Privacy Policy
Last Updated: 17/04/2025
This privacy notice tells you what to expect us to do with your personal information when you work for us
1. Contact details
- Telephone : 07749704268
- Email : info@jaiminiproductions.com
2. What information we collect and use, and why Staff recruitment, administration and management
We collect or use the following personal information as part of staff recruitment,
administration and management:
- Contact details (eg name, address, telephone number or personal email address)
- Date of birth
- National Insurance number
- Gender
- Photographs (eg staff ID card)
- Copies of passports or other photo ID
- Copies of proof of address documents (eg bank statements or bills)
- Marital status
- Next of kin or emergency contact details
- Employment history (eg job application, employment references or secondary
employment) - Education history (eg qualifications)
- Right to work information
- Details of any criminal convictions (eg DBS checks)
- Political, conflict of interest or gift declarations
- Security clearance details (eg basic checks and higher security clearance)
- Performance records (eg reviews, disciplinary records, complaints or disciplinary action)
- Training history and development needs
- Monitoring employees’ IT use
- CCTV footage or other recordings
3. Salaries and pensions
We collect or use the following personal information as part of managing salaries and pensions:
- Job role and employment contract (eg start and leave dates, salary, changes to employment
contract or working patterns) Time spent working (eg timesheets or clocking in and out) - Time spent working (eg timesheets or clocking in and out)
- Expense, overtime or other payments claimed
- Leave (eg sick leave, holidays or special leave)
- Maternity, paternity, shared parental and adoption leave and pay
- Pension details
- Bank account details
- Payroll records
- Tax status
- Trade Union membership
We also collect or use the following special category information for managing salaries and
pensions. This information is subject to additional protection due to its sensitive nature:
- Racial or ethnic origin
- Political opinions
- Religious or philosophical beliefs
- Trade union membership
- Genetic information
4. Staff health and wellbeing
We collect or use the following personal information for managing staff health and wellbeing:
- General health and wellbeing information
- Sick leave forms or fit notes (eg Statement of Fitness for Work from a GP or hospital)
- Access needs or reasonable adjustments
- Protected Characteristics (as defined by the Equality Act and s.75 of the Northern Ireland
Act for the purpose of equal opportunities monitoring)
5. Lawful bases and data protection rights
Under UK data protection law, we must have a “lawful basis” for collecting and using your
personal information. There is a list of possible lawful bases in the UK GDPR. You can find
out more about lawful bases on the ICO’s website.
Which lawful basis we rely on may affect your data protection rights which are set out in
brief below. You can find out more about your data protection rights and the exemptions
which may apply on the ICO’s website:
- Your right of access – You have the right to ask us for copies of your personal
information. You can request other information such as details about where we get
personal information from and who we share personal information with. There are
some exemptions which means you may not receive all the information you ask for.
Read more about the right of access. - Your right to rectification – You have the right to ask us to correct or delete personal
information you think is inaccurate or incomplete. Read more about the right to rectification - Your right to erasure – You have the right to ask us to delete your personal
information. Read more about the right to erasure. - Your right to restriction of processing – You have the right to ask us to limit how we
can use your personal information. Read more about the right to restriction of
processing. - Your right to object to processing – You have the right to object to the processing of
your personal data. Read more about the right to object to processing - Your right to data portability – You have the right to ask that we transfer the
personal information you gave us to another organisation, or to you. Read more about the right to data portability - Your right to withdraw consent – When we use consent as our lawful basis you
have the right to withdraw your consent at any time. Read more about the right to
withdraw consent.
If you make a request, we must respond to you without undue delay and in any event within
one month.
To make a data protection rights request, please contact us using the contact details at the
top of this privacy notice.
6. Our lawful bases for the collection and use of your data
Our lawful bases for collecting or using personal information as part of staff recruitment,
administration and management are:
- Consent – we have permission from you after we gave you all the relevant information. All
of your data protection rights may apply, except the right to object. To be clear, you do
have the right to withdraw your consent at any time. - Legal obligation – we have to collect or use your information so we can comply with the
law. All of your data protection rights may apply, except the right to erasure, the right to
object and the right to data portability.
• Legitimate interests – we’re collecting or using your information because it benefits you,
our organisation or someone else, without causing an undue risk of harm to anyone. All of
your data protection rights may apply, except the right to portability. Our legitimate
interests are:
For more information on our use of legitimate interests as a lawful basis you can contact us using
the contact details set out above.
- Vital interests – collecting or using the information is needed when someone’s physical or
mental health or wellbeing is at urgent or serious risk. This includes an urgent need for life
sustaining food, water, clothing or shelter. All of your data protection rights may apply,
except the right to object and the right to portability - Public task – we have to collect or use your information to carry out a task laid down in
law, which the law intends to be performed by an organisation such as ours. All of your
data protection rights may apply, except the right to erasure and the right to portability
Our lawful bases for collecting or using personal information as part of managing salaries and
pensions are:
- Consent – we have permission from you after we gave you all the relevant information. All
of your data protection rights may apply, except the right to object. To be clear, you do
have the right to withdraw your consent at any time. - Contract – we have to collect or use the information so we can enter into or carry out a
contract with you. All of your data protection rights may apply except the right to object. - Legal obligation – we have to collect or use your information so we can comply with the
law. All of your data protection rights may apply, except the right to erasure, the right to
object and the right to data portability. - Legitimate interests – we’re collecting or using your information because it benefits you,
our organisation or someone else, without causing an undue risk of harm to anyone. All of
your data protection rights may apply, except the right to portability. Our legitimate
interests are:
For more information on our use of legitimate interests as a lawful basis you can contact us using
the contact details set out above.
Vital interests – collecting or using the information is needed when someone’s physical or mental
health or wellbeing is at urgent or serious risk. This includes an urgent need for life sustaining
food, water, clothing or shelter. All of your data protection rights may apply, except the right to
object and the right to portability.
- Public task – we have to collect or use your information to carry out a task laid down in
law, which the law intends to be performed by an organisation such as ours. All of your
data protection rights may apply, except the right to erasure and the right to portability
For more information on our use of legitimate interests as a lawful basis you can contact us using
the contact details set out above.
- Vital interests – collecting or using the information is needed when someone’s physical or
mental health or wellbeing is at urgent or serious risk. This includes an urgent need for life
sustaining food, water, clothing or shelter. All of your data protection rights may apply,
except the right to object and the right to portability - Public task – we have to collect or use your information to carry out a task laid down in
law, which the law intends to be performed by an organisation such as ours. All of your
data protection rights may apply, except the right to erasure and the right to portability
Our lawful bases for collecting or using personal information as part of managing staff health
and wellbeing are:
- Consent – we have permission from you after we gave you all the relevant information. All
of your data protection rights may apply, except the right to object. To be clear, you do
have the right to withdraw your consent at any time. - Contract – we have to collect or use the information so we can enter into or carry out a
contract with you. All of your data protection rights may apply except the right to object. - Legal obligation – we have to collect or use your information so we can comply with the
law. All of your data protection rights may apply, except the right to erasure, the right to
object and the right to data portability. - Legitimate interests – we’re collecting or using your information because it benefits you,
our organisation or someone else, without causing an undue risk of harm to anyone. All of
your data protection rights may apply, except the right to portability. Our legitimate
interests are:
7. Where we get personal information from
We collect your information from the following places:
- Directly from you
- Referees (external or internal)
- Security clearance providers
- Pension administrators or government departments (eg HMRC and DWP)
- Staff benefit providers
8. How long we keep information
The duration of project and thereafter 10 years.
9. Who we share information with
In some circumstances, we may share information with the following organisations:
- HMRC
- Employee benefit schemes
- Health and benefit suppliers
- Suppliers and service providers
10. How to complain
If you have any concerns about our use of your personal data, you can make a complaint to us
using the contact details at the top of this privacy notice.
If you remain unhappy with how we’ve used your data after raising a complaint with us, you can
also complain to the ICO.
The ICO’s address:
- Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
- Helpline number: 0303 123 1113
- Website: https://www.ico.org.uk/make-a-complaint
For any questions or concerns, contact us at: Jaimini Productions / Email: info@jaiminiproductions.com
Table Of Content
- 1. Contact details
- 2. What information we collect and use, and why Staff recruitment, administration and management
- 3. Salaries and pensions
- 4. Staff health and wellbeing
- 5. Lawful bases and data protection rights
- 6. Our lawful bases for the collection and use of your data
- 7. Where we get personal information from
- 8. How long we keep information
- 9. Who we share information with
- 10. How to complain