Privacy Policy

Introduction

 

This Notice contains important information about how Work-link Pvt Ltd in its capacity as a service provider for recruitment agencies, their clients and registered flexible workers will process personal and confidential data relating to shift booking and processing.

You should read this Notice carefully and raise any questions you may have with admin@final.myworklink.uk.

This Notice applies to Work-Link Limited, which is registered as a data controller with the Information Commissioner’s office (registration number ZA793031) (“Work-Link Ltd”). Work-Link’s address is 82 Coresbrook Way, Knaphill, Surrey, GU21 2TP.

Work-Link will update this Notice from time to time to reflect any notable changes in the categories of personal data which it processes.

This privacy policy only covers the website at https://final.myworklink.uk/ , web pages and websites linked to the website are not covered by this policy. By submitting your data you consent to the use of that information as set out below.

 

What personal and confidential data do we collect and why?

 

Personal and confidential data means information which identifies you and relates to you as an individual. Work-Link will collect, use and store your personal data as may be necessary to process requests for temporary workers by employers and or recruitment agencies. We have set out below the main categories of personal data which we process:

  • personal contact information (including your name, personal telephone number(s) and personal e-mail address) 
  • business contact information (including e-mail address and telephone number) 
  • gender
  • photograph
  • professional registration/training expiry date
  • payslips

Collected through pre-authorised registration processes via your employment agency.

The list set out above is not exhaustive, and there may be other personal data which Work-Link collects, stores and uses that may be passed to us via authorised recruitment agency or employer. 

By virtue of registering and submitting your personal information to Work-Link via your employer and accepting to use Work-Link services, you consent to have your personal information processed by Work-Link. Work-Link has a Non-Disclosure Agreement with your employer where we will not disclose or pass your personal information to any third parties unless if it is a legal requirement or they are our partners and it serves to meet our mandate with you.

The majority of the personal data which we process will be collected directly from your employer/recruitment agency and you.

This will be retained and processed for the purpose of your role as a Work-Link flexible worker.

The personal data to be provided by you is mandatory in connection with our work placement processes. Failure to provide mandatory personal data may affect our ability to accomplish the purposes stated in this Notice, including considering your suitability and availability for the work placements.

 

How do we use your personal data?

(a)  Matching your profile and availability to work

 

The primary purpose for processing your personal data is to match your suitability and availability to work with clients. By creating a profile on the Work-Link platform, you will directly be linked to employers, while still having your registration and payroll processed by your recruitment agency. 

(b)  Background Vetting

 

Work-Link considers it owes a duty to its clients and business partners to ensure that it maintains the highest standards of honesty and integrity when registering individuals as flexible workers. As a result, it is Work-Link’s policy to only accept verified workers that are registered and compliant with work registration processes by recruitment agencies. We can request from your agency proof of right to work on any flexible worker.

This list is not exhaustive, and Work-Link may undertake additional processing of personal data in line with the purposes set out above. 

(c) Administering the Flexible worker profile and data

 

Work-Link will use personal data to administer the Flexible Worker and this will include using personal details to:

  • Match you with available shifts
  • Enable your employer or recruitment agency to process payroll
  • Gather evidence for possible grievance or disciplinary action that may be requested by clients or recruitment agencies
  • Make decisions about continued engagement
  • Make arrangements for the termination of a working relationship
  • Complying with health and safety obligations, right to work, professional conduct
  • To prevent fraud, or criminal activities including providing information the police, the Home Office and HMRC
  • Education, training and development requirements
  • Ascertaining fitness to work
  • Managing sickness absence
  • To conduct data analytic studies to review and understand shift fill for clients
  • Equal opportunities monitoring

If you fail to provide certain information when requested, we may not be able to perform the contract we have entered into with you, your recruitment agencies or clients or we may be prevented from complying with our legal obligations (such as to ensure the health and safety of our flexible workers).

Work-Link will only use your personal information for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If we need to use your personal information for an unrelated purpose, we will notify you and will explain the legal basis which allows us to do so.

Please note that we may process your personal information without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

What special categories of personal data do we process?

 

Certain categories of data are considered “special categories of personal data” and are subject to additional safeguards. Work-Link limits the special categories of personal data which it processes as part of data administration process as follows: 

  • Health Details
  • Work-Link may also process health information passed to us by your employer to assess working capacity on health ground and this will be subject to appropriate confidentiality safeguards.  
  • In addition, Work-Link will use particularly sensitive personal information in the following ways:
  • We will use information relating to leave of absence, which may include sickness absence or family related leave, to comply with employment and other laws
  • We will use information about your physical or mental health, or disability status, to ensure health and safety in the workplace is adhered to and assess fitness to work, to provide appropriate workplace adjustments, to monitor and manage sickness absence and to administer benefits

Work-Link does not need your consent if we use special categories of your personal information in accordance with Work-Link’s written policy, to carry out our legal obligations or exercise specific rights in the field of employment law. In limited circumstances, we may approach you for your written consent to allow us to process certain particularly sensitive data. If we do so, we will provide you with full details of the information that we would like and the reason we need it, so that you can carefully consider whether you wish to consent. You should be aware that it is not a condition of the contract between us and your registered employer that you agree to any request to consent from us.

  • Equal Opportunities Monitoring
  • Work-Link is committed to providing equal opportunities for all of its flexible workers and from time to time it will process information relating to ethnic origin, race, nationality, sexual orientation and disability, alongside information relating to gender and age, for the purposes of equal opportunities monitoring.
  • We have implemented appropriate physical, technical, and organizational security measures designed to secure your personal data against accidental loss and unauthorized access, use, alteration, or disclosure.  This monitoring will always take place in accordance with appropriate safeguards as required under applicable law, including:
  • the provision of information relating to ethnic origin, race, nationality, sexual orientation and disability for the purposes of monitoring will be voluntary 
  • Wherever possible, the monitoring will be conducted on the basis of using anonymised data, so individuals cannot be identified.
  • The information processed for monitoring purposes will be maintained separately from general management records.

INFORMATION ABOUT CRIMINAL CONVICTIONS

Given the nature of our business, we ask flexible workers to disclose their criminal record history through their recruitment agency that will carry out criminal record checks as part of background vetting process and in compliance with legal obligations in relation to your registration. In all cases, checks should be accrued out in accordance with the applicable law.

In the event of information passed to us, we will always treat criminal record history as confidential and it will only be shared internally and with the designated Client where you have applied to undertake assignments where there is a specific and legitimate purpose to do so. It will be used for purposes of enquiries in relation to the prevention and detection of fraud. We have implemented appropriate physical, technical, and organizational security measures designed to secure your personal data against accidental loss and unauthorized access, use, alteration, or disclosure.

WHAT HAPPENS TO YOUR PERSONAL DATA?

(a)  Access and Storage

Documents containing your personal data will be accessed and stored by the following individuals: managers and employees of the relevant department for the purposes fulfilling our obligation to you.

In all cases, Work-Link takes appropriate steps to ensure that the documents are stored securely (whether in hardcopy or softcopy) and that access is restricted only to those employees with a legitimate purpose.

(b)  Transfer to third parties

  • Data held by Work-Link may be transferred to third parties in partnership with Work-Link for purposes of processing and in line with providing you with the elements of services described in our mandate to you. We have contracts in place with our partners that ensure strict confidentiality and restricted further data sharing or use out of the scope of our mandate. This means that they cannot do anything with your personal information unless we have instructed them to do so. They will not share your personal information with any organisation apart from us. They will hold it securely and retain it for the period we instruct. They will not use your personal information for marketing or research purposes.

Work-Link may contact you for the purposes of carrying out surveys into Work-Link’s company’s performance.

There is no requirement for you to complete the surveys and a facility to opt out will be provided upon receipt of the first communication

  • Work-Link may transfer your information overseas, as some of our third-party providers are not based in the UK. We will only transfer to organisations in other countries on the basis that it is lawfully permitted and in compliance with applicable laws.

In the event that your personal data is transferred outside the EEA (European Economic Area), Work-Link ensures a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:

  • The European Commission has decided that the country has been deemed to provide an adequate level of protection for personal data. For further details, see European Commission: Adequacy of the protection of personal data in non-EU countries.
  • We may use specific contracts approved by the European Commission which give personal data the same protection it has in Europe. For further details, see European Commission: Model contracts for the transfer of personal data to third countries. 

Please contact us if you want further information on the specific mechanism used by us when transferring your personal data out of the EEA.

 (c)  Retention of personal data

Work-Link only retains personal information relevant to the ongoing process of providing work options. We have no mandate to collect any other personal information you may have passed to your employer during your recruitment process such as criminal record checks, right to work.

In the event that you stop using Work-Link services, any information we hold of you will be retained for a maximum period of no longer than 6 months in order to deal with any queries or issues relating to your profile, following which it will be destroyed. 

Any third parties that your data has been shared will be advised that profile with us has been destroyed within 3 months of this.

WHAT ARE YOUR RIGHTS IN RELATION TO YOUR PERSONAL DATA?

Work-Link will always seek to process your personal data in accordance with its obligations and your rights.

In certain circumstances, you have the right to seek the erasure or correction of your personal data, to object to particular aspects of how your data is processed, and otherwise to seek the restriction of the processing of your personal data. You also have the right to request the transfer of your personal data to another party in a commonly used format. If you have any questions about these rights, please contact support@final.myworklink.uk.   

You have a separate right of access to your personal data processed by Work-Link. You may be asked for information to confirm your identity and/or to assist Work-Link to locate the data you are seeking as part of Work-Link’s response to your request.  If you wish to exercise your right of access you should set out your request in writing to support@final.myworklink.uk using the details set out below.

Finally, you have the right to raise any concerns about how your personal data is being processed with the Information Commissioner’s Office using the following contact details: https://ico.org.uk/concerns

AUTOMATED DECISION-MAKING

Automated decision-making takes place when an electronic system uses personal information to make a decision without human intervention. Work-Link are allowed to use automated decision-making in the following circumstances:

1.Where we have notified you of the decision and given you 21 days to request reconsideration.

2.Where it is necessary to perform the contract with you and appropriate measures are in place to safeguard your rights.

3.In limited circumstances, with your explicit written consent and where appropriate measures are in place to safeguard your rights.

If Work-Link make an automated decision on the basis of any particularly sensitive personal information, we must have either your explicit written consent or it must be justified in the public interest, and Work-Link must also put in place appropriate measures to safeguard your rights.

You will not be subject to decisions that will have a significant impact on you based solely on automated decision-making, unless Work-Link have a lawful basis for doing so and we have notified you.

WHERE CAN I GET FURTHER INFORMATION?

Work-Llink has appointed a Data Protection Officer to oversee compliance with this Notice and to deal with any questions or concerns.   If you would like further information about the matters set out in this Notice, please contact the Data Protection Officer. 

The contact details for your Data Protection Officer are set out below:

 

Lloyd Kazomba

Data Protection Officer

 

lloyd@final.myworklink.uk 

What personal data we collect and why we collect it

Comments

When visitors leave comments on the site we collect the data shown in the comments form, and also the visitor’s IP address and browser user agent string to help spam detection.

An anonymized string created from your email address (also called a hash) may be provided to the Gravatar service to see if you are using it. The Gravatar service privacy policy is available here: https://automattic.com/privacy/. After approval of your comment, your profile picture is visible to the public in the context of your comment.

Media

If you upload images to the website, you should avoid uploading images with embedded location data (EXIF GPS) included. Visitors to the website can download and extract any location data from images on the website.

 

Cookies

If you leave a comment on our site you may opt-in to saving your name, email address and website in cookies. These are for your convenience so that you do not have to fill in your details again when you leave another comment. These cookies will last for one year.

If you visit our login page, we will set a temporary cookie to determine if your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser.

When you log in, we will also set up several cookies to save your login information and your screen display choices. Login cookies last for two days, and screen options cookies last for a year. If you select “Remember Me”, your login will persist for two weeks. If you log out of your account, the login cookies will be removed.

If you edit or publish an article, an additional cookie will be saved in your browser. This cookie includes no personal data and simply indicates the post ID of the article you just edited. It expires after 1 day.

Embedded content from other websites

Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.

These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracking your interaction with the embedded content if you have an account and are logged in to that website.

 

Who we share your data with

How long we retain your data

If you leave a comment, the comment and its metadata are retained indefinitely. This is so we can recognize and approve any follow-up comments automatically instead of holding them in a moderation queue.

For users that register on our website (if any), we also store the personal information they provide in their user profile. All users can see, edit, or delete their personal information at any time (except they cannot change their username). Website administrators can also see and edit that information.

What rights you have over your data

If you have an account on this site, or have left comments, you can request to receive an exported file of the personal data we hold about you, including any data you have provided to us. You can also request that we erase any personal data we hold about you. This does not include any data we are obliged to keep for administrative, legal, or security purposes.

Where we send your data

Visitor comments may be checked through an automated spam detection service.