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04 Aug DO YOU KNOW WHERE WE STAND ON DATA PROTECTION?

Protecting the personal data of employees, suppliers and customers is of paramount importance to Riello UPS.  

The Data Protection Act 1998 controls how such personal information is used and stored, but how much do you know about what we do to protect personal data? 

Here, we outline everything you should know about data protection and the guidelines we ask all employees to follow  

 

What type of records are covered by the act? 

  • Employee personal details 
  • Payroll records 
  • Sickness & holiday records 
  • Holiday request form 
  • Absence form 
  • Return to work form 

 

What are our guidelines to managers? 

Such records and forms should be treated as confidential and access restricted to authorised persons only. Therefore, it is not acceptable to leave any of the completed forms, mentioned above, lying on a desk for anyone to see.  

Any written notes or comments relating to a named person, whether in official format or simply written in a notebook, are also covered by the act, so care should be taken that any such information is immediately placed in that employee’s personal file.  

It should be noted that some data is regarded as “sensitive” e.g. sickness records, medical records.  

Access to information of this nature will be restricted to the departmental manager of the employee, HR manager and the general manager only. Information will not be given to managers about employees in other departments. 

 

What are our guidelines to employees? 

Employees should be made aware of their right to view their own personnel file. This request must be made in writing and the company reserves the right to make a charge of £10 for this information. 

Employees should be made aware that disclosure of information relating to other employees, suppliers or customers is a serious offence and could be deemed to be a criminal offence under the Act. 

 

What about suppliers and customers? 

Information held on suppliers or customers should not be released to a third party without the consent of the company or person concerned. 

All managers should instruct the employees in their department that information held relating to suppliers, customers, or other employees is confidential and should not be given out to a third party without the consent of the company or person concerned.  

 

For further information, you can visit www.gov.uk/data-protection/