GDPR Policy El-Björn UK Limited
Adopted by the UK Directors: 18/01/2024
El-Björn UK Limited, Unit 2 Oyster Park, 109 Chertsey Road, West Byfleet, Surrey, KT14 7AX (hereinafter “our, “we”, “us” or “El-Björn UK Limited“) is a company that develops and manufactures complete solutions, providing industry, construction sites and events with the right product in the areas of Power, Light and Climate. This personal data policy describes how your personal data is handled by El-Björn UK Limited, whether you are the point of contact for a supplier, customer, partner or an employee of El-Björn UK Limited. We respect and protect your personal information and treat it in a transparent and lawful manner.
Contacts
If you are a point of contact for a supplier, customer or partner to of El-Björn UK Limited, we use your information as follows.
In order for us to be able to fulfil the agreement with your employer, we need to have information about the contact person or persons we are going to contact to discuss and manage the contractual relationship. We then collect and process your name, contact details (such as phone number and email address) and your location or title and register these in our systems. We process the data as long as you are the specified contact person regarding El-Björn UK Limited for the company you are employed by.
For those who have signed up to receive marketing newsletters, we also use your information to market El-Björn UK Limited products and services. You can unsubscribe from our mailing list at any time by clicking on the unsubscribe link in our newsletters, you will then be unsubscribe from all our future newsletters sent out by e-mail.
Personal data to third parties
El-Björn may disclose personal data to third parties as described below in accordance with applicable data protection laws.
• To authorities if El-Björn UK Limited has an obligation to do so or if El-Björn UK Limited needs to protect its or a third party’s rights.
• To third parties in connection with the sale or other transfer of part of El-Björn UK Limited business.
• To third parties in connection with emergency cases where the health and safety of the employee or other person is at risk.
• To third parties to safeguard El-Björn UK Limited rights, e.g. in connection with labor law disputes.
• To the authority and/or employer organization for wage statistics.
El-Björn will process and store employees’ personal data for as long as is necessary in relation to the purposes for which the data was collected.
Some personal data will be deleted in connection with the termination of employment. Other personal data will be stored for a longer period of time as there is a legal obligation for El-Björn UK Limited to retain the personal data, e.g. to draw up an employer’s certificate or to prove that correct tax deductions have been made or that El-Björn UK Limited needs the data to safeguard its rights. As the possibilities to make claims against El-Björn UK Limited expire (statute of limitations), the data will be culled.
Some personal data may be stored for a longer period of time, e.g. information about employment time is saved until the employee has reached retirement age according to the Employment Protection Act. The basis for contributions to pension insurance can be saved as long as the employee is alive. Employees can get more information about the handling of personal data through HR or their immediate manager.
Jobseekers
If you apply for employment with us at El-Björn, we process your personal data as follows.
When you apply for employment with El-Björn, you submit certain information, in the form of name, social security number, contact information and CV. Your application may also contain other things, which you will then voluntarily add to it.
We must process this data in order to be able to examine your application. El-Björn UK Limited has a legitimate interest in reviewing any employees, and the information is necessary for a possible contractual relationship between us and you, in the form of an employment contract. El-Björn UK Limited also has legal obligations to fulfil in application procedures.
The data will be processed by the El-Björn UK Limited HR department and by the person in charge of the department you have applied for work, in order to be able to make a decision on employment regarding the current vacant position.
We save your information for two years regarding your application to the relevant position. We need to do this, in the event that someone claims that El-Björn UK Limited has not complied with current law in the hiring process, for example if someone claims to have been subjected to discrimination and El-Björn UK Limited needs to defend himself against such an action. The data is then only used for this purpose. If you submit a spontaneous application, we save your information for one year, if you have not been relevant for any recruitment during that time, we delete the information.
Employees
Your Rights
If you have employment with us at El-Björn UK Limited, we process your personal data as follows.
El-Björn UK Limited may process the following personal data collected during the recruitment process, at the start of employment and continuously during employment.
Basic personal data: Name, National Insurance (NI) number, gender, telephone number, home address, other private contact details, employment number, bank account details, date of employment, time of employment terminated, salary, length of employment in years, worker/civil servant and, where necessary, other basic personal data.
Hired labour: Employer, Work commencement date, Work termination date, type of contract.
For the performance of work and work planning: manager, manager’s manager, job title, department, department, education/competence, level of education, job performance.
Human resource management and other HR specific personal data: Weekly working hours, daily working hours, contact information, next of kin, position, monthly salary, salary increases, bonus program, health information, rehabilitation, absence, manager, placement at the organizational level and where necessary other relevant data for personnel management and HR-specific personal data.
Communication: Personal data required to give employees access to the El-Björn UK Limited computer systems and networks, including work emails, IP addresses and usernames for login, but also other types of personal data that are logged when using computer systems and networks.
El-Björn UK Limited may collect and process employees’ personal data for e.g. the following purposes. (The list is not exhaustive but is intended to provide a picture of the need of El-Björn UK Limited to process employees’ personal data.)
• Administration and management of the employment at El-Björn UK Limited
• Internal management, workforce planning and management, need for and access to diverse resources, and resource allocation
• Recruitment, competence development, career planning and development, evaluation and follow-up of work performance
• Management of benefits, payroll, compensation, taxes and insurance;
• Business travel management and travel insurance
• Provide employees with access to company-internal information systems and other resources, support safe, secure and efficient use of internal information channels such as e-mail and other internet- or telephony-based services, ensure that business-critical information and other assets of El-Björn UK Limited are safe and protected
• Financial planning, reporting, drawing up the budget and analysis;
• Health and work environment
• Follow up the application of internal policies and other regulations, protect the physical and intellectual property rights of El-Björn UK Limited, prevent fraud and other illegal activities
• Handle work-related disputes and complaints, e.g. compensation claims, act in accordance with other applicable legal obligations that El-Björn UK Limited may have through the employee’s employment at El-Björn UK Limited
The legal basis for the processing of personal data is the performance of the employment contract. The legal basis is also that El-Björn UK Limited is obliged to process personal data in a certain way as a result of law, collective agreements or other regulations, e.g. in relation to the HMRC and insurance companies. The legal basis may also be that El-Björn has the right to carry out the processing after a balance of interests. In addition, El-Björn UK Limited may process personal data on the basis of the employee’s specific consent.
If the processing is required for the performance of a contract or a legal obligation, the employee cannot object to the processing. If the processing takes place after a balance of interests, an objection to the processing is examined in the individual case. El-Björn applies appropriate technical and organizational security measures to protect personal data against, among other things, loss, misuse and unauthorised access.
Only persons within El-Björn UK Limited who in their employment need to process the personal data in accordance with the purposes stated above will have access to them.
You always have the right (subject to certain restrictions) to exercise the following rights, which you do by contacting us.
If you wish to exercise these rights, we may request that you first prove your identity and/or provide information that leads to us being able to identify data we process regarding you.
• Object to our processing of your personal data. In certain circumstances, you may object to our processing of your personal data. In the event of such a circumstance, we will suspend all processing concerning you, for the purpose for which you want us to interrupt the processing.
• Request that our processing of your personal data be restricted. In certain circumstances, you can request that our processing of your personal data be restricted. In the event of such a circumstance, we will suspend all processing concerning you, according to the restriction you want us to apply.
• Receive information about our processing of your personal data. You will then receive a description and a copy of your personal information that we process regarding you.
• Request that your personal data be deleted (right to be forgotten). We then delete all personal data regarding you that we process, unless we have to store your information according to a commitment we have, for example due to law or agreement.
• Request that any incorrect information regarding you be corrected. We will then correct the incorrect data.
• Withdraw your consent. In the event that our processing of your personal data is based on your consent, we will cease all processing and delete your data regarding all consent-based processing, in the event that you notify us that you withdraw your consent.
• Complain about our processing to the UK Information Commissioners Office: www.ico.org.uk/
There is no charge for exercising your rights. However, if your request is manifestly unfounded or unreasonable (for example, unnecessarily repetitive), we reserve the right to charge a reasonable administrative fee or to refuse to comply with your request.
This policy may be adjusted over time. This version of the policy was established: 2024-01-18.
