Employee Privacy Notice

Employee Privacy Notice Wupwoo  Ltd

The Company Wupwoo Ltd collects and processes personal data relating to its employees to manage the employment relationship. We are committed to being transparent about how we collect and use that data and to meeting our data protection obligations. 

What information does the Company collect? We collect and process a range of information about you. This includes: 


documents such as your driving licence; from forms completed by you at the start of or during employment (such as benefit nomination forms); from correspondence with you; or through interviews, meetings or other assessments. In some cases, we may collect personal data about you from third parties, such as references supplied by former employers, information from employment background check providers. Data will be stored in your personnel file and the HR management system 


Why does the Company process personal data? We need to process data to enter into an employment contract with you and to meet our obligations under your employment contract. For example, we need to process your data to provide you with an employment contract, to pay you in accordance with your employment contract and to administer benefits, such as pension and insurance entitlements. In some cases, we need to process data to ensure that we are complying with our legal obligations. For example, we are required to check an employee’s entitlement to work in the UK, to deduct tax, to comply with health and safety laws and to enable employees to take periods of leave to which they are entitled. In other cases, we have a legitimate interest in processing personal data before, during and after the end of the employment relationship. Processing employee data allows us to: 


adoption, parental and shared parental leave), to allow effective workforce management, to ensure that we comply with duties in relation to leave entitlement, and to ensure that employees are receiving the pay or other benefits to which they are entitled; 

Where we process other special categories of personal data, such as information about ethnic origin, sexual orientation or religion or belief, this is done for the purposes of equal opportunities monitoring. Data that we use for these purposes is pseudonymised or is collected with the express consent of employees, which can be withdrawn at any time. Employees are entirely free to decide whether or not to provide such data and there are no consequences of failing to do so. 

Who has access to data? Your information will be held internally, including with members of the recruitment team, your line manager, managers in the business area in which you work and IT staff if access to the data is necessary for performance of their roles. We share your data with third parties in order to obtain pre-employment references from other employers, obtain employment background checks from third-party providers and obtain necessary criminal records checks from the Disclosure and Barring Service. We may also share your data with third parties in the context of a sale of some or all of our business. In those circumstances the data will be subject to confidentiality arrangements. We also share your data with third parties that process data on our behalf, in connection with payroll, the provision of benefits such as pension, childcare vouchers and discount platform and the provision of occupational health services. We may also share your data with third parties that provide professional services such as specialist employment law guidance We will not transfer your data to countries outside the European Economic Area. 

How does the Company protect data? We take the security of your data seriously. We have internal policies and controls in place to try to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by our employees in the performance of their duties. Where we engage third parties to process personal data on our behalf, they do so on the basis of written instructions, are under a 


duty of confidentiality and are obliged to implement appropriate technical and organisational measures to ensure the security of data. 

For how long does the Company keep data? We will hold your personal data for the duration of your employment. Such data will be reviewed annually to ensure out of date or irrelevant data is removed/updated. The period for which your data is held after the end of employment is 6 years. 

Your rights As a data subject, you have a number of rights. You can: 

If you would like to exercise any of these rights, please contact us on esther@wupwoo.com If you believe that we have not complied with your data protection rights, you can complain to the Information Commissioner. 

What if you do not provide personal data? You have some obligations under your employment contract to provide us with data. In particular, you are required to report absences from work and may be required to provide information about disciplinary or other matters under the implied duty of good faith. You may also have to provide us with data in order to exercise your statutory rights, such as in relation to statutory leave entitlements. Failing to provide the data may mean that you are unable to exercise your statutory rights. Certain information, such as contact details, your right to work in the UK and payment details, have to be provided to enable us to enter a contract of employment with you. If you do not provide other information, this will hinder our ability to administer the rights and obligations arising as a result of the employment relationship efficiently. 

Version 2

Review October  2020