of approved International Data Transfer Agreements (IDTAs) or adequacy regulations.

We retain induction records for as long as necessary to meet legal, regulatory, and business requirements.

Typically, induction completion records are retained for the duration of employment and for 6 years after employment ends, unless a longer retention period is required by law.

We use appropriate technical and organisational measures to protect your personal data, including:

• Access controls and user authentication.
• Encryption where appropriate.
• Secure servers and network protections.
• Regular monitoring and system maintenance.

Access to your information is restricted to authorised personnel who require it for legitimate business purposes.

Under UK GDPR, you have the right to:

• Request access to your personal data.
• Request correction of inaccurate information.
• Request erasure in certain circumstances.
• Request restriction of processing.
• Object to processing based on legitimate interests.
• Request data portability where applicable.

Requests can be made by contacting data.protection@bjshomdelivery.com

If you have concerns about how your personal data is handled, please contact us first so we can investigate.

You also have the right to lodge a complaint with the UK's supervisory authority:

Information Commissioner's Office (ICO)

You can find further information on the ICO's official website: Information Commissioner's Office

We may update this privacy notice from time to time. Any significant changes will be communicated through the induction platform or by other appropriate means.