Privacy Policy - Malenia Group
In line with the General Data Protection Regulation (GDPR), Malenia Group is committed to providing transparency about the personal information we collect, how we use it, who we share it with, and your data rights regarding its use, storage, and sharing.
This Privacy Policy outlines how we uphold this commitment in our business practices and details the steps we take to protect your information. It also describes how you can contact us to update your preferences and find out more about our privacy practices.
Personal Information We May Collect From You
We may collect personal information through various methods, including but not limited to our website, social media channels, events, surveys, job applications, and interviews, as well as through online, telephone, and email communication. The personal information we collect may include the following:
- Contact information (name, address, email address, and telephone number)
- Employment history, education, qualifications, professional registrations, and information provided in your CV or our application forms
- Details of your skills, competencies, and capabilities
- Results of skills assessments
- Citizenship, visa status, and right to work information
- Results of criminal background checks
- NI number and date of birth
- Details relating to age, gender, disabilities, health, and other protected characteristics as defined under the Equality Act 2010 for diversity monitoring
- Emergency contact details
- Information from references
- Survey responses
- Performance on temporary assignments
- Payroll and financial information (e.g., bank details, tax-related information, benefits)
By submitting your information to us, you consent to the collection, use, storage, and sharing of your personal data for the purposes of sourcing suitable employment, managing your assignments or placements, and occasionally marketing relevant services. You can withdraw your consent at any time by emailing us at paiman.imam@maleniagroup.com or writing to Malenia Group Ltd, 54 St James Street, Liverpool, L1 0AB. We will stop processing your data if there is no other legal basis to continue doing so.
For sensitive or special category data (such as health or criminal information), we will obtain your explicit consent, which can also be withdrawn at any time.
Automated Information We May Collect
When you visit our website, we may collect information automatically through cookies, web beacons, and server logs. This information may include:
- IP address
- Browser/device characteristics
- Operating system and language preferences
- Referring URLs and actions on our website
- Date and time of visits
- Usage statistics
We use cookies to distinguish users, improve website performance, and ensure relevant content for our audience. You may disable cookies, but this may affect website functionality.
How We Use the Information We Collect
We use the personal information we collect to:
- Provide recruitment services and job opportunities
- Respond to your enquiries
- Assess your suitability for roles
- Provide career advice
- Process payments and provide payslips
- Monitor and manage your performance
- Ensure compliance with employment law and contractual obligations
- Manage client relationships
- Analyse data trends
- Send you promotional material or invitations to events
- Prevent fraudulent or unlawful activities
Information We Share
Your personal data will only be shared with clients or organisations necessary to help you find employment. In the event of mergers, acquisitions, or business sales, personal data may be transferred, and you will be informed prior to any changes.
Third-party providers may also access your data for the provision of services or legal compliance, but they are not authorised to use your information for other purposes.
We do not:
- Sell your personal data to third parties
- Share your personal data for marketing purposes without your explicit consent
If personal information is transferred outside of the EEA or Switzerland, we will ensure it is protected in line with GDPR regulations.
How Long We Retain Your Data
We will retain your personal data for as long as necessary to provide services and to comply with legal obligations. Below is a table showing the retention periods for various types of records:
| Type of Records | Statutory Retention Period | Statutory Authority |
|---|---|---|
| Accident book / accident records & reports | 3 years from the last entry (or if the accident involves a child, until they reach 21) | Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995 (RIDDOR) and Limitation Act 1980 |
| Accounting records | 3 years | Section 221 of the Companies Act 1985 modified by the Companies Acts 1989 and 2006 |
| Income tax and NI returns, income tax records & HMRC correspondence | Not less than 3 years after the end of the financial year to which they relate | The Income Tax (Employments) Regulations 1993, amended by The Income Tax (Employments) (Amendment No. 6) Regulations 1996 |
| Statutory maternity pay records, calculations, certificates | 3 years after the end of the tax year in which the maternity period ends | The Statutory Maternity Pay (General) Regulations 1986, as amended |
| Wage/salary records, overtime, bonuses, expenses | 6 years | Taxes Management Act 1970 |
| National minimum wage records | 3 years after the end of the pay reference period following the one that the records cover | National Minimum Wage Act 1998 |
| Records relating to working time | 2 years from the date on which they were made | The Working Time Regulations 1998 |
| Application forms and interview notes (unsuccessful candidates) | 6-12 months | GDPR best practice |
| Parental leave records | 5 years from birth/adoption or 18 years if the child receives a disability allowance | Employment Rights Act 1996 |
| Pension scheme investment policies | 12 years from the end of any benefit payable under the policy | Pensions Act 2008 |
| Candidate files, personnel and training records | 7 years after the date of service provision or employment termination | Limitation Act 1980 |
| Senior executives’ records | Permanently | N/A |
How We Protect Your Personal Information
We implement administrative, technical, and physical safeguards to protect the personal information you provide against accidental, unlawful, or unauthorised destruction, loss, alteration, access, disclosure, or use.
Your Rights
You have the following rights regarding your personal data:
- Right to Object: You can request that we stop processing your data, unless legally required.
- Correction: You may ask us to correct any inaccuracies.
- Deletion: You may request your data be deleted if we no longer need it or if you withdraw consent.
- Restriction: You may request limited processing if data is inaccurate or processing is unlawful.
- Access: You can request a copy of your personal data.
- Data Portability: You can request your data in a machine-readable format and have it transferred to another controller.
Complaints Procedure
If you have concerns about how we handle your data, you can contact Paiman Imam, Data Protection Officer, at:
Malenia Group Ltd
54 St James Street
Liverpool, L1 0AB
Email: paiman.imam@maleniagroup.com
Telephone: 0151 452 8972
If you are dissatisfied with our response, you have the right to complain to the Information Commissioner’s Office (ICO):
Phone: 0303 123 1113.
Version 1 | Malenia Group Ltd | Last updated 09/09/2024.