HR Privacy Notice

This document describes how and why we collect, store, protect, process and share the
data we process about our employees and potential employees.
About us
  • Naim Audio is the Data Controller. This means it is ultimately responsible for the personal data it holds.
Contact Address:
Naim Audio Ltd
Southampton Road
The personal data we will collect
  • Name, address and contact details, including email address and telephone numbers
  • Date of birth
  • Employment history with Naim Audio including job titles of positions held, start and end dates and the terms and conditions of your employment
  • Information about remuneration, including entitlement to benefits
  • Details of your education, qualifications, skills, experience and employment history, including start and end dates, with previous employers
  • Details of any gaps in employment
  • Details of registration with or membership of any professional bodies
  • Photographs of you
  • Details of bank or building society account and national insurance number
  • Details of any expense claims
  • Details of deductions from pay such as tax, national insurance contributions, student loan repayments, court orders, trade union subscriptions
  • Information about marital status, next of kin, dependants and emergency contacts
  • Information about identity, nationality and entitlement to work in the UK
  • Information about criminal record (including DBS checks)
  • Details of schedule (days of work and working hours) and attendance at work
  • Details of periods of leave taken, for example holiday, sickness absence, dependents leave, and the reasons for the leave
  • Details of involvement in any disciplinary, capability or grievance procedures, including any warnings issued and related correspondence
  • Assessments of performance, including PDPs, one to one supervision notes, performance improvement plans and related correspondence
  • Details of the training and assessments undertaken
  • Information about medical or health conditions, including disabilities for which we may need to make reasonable adjustments
  • Where you drive on company business / have a company car we will collect driving licence details and any driving offences incurred
  • Information about use of our ICT systems
  • Information obtained by electronic means such as your use of electronic pass card and use of e-learning
The reason we will process personal data
  • Run recruitment and promotion processes
  • Maintain accurate and up-to-date employment records and contact details (including details of who to contact in the event of an emergency), and records of employee contractual and statutory rights
  • Operate and keep a record of disciplinary and grievance processes, to ensure acceptable conduct within the workplace
  • Operate and keep a record of employee performance and training
  • Operate and keep a record of absence and absence management procedures, to allow effective workforce management and ensure that employees are receiving the pay or other benefits to which they are entitled
  • Obtain occupational health advice, to ensure that it complies with duties in relation to individuals with disabilities, meet its obligations under health and safety law, and ensure that employees are receiving the pay or other benefits to which they are entitled
  • Operate and keep a record of other types of leave (including maternity, paternity, adoption, parental and shared parental leave), to allow effective workforce management, to ensure that the Council complies with duties in relation to leave entitlement, and to ensure that employees are receiving the pay or other benefits to which they are entitled
  • Ensure effective general HR and business administration
  • Provide references on request for current or former employees
  • Respond to and defend against legal claims
  • Maintain and promote equality in the workplace
Some special categories of personal data, such as information about health or medical conditions, are processed to carry out employment law obligations (such as those in relation to employees with disabilities).
Our legal basis for processing personal data
  • The administration of employment contracts (GDPR Article 6(1)(b))
  • Compliance with legal obligations (GDPR Article 6(1)(c))
  • The protection or defence of the legitimate interest of Naim Audio (GDPR Article 6(1)(f)).
Employees and potential employees are under no obligation to provide any of the data listed, but a refusal to do so may detrimentally impact the ability of the Company to provide employees with employment, manage their pay or perform any of the other usual functions and duties of an employer.
Who we will share personal data with
  • Previous and future employers (references and background checks)
  • Government departments (e.g. HMRC)
  • Non-governmental departments (e.g. DBS)
  • The providers of occupational health and support services
  • The providers of pensions and other employee benefit schemes
The rights of the people whose data we process
  • The people whose personal data we are processing have the following rights that are applicable to our business:
  • Access – they have a right to confirmation that we are processing their data, a copy of their personal data and other supplementary information
  • Rectification – they have a right to have inaccurate personal data corrected
  • Erasure – they have a right to have their personal data erased, providing there are no reasons for this right not to apply (e.g. for the establishment, exercise or defence of legal claims)
  • Portability – they have a right to obtain and reuse their personal data for their own purposes across different services
  • To object – they have the right to object to the processing of their personal data in certain circumstances
How long we keep personal data
  • Your data will not be kept any longer than necessary. You can check how long we will keep each type of data against Naim Audio’s HR retention schedule which is kept by the HR Department and can be found in Octopus under the heading Company Information/ Policies.
How data is stored and processed?
  • Records are stored in electronic formats. Our electronic records are protected by physical security, encryption, anti-hacking and anti-virus technologies.
  • If you’ve already told us we need to do something, but we haven’t responded in a way that you’re satisfied with, you can complain to the Information Commissioner’s Office (the ICO).
  • It’s easiest to do this online via the ICO website ( ), but you can also do so in writing to:
The Information Commissioner’s Office
Wycliffe House
Water Lane