Privacy Notice
(Employees)

Document ID: TIG_AUG _PRN_EMP
Release Date: 03/01/2022
Version: 1.0

1. Purpose

To provide prospective employees and employees of Total IT Global with a comprehensive description of online and offline practices regarding the collection, use, disclosure, store, and retention of their personal information.

2. Scope

All job applicants, full time and part time employees, consultants, third party staff of Total IT Global, worldwide, come under the scope of this policy.

3. Terms & Abbreviations

DPO – Data Protection Officer

4. Roles and Responsibilities

DPO – To Ensure effective implementation of the policy

5. Policy & Procedure

5.1 Collection of Information

While conducting our business and complying with governing central, state, and local government regulations, we collect, use, and maintain (collectively “process”) different types of personal data about you in the operation of our business, for matters such as employment, tax, insurance, etc. We collect personal information from you solely for business purposes, including those related directly to your employment with the Company, and those required by government agencies.

5.1.1 How we collect your personal Data

Total IT Global collects information about Candidates in the course of the recruitment process. Some of this information is collected directly from:

You (for example, in forms that you are asked to complete, such as filling the Employment Application form or Joining form or in interviews or through the completion of tests).
Other information is generated automatically when you use or otherwise interact with Total IT Global’s systems (for example, when you log in to our website).
Or provided to us by third parties (for example, recruitment agencies, referees and educational institutions), including third parties.
Service providers or publicly available sources for anti-money-laundering, background checking and similar purposes, and to protect our business and comply with our legal, regulatory and security obligations.

5.1.2 What kinds of Personal Data do we collect?

In the course of our working relationship with you, we will collect, store and use the following categories of personal data about you:

Personal contact details such as name, job title, home addresses, telephone numbers, and personal email addresses.
Date of birth
Gender
Marital status and information about your dependants.
Next of kin and emergency contact information.
National identification number.
Bank account details, payroll records and tax status information.
Salary, annual leave, statutory benefits information.
Employment start date.
Location of employment or workplace.
Identification information (a copy of driving licensee, passport etc)
Recruitment information (References and other information included in a CV or cover letter or as part of the application process).
Employment records (including job titles, work history, working hours, training records).
Performance related information.
Disciplinary and grievance information.
Information obtained through electronic means such as Biometrics.
Information about access and communication to company operations systems (including email, Chat platforms).

Some kinds of personal data are given special protection by the law – these are called ‘special category‘ data. We will sometimes collect, store and use the following types of ‘special category‘ personal data:

Information about your race or ethnicity, religious beliefs, sexual orientation and political opinions.
Trade union membership.
Information about your health, including any medical condition, health and sickness records.
Genetic information and biometric data.
Photographs and images captured by our CCTV system.
Information about your criminal convictions and offences (from, for example, checks from the Disclosure and Barring Service).

The personal information collected by the Company is necessary for business legitimate purposes. Your refusal or failure to provide the requested personal information may, therefore, disqualify you from employment with our company or from receipt or enjoyment of certain Company benefits.

5.2 Use of the Information We Collect

The primary purposes for collection, storage and/or use of your personal information include, but are not limited to:

5.2.1 Human Resources Management

We collect, store, analyse, and share (internally) personal information to attract, retain and motivate a highly qualified workforce. This includes recruiting, compensation planning, succession planning, reorganisation needs, performance assessment, training, employee benefit administration, compliance with applicable legal requirements, and communication with employees and/or their representatives.

5.2.2 Business Processes and Management

Personal information is used to run our business operations including, for example, scheduling work assignments, managing company assets, reporting and/releasing public data (e.g., Annual Reports, etc.), and populating employee directories. Information may also be used to comply with government regulation.

5.2.3 Safety and Security Management

We use such Information as appropriate to ensure the safety and protection of employees, assets, resources, and communities.

5.2.4 Communication and Identification

We use your personal information to identify you and to communicate with you.

5.2.5 Compliance monitoring, security and systems use

Measuring the performance of IT systems by monitoring employee usage includes analysing times, locations, and activities whilst users are logged into the network. Auditing, monitoring, investigation, and compliance monitoring activities in relation to company policies, Code of Conduct, applicable law, the prevention, and detection of criminal activity and to protect assets and premises.

5.3 Disclosure of Data

The Company acts to protect your personal information and ensure that unauthorised individuals do not have access to your Information by using security measures to protect Personal Information. We will not knowingly disclose, sell, or otherwise distribute your personal information to any third party without your knowledge and, where appropriate, your express written permission, except under the following circumstances.

5.3.1 Legal requests and investigations

We may disclose your personal information when such disclosure is reasonably necessary:

To prevent fraud.
To comply with any applicable statutory requirements, tax authorities, law, rule or regulation.
To comply with a court order.

5.3.2 Third-party vendors and service providers

We may, from time to time, outsource services, functions, or operations of our business to third -party service providers. When engaging in such outsourcing, it may be necessary for us to disclose your personal information to those service providers, e.g., a payroll service, a benefits provider. In some cases, the service providers may collect Personal Information directly from you on our behalf. We work with any such providers to restrict how the providers may access, use, and disclose your Information.

5.3.3 Business Transfers

During the term of your employment, we may buy other companies, create new subsidiaries or business units, or sell part or all the Company or its assets. It is likely that some or all your Personal Information will be transferred to another company as part of any such the transaction. However, your Personal Information will remain subject to protection outlined in the then current Privacy Policy.

5.3.4 Protection of Company and Other

We may release Personal Information when we believe release is necessary to comply with the law; enforce or apply our policies and other agreements; or protect the rights, property, or safety of Company, our employees, or others. This disclosure will never, however, include selling, renting, sharing, or otherwise disclosing your personal information for commercial purposes in violation of the commitments set forth in this Privacy Policy.

5.4 Security of Your Personal Information

Total IT Global is committed to protect the security of your personal data. We employ security technologies and procedures to help protect your personal data from unauthorised access, use, or disclosure. For example, we store the personal data you provide on computer servers with appropriate version control system that are in controlled facilities.

The Company will make reasonable efforts to secure personal information stored or transmitted electronically secure from hackers or other persons who are not authorised to access such Information.

Compliance with this Privacy Policy is important to the Company. Any violation or potential violation of this Policy should be reported to the Human Resources department.

5.5 Data Retention & Deletion

We will store your personal information for as long as is reasonably necessary for the purposes for which it was collected, as explained in this notice. In some circumstances we may store your personal information for longer periods of time, for instance where we are required to do so in accordance with legal, regulatory, tax, accounting, or necessary technical requirements.

5.6 Updating and Accessing Your Personal Data

You must promptly inform us when changes occur in the personal information you have provided, so that we can maintain accurate Information about you. Although you may update or change your information, we may maintain such personal information previously submitted in historical archives.

5.7 International Data Transfer

The disclosures of Candidate/Employee information may involve international transfers, including transfers to countries outside the base location which may not have data protection laws as strict as those in the base location. In these cases, where:

We transfer Candidate/employee information to other members of the Total IT Global group or third-party service providers acting on our behalf.
We do so in accordance with applicable law, including on the basis of agreements put in place to protect your information in a form approved for this purpose by the European Commission.

5.8 Your rights as data subject

In addition to the information shared above, you have several legal rights in relation to the personal data that we hold about you which include the rights to:

The right to obtain information regarding the processing of your personal data.
The right to withdraw your consent to our processing of your personal data, however we are entitled to process your personal data for legitimate purposes.
Right to request rectification (or correction) of personal data you have provided, that may be inaccurate.
Request erasure (or deletion) of personal data that is no longer necessary to fulfil the legitimate purposes for which it was collected.

6. Exception

Any exception in this policy/ notice is subject to the approval of DPO under the limitation applicable data protection laws.

7. Compliance

DPO shall ensure the effective implementation of the policy/notice by various means such as internal audits.

8. Annex

N/A

Privacy Notice
(Employees)