Privacy Policy

POLICY OVERVIEW

Scope of this policy
This Privacy Policy concerns all the information that we collect, use and otherwise process about you as an employee or potential employee of the Albatross Group.
 
Policy updates
We keep this Privacy Policy under regular review to ensure we’re being transparent about how we use your personal information.  You will be notified by email or on the Albatross Group’s Yammer network if changes are made to this policy.
 
ABOUT US

Who are we?
The Albatross Group of Companies:
Albatross Group Limited. Registered in England & Wales Registered Number: 10798801.
Albatross Motoring Limited. Registered in England & Wales Registered Number: 09000671, trading as Scenic & Continental Car Tours.
Albatross Travel Group Limited. Registered in England & Wales Registered Number: 04381534, trading as Albatross Travel and Albatross Tours.
Success Tours Limited. Registered in England & Wales Registered Number: 01476847.

The Registered Office for all Albatross Group companies is: 14 New Hythe Lane, Larkfield, Aylesford, Kent, ME20 6AB

Who is the Data Controller?
For the purposes of compliance with the EU General Data Protection Regulation, The Albatross Group of Companies Limited are the “data controller” for all personal information that we collect, use and/or otherwise process about you under this Privacy Policy.
 
How to contact us
If you have any questions about this Privacy Policy or the ways in which we handle your personal information or if you wish to exercise any of your General Data Protection Regulation rights, please contact the Albatross Groups of Companies’ HR Team:

By email: recruitment@albatrossgroup.com
By phone: 00 44 (0)1732 879150
By post: 14 New Hythe Lane, Larkfield, Aylesford, Kent, ME20 6AB
 
The Law
The Albatross Group of Companies comply with UK & EU Data Protection Legislation – The General Data Protection Regulation, Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016.

The Information Commissioner’s Office (also known as the “ICO”). The ICO is an independent body and the UK’s supervisory authority for information rights.
 
WHAT INFORMATION DO WE COLLECT ABOUT YOU?

What types of information do we collect about you?
The type of information we collect about you depends on the nature of your interactions with us. Depending on the circumstances, we collect any of the following:
Standard Details about you:
Name
Email address, postal address, telephone number
Date of birth
National Insurance Number
Bank details
Passport (as proof of eligibility to work)
Driving licence
Details of your next of kin
Work history
Details of your referees (to provide references)
 
Please note:  Should you provide us with personal information for someone other than yourself, should this be next of kin or a referee, you are responsible for obtaining their consent prior to sharing this personal information with us.

Please note: Parental consent is required for us to process personal details for any individual who is under 18 years of age, you are responsible for obtaining this consent prior to sharing this personal information with us.

Additional Details about you:
– If you disclose criminal convictions and offences this information is kept on file but will not be used as a basis for employment decisions unless the conviction is for a crime that directly relates to the job role.
– If you disclose religious beliefs to us this information will be recorded and shared as appropriate with your permission to prevent any offence or conflicts.
– If you disclose medical conditions (which may or may not include reference to ethnicity or sexual orientation) these will be stored securely so only the HR Team are able to access them. With your permission these will be shared as appropriate to ensure your safety (and the safety of your colleagues).
 
If you fail to provide certain personal information when requested or required, we may not be able to perform the contract we have entered into with you, or we may be prevented from complying with our legal obligations. You may also be unable to exercise your statutory or contractual rights.
 
HOW WE USE YOUR INFORMATION

For what purposes do we use your information?

We’ll use your information for a variety of different purposes, some of which will depend on the services that you engage us for. These include:
– To perform your contract of employment, casual work agreement or consultant agreement.
– To meet legal employment requirements.
– To manage payroll and pension contributions.
– To administer your employee account, ensuring your information is up to date, accurate and relevant.
– To monitor your performance, development and training needs.
– To meet Health & Safety at Work standards.
– To make decisions on suitability for employment (your work history).
– To ensure security and protect our business interests. In certain circumstances, we use your information to ensure the security of our services, buildings, and people, including to protect against, investigate and deter fraud, unauthorised or illegal activities, systems testing, maintenance and development (on the basis of our legitimate interests to operate a safe and lawful business or where we have a legal obligation to do so).
– To comply with our legal obligations, policies and procedures. In certain circumstances, we will need to use your information to enable us to comply with our policies, procedures and legal obligations (for example to comply with any court orders or subpoenas), to enforce our legal rights, and to protect the rights, property and safety of staff, customers and others. This includes sharing your information with our lawyers, auditors, technical advisors, law enforcement and other regulatory bodies where necessary (on the basis of our legitimate interests or to comply with a legal obligation).
 
On what grounds will we process your information?

We will use your information for the purposes listed above, either:
For the performance of your contract with us and the provision of our services to you.
To comply with any legal obligations.
For our legitimate interests.
To protect your vital interests.
With your consent.
For establishing, exercising or defending legal claims.
For reasons of substantial public interest.
 
What do we mean by “legitimate interests”?

As outlined above, in certain circumstances we may use your personal information to pursue legitimate interests of our own or those of third parties, but this is provided your interests and fundamental rights do not override those interests. By “legitimate interests” we mean our interests in conducting and managing our business activities and to ensure that we are guaranteeing the best service and experience for our employees and/or those seeking employment with us.

Where we use your information for our legitimate interests, we make sure that we take into account any potential impact that such use may have on you. Our legitimate interests don’t automatically override yours, and we won’t use your information if we believe your interests should override ours unless we have other grounds to do so (such as when we have your consent, or we have a legal obligation to use your information in that way). If you have any concerns about our processing please refer to the “YOUR RIGHTS” section below.

As we outline in “YOUR RIGHTS” section below, you have the right to object to our using your information for our legitimate interests. However, please keep in mind that your objection to this sort of processing may affect our ability to carry out the tasks that we have set out above and provide you with the level of service that we pride ourselves on.
 
WHO WE SHARE YOUR INFORMATION WITH

In connection with the purposes and on the lawful grounds described above, we share your personal information with the following third parties:
– Regulators and governmental bodies. We share your information with HM Revenue & Customs, regulators, governmental bodies and other authorities who require reporting of processing activities in certain circumstances.
– Courts or advisors. We share your information with other third parties (including legal, accountants or other advisors, regulatory authorities, courts and government agencies) where necessary to enable us to enforce our legal rights, or to protect the rights, property or safety of our employees or where such disclosure may be permitted or required by law.
– Third parties which are successors of the business. Your information may be disclosed to any successors of our business, in the event of a re-organisation, merger or sale, for them to use for the purposes as set out in this Privacy Policy.
 
Where we do share your information with third parties, we will require them to maintain appropriate security to protect your information from unauthorised access or processing, unless we have no ability to do so (for example, where we are sharing information with border agencies or enforcement authorities).
 
YOUR RIGHTS

Overview of your rights:

You have certain rights in respect of the personal information that we hold about you, including:
– The right to be informed of the ways in which we use your information, as we seek to do in this Privacy Policy.
– The right to ask us not to process your information for marketing purposes.
– The right to request access to the information that we hold about you.
– The right to request that we correct or rectify any information that we hold about you which is out of date or incorrect.
– In certain circumstances, the right to ask us to stop using information about you.
– The right to withdraw consent that you have provided to us to use your personal information.
– The right to object to our using your information on the basis of our legitimate interests (see above to see when we are relying on our legitimate interests) and there is something about your particular situation which makes you want to object to processing on this ground.
– The right to receive a copy of any information we hold about you (or request that we transfer this information to another service provider) in a structured, commonly-used, machine-readable format, in certain circumstances.
– The right to ask us to limit or cease processing or erase information we hold about you in certain circumstances.
– The right to lodge a complaint about us to the UK Information Commissioner’s Office or the relevant authority in your country of work or residence.
 
Please note that we reserve the right to retain certain information for our own record-keeping (for example, to ensure that you do not receive marketing communications that you have opted-out of receiving) and to defend ourselves against any claims. We may also need to send you service-related communications relating to the services that we provide to you even when you have requested not to receive marketing communications.

To exercise any of these rights please contact The Albatross Group of Companies as detailed above.
 
WHERE IS YOUR INFORMATION?

The personal information that you share with us is only retained for as long as we have a legitimate business need to do so or for as long as is required to comply with any legal obligations.  The current requirement is for these details to be retained for 5 years.

Your personal information is stored:
– Securely on the secure Albatross Group servers (only the appropriate and necessary Albatross employees have access to your personal information.- – In a locked cupboard at the Albatross Group Head Office (which only the HR Manager and the People Director have access to).
– No personal data is transferred outside of the European Economic Area.
 
In order to perform your employment contract effectively we utilise the services of the following companies, therefore your personal information will be saved on their technology platforms:
– To administer payroll: The Sage Group plc, North Park, Newcastle upon Tyne, NE13 9AA
– To administer pension contributions: The People’s Pension Trustee Limited, B&CE Holdings Limited, Manor Royal, Crawley RH10 9QP
– To manage absence (annual leave & sickness): naturalhr, A Moorepay Limited, Lowry Mill, Lees Stone, Swinton, Manchester, M27 6DB, United Kingdom
– To manage communication outside of office hours: TextMagic Limited, Salisbury House, Station Road, Cambridge, Cambridgeshire, CB1 2LA
– To conduct employee surveys: SurveyMonkey Europe UC, 2 Shelbourne Buildings, Shelbourne Rd, Dublin 4, Ireland
– To use psychometric assessment tools to help development & aid recruitment decisions: Thomas International UK, 1st Floor, 18 Oxford Road, Marlow, SL7 2NL
 
On occasion your data will be shared for adhoc business needs such as the leasing of cars, booking of hotel accommodation, booking of training, booking flights or ferry crossings etc.

If you receive any company benefits your personal information will be shared with the benefit supplier as required but you will be informed before this occurs.
 
HOW WE LOOK AFTER YOUR INFORMATION

Our security measures
We strive to constantly keep our security practices under review to make sure that we’re keeping your information as safe as possible. We use a variety of different technical and operational security measures to protect your information against unauthorised access or unlawful use. For example, we:
– Ensure the physical security of our offices, warehouses and other sites.
– Ensure the physical and digital security of our equipment, devices and systems by mandating appropriate password protection, encryption and access restrictions.
– Ensure appropriate access controls so that access to your information is only granted to those of our people that need to use it in the course of their work.
– Maintain internal policies and deliver data protection and confidentiality training to make sure our people also understand their responsibilities in looking after your information and commit to taking appropriate measures to enforce these responsibilities.
 
HOW LONG WE KEEP YOUR INFORMATION FOR

We keep your information for as long as is reasonably necessary to enable us to provide you with the services that you have requested from us, to comply with any legal obligations that require us to keep information, or for as long as we reasonably require for our legitimate interests, including for example for the purposes of exercising our legal rights or defending ourselves against claims.

We operate a data retention policy and look to find ways to reduce the amount of information we hold and the length of time that we need to keep it. For example:
– We try to adopt a paperless approach wherever possible and securely destroy any paper correspondence we receive on a regular basis unless we are required to retain it for evidential or legal purposes.
– By archiving and deleting information that is no longer required on a regular basis.
– We retain a suppression list of individuals who no longer wish to be contacted by us indefinitely. We need to keep this information to comply with their wishes not to contact them.
 
If you apply for a job with The Albatross Group and are not successful your personal data will be stored on the secure Albatross Group Server for a maximum of six months after the position has been filled.  If any profiling has been carried out as part of the recruitment process then this will be deleted a maximum of six months after the position has been filled.
Any hard-copy personal information is securely shredded in-house.
 
COOKIES

We always want to deliver you the best service which is why we want to ensure you have an easy, quick and reliable experience whilst using The Albatross Group website.  To help us do this, we use Cookies.

Cookies are small files which are stored on your computer when you visit a website however cannot be used to identify you personally and are not harmful to your computer.

We endeavour to improve our website based on what our visitors do and the pages you look at.  These cookies record anonymous information about visits and clicks on each web page.

We will use this data to:
– Analyse how our website is used, visitor demographics and reach (including your location details)
– Help us improve the website by measuring any errors that occur
– Test different designs of our website
 
Cookies we use:

COMPLAINTS

Not happy?

If you have any comments, questions or concerns about the contents of this Privacy Policy or the way in which we use your information, we encourage you to contact us using the details in the “ABOUT US” section above to see if we can help resolve the issue in the first instance.

However, if you’d still like to make a formal complaint or have concerns regarding the ways in which we use your information, you can contact the Information Commissioner’s Office.