Sokostena Ltd is committed to ensuring that your privacy is protected and that we are compliant with the General Data Protection Regulation (GDPR). This privacy policy explains how we use the information that we collect from you and the procedures that we have in place to protect your personal information.
Who is the data controller for the information you provide us?
For the purposes of the General Data Protection Regulation, Sokostena Ltd is the Data Controller. Sokostena Ltd processes personal information in relation to its own staff and clients.
We ensure that the information you supply to us is processed fairly and lawfully, with care and skill and will only be used for the purposes set out in this privacy policy.
What kind of information do we collect from you?
Sokostena Ltd will collect personal information from you, including but not limited to your name, address, contact details and any information you have provided to us in relation to your employment with us such as your CV, references and qualification certificates.
On occasion, we may also collect sensitive personal information with your consent, for example, information relating to your health.
We will collect personal information from you by telephone, in person, in writing and in all forms of electronic mail.
How is your information used?
In relation to a job application and/or prospective or current employment with Sokostena Ltd, we will use your personal information to help us complete your screening, which is a security industry requirement (BS: 7858) and is a condition of your employment with us, or indeed any security provider.
Your personal information may be held, used, processed and disclosed by us for the following reasons:
1. To enable us to comply with industry standards (BS: 7858).
2. To answer your questions and inquiries.
3. To fulfil contractual obligations with our clients.
4. For internal record-keeping.
5. To enable us to send you company information and other communications.
6. From time to time, we may contact you to make sure that the information stored on our system is complete, up-to-date and accurate.
7. To comply with our legal, regulatory and compliance obligations in connection with the detection of crime or the collection of taxes or duties or to verify your identity.
Who do you share my data with?
We’ll sometimes need to share information with third parties to perform services on our behalf or to provide services to you. For example, when you join Sokostena Ltd we’ll need to complete a credit check and ask a recognised credit reference agency to help us and if applicable, checks with Data and Barring Service (DBS).
We may also share information with other organizations such as Sentinel or external training providers if you are required to hold rail-related or client-requested competences to enable you to carry out your work.
Our legal basis for processing personal information
Our legal basis for the processing of your personal information is our legitimate business interests, although we will also rely on contracts, legal obligations and consent for specific uses of data.
• We will rely on a contract as a legal basis if you are to be employed with us. In order to enter into a contract, we will need you to supply certain personal information as the contract will contain obligations on both your part and our part such as financial information to pay you.
• We will rely on legal obligations if we are required to hold information on you to fulfill our legal obligations. There are some statutory and regulatory obligations that relate to businesses’ generally, for example complying with tax, bribery, fraud/crime prevention and cooperation with regulatory authorities such as HMRC.
• Where you have entered into a contract with us and refuse to provide any information required by law such as information and documentation to establish your right to work and verification of identity, we reserve the right to end our business relationship with you.
• You can withdraw your consent at any time.
• We consider it to be reasonable to retain records for a period of seven years in order to comply with BS: 7858.
• Please note, that in some cases we may continue to retain some information if we have an overriding business interest or legal obligation to do so.
Who has access to your information and where will it be held?
The information you supply may be disclosed to Sokostena Ltd within our Human Resources Department and held in secure locations. Information will also be available to our Payroll Department in order to ensure that you are paid correctly and to our Operations Department in order to contact you and to supply you with your various duties, but only the minimum relevant information will be shared with these departments.
Subject to the terms and conditions of this Privacy Policy, Sokostena Ltd protects all data from being disclosed to any other third parties except when required by law.
How will Sokostena Ltd protect your information?
Sokostena Ltd has put in place strict policies and training for all employees to safeguard and protect your information from unauthorized and unlawful access, use, modification, destruction, or loss.
Notwithstanding the above, you should be careful when you reveal any confidential information to any third party.
How long will Sokostena Ltd hold your information?
We will not hold your information for any longer than is necessary. In the case of unsuccessful job applications, we will erase your details from our records, unless you give us permission to retain your information for a specified period for any future employment opportunities. If you are employed with us, your details will be held for a period of seven years after you leave the company, in compliance with our obligations to BS:7858 and our legitimate business interests as a data controller.
How can you access, transfer, modify or request information to be deleted?
You have the right at any time to access a copy of or to transfer the information we hold on you. We may ask you to verify your identity and for more information about your request. This service is free of charge but additional fees may apply when obtaining extra copies of the information. If for some reason your request is denied, we will provide you with reasons for doing so. We will also inform you of the supervisory authority so you can lodge a complaint.
In all cases, we will seek to act on your request within the timescale required by applicable data protection laws.
Your rights and choices
It should be remembered that the General Data Protection Regulation provides certain rights for you including:
1. The right to be informed
2. The right of access
3. The right to rectification
4. The right to erasure
5. The right to restrict processing
6. The right to data portability
7. The right to object
8. Rights in relation to automated decision-making and profiling
A good explanation of your rights (in English) is available on the website of the United Kingdom’s Information Commissioner’s Office. For more information please visit the ICO website – https://ico.org.uk/
Contact Details
At Sokostena Ltd, we welcome your views and if you would like to contact us with any queries or comments on how we have handled your personal information, please send an e-mail to admin@sokostena.com