Salts Connect Intranet Privacy Policy

Salts Healthcare Limited - Salts Connect Intranet Privacy Policy
 

How we get your personal information and why we process it

Name: Salts Healthcare Limited

Address: Salts Healthcare Limited, Richard Street, Aston, Birmingham, B7 4AA

Phone Number: 0121 333 2000

E-mail: dataprotection@salts.co.uk

The data controller for Salts Connect is Salts Healthcare Limited – a data controller determines how and why personal data can be processed.
 

Introduction

Salts Connect is an intranet platform which aims to achieve efficient employer-employee interaction and improve internal communications across the organisation. Salts Connect is used to inform employees of company news, alerts, progress regularly.

Salts Connect also provides social features such as an instant messaging function and a social page allowing you to interact with other employees across the organisation regarding your personal interests and hobbies. For further information, please refer to Salts Connect Social features in this policy. 

Salts Connect is available to install as a phone application which allows you to access the platform on your phone if you would like to do so. For further information, please refer to Salts Connect Phone Application in this policy.
 

The type of personal information we process

We currently process the following employee information for Salts Connect:

• Full name
• Job title
• Email address
• Office location
• Work phone number
• Mobile work phone number (if available)
• Your photograph*
• Date of Birth*

*Please refer to How we get your personal information and why we process it for further details regarding this personal information.
 

How we get your personal information and why we process it

The following personal information is provided by the Human Resources department or by your manager (with your knowledge). This information is readily available as part of your employment contract with Salts Healthcare:

• Full name
• Job title
• Email address
• Office location
• Work phone number
• Mobile work phone number (if available)

This information is processed so employees across the organisation are able to identify you and get in contact with you via Salts Connect if needed.

The following personal information will only be processed with your explicit consent:

• Your photograph*

This information is processed if you have explicitly consented to having your photograph displayed on your Salts Connect profile to allow employees to identify you, if you wish to provide this.

The following information is completely voluntary for you to add to your Salts Connect profile:

• Date of birth*

This information will only be processed if you choose to add it to your Salts Connect profile. Please note – your date of birth is not disclosed to anyone and is only used to send a birthday notification if you wish to provide this. Ages are never disclosed.
 

We may share this information with:

Oak – our intranet platform provider act as a data processor to provide intranet services. Oak will only process your personal information on our instructions and where they have agreed to treat the information confidentially and to keep it secure. The intranet platform provider takes measures to comply with Data Protection regulations as stated in their Service Agreement and Company Security Policy.

Under the General Data Protection Regulation (GDPR), the lawful bases we rely on for processing this information are:

• Business Legitimate Interests

The processing is intended to achieve company purpose as Salts Connect aims to give you more interaction and involvement within the company.

• Processing special category data

In addition, where we process any special categories of data (employee photographs) the lawful bases we rely on are as follows:

(a)   Explicit Consent

Explicit consent is captured for your photograph, giving you the right to object and withdraw your consent to this processing at any time.
 

Privacy & Electronic Communications Regulation & Cookies

The Privacy & Electronic Communications Regulation also applies to any personal data processed on Salts Connect.

Salts Connect uses ‘session’ cookies which are created when you log into the intranet for authentication purposes. This type of cookie is used to inform the platform provider who is logging into the intranet in a secure manner. Session cookies are encrypted and will be destroyed when you log off or close your browser.
 

Salts Connect Social Features

Salts Connect offers an instant messaging function and a Salts Social pages – please ensure you follow guidelines on how to use these functions by reading the Safe Use Policy.

Please be aware, instant messages and social discussion boards will be monitored and we will be provided with chat logs if required for any Subject Access Requests or any internal investigations raised.

In addition, if you download the Salts Connect phone application, instant messaging monitoring will still take place for the stated purposes as we will have an obligation to do so as Salts Connect is an organisational platform.

Instant Messaging Function and Salts Social Page/Discussion Boards

Please refer to the Safe Use Policy for guidelines on how to use the instant messaging platform and Salts Social page on Salts Connect.  
 

Salts Connect Phone Application

A Salts Connect phone application is also available which allows you to access Salts Connect at any time using your mobile phone device. The Salts Connect app can be installed on any mobile phone, including your personal phone should you wish to do so. In order to have an account, as a minimum your first name, last name and email address (if available) will be stored and is managed by the Salts Connect Administrators.

Installation of the Salts Connect app is completely voluntary and you can remove your access to the app at any time.

Please note – if you have the Salts Connect phone application downloaded on your work or personal phone and your phone is lost or stolen, it is vital you notify IT and the Salts Connect Administrators (intranet.admin@salts.co.uk) at the earliest opportunity so your application access can be disabled.
 

How we store your personal information

We have put in place measures to protect the security of your information.

We have implemented appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed.

We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.
 

How long we will hold your personal data for

Your Salts Connect profile will be permanently deleted as soon as you leave the organisation.
 

Your data protection rights

Under data protection law, you have rights including:

Your right of access - You have the right to ask us for copies of your personal information.

Your right to rectification - You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.

Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances.

Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal information in certain circumstances.

Your right to object to processing - You have the the right to object to the processing of your personal information in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

Please contact us at dataprotection@salts.co.uk or Data Protection Officers, Salts Healthcare Limited, Richard Street, Aston, Birmingham, B7 4AA if you wish to make a request.
 

How to complain

If you have any concerns about our use of your personal information, you can make a complaint to us at dataprotection@salts.co.uk or Data Protection Officers, Salts Healthcare Limited, Richard Street, Aston, Birmingham, B7 4AA if you wish to make a request

You can also complain to the ICO if you are unhappy with how we have used your data. Please see address and contact details for the ICO below.

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113  Website: https://www.ico.org.uk