Process

We process personal data during a recruitment process and during your employment with us.

Data collected

• Name, address and contact details, including email addresses and telephone numbers
• Date of birth
• Gender
• Details of qualifications, skills, experience and employment history
• Medical conditions and details of any disabilities, for which the organisation needs to make reasonable adjustments during the recruitment process
• Information about entitlement to work in the UK and Jersey
• Information about remuneration, including benefit entitlement and Tax registration, social security and pension details
• Bank account details
• Signature

We will collect certain special category types of personal data for recruitment and employment purposes, including information about disabilities, medical and criminal record data and information contained within passports such as nationality.

Purpose for collecting data

• Confirm a candidate’s suitability for the role
• Comply with legal obligations around checking eligibility to work in the UK
• Make an offer of employment
• Make reasonable adjustments for candidates with disabilities
• Preparation of employment contracts
• Payroll
• Pensions
• Medical referrals

If your application for employment is successful and we make an offer of employment, we will then share your data with former employers to obtain references for you, and employment background check providers to obtain necessary background checks. We will share your data with the Disclosure and Barring Service to obtain criminal records checks if this is a requirement of the role.

How data is collected

• Application forms, CVs or resumes
• Passports or other identity documents
• Interviews or other forms of assessment, including online tests
• Information received from third parties, including through references supplied by former employers, information from employment background check providers and criminal record checks

Lawful basis

• Consent for the purpose of applying for a job
• Performance of a contract for employment purposes

Retention

• Recruitment – As needed + 1 year
• Employment – As needed + 10 years
• CVs emailed for temporary roles or Marine Services, will be held in our email archive for three years
• Security recruitment – for the life of employment

Employee Engagement Survey

Process

We carry out an EES annually, in order for us to receive feedback from our employees about how we can shape the culture at Ports of Jersey.

Data collected

• Name
• work email address
• date of birth
• job title
• employment start date
• department
• employment type
• employee number
• contract type

We will collect certain special category types of personal data including gender; ethnicity; sexual orientation; disability information; religion. This is an additional optional section of the survey and does not need to be provided to complete the survey.

Purpose for collecting data

The purpose of collecting this data is for Ports of Jersey to get an understanding of engagement, diversity, and inclusion around the business. We review the results against previous year’s results to get a big picture. The EES results are shared with PoJ is completely anonymous.

How data is collected

• Provided by PoJ to the processor, for employees to receive the link and complete the survey
• Special category data provided voluntary directly by the data subject.

Lawful basis

Consent

Retention

As needed +12 months

Travel

Process

You may be required to travel as part of your role working for us. We process some personal information in order to make travel arrangements.

Data collected

• Name
• Email address
• Mobile number
• Gender
• Passport numbers
• DOB
• Department
• Travel location
• Travel dates
• Loyalty scheme information
• Preferences/assistance if required

We will not collect any special category data types for the purpose of arranging travel.

Purpose for collecting data

• For travel to be arranged for employees and contractors.

How data is collected

• Directly from the data subject or employer via an email
• When booked directly by the data subject.

Lawful basis

Performance of contract.

Retention

Until the end of the contract.