Employee Privacy Notice
Data controller: Juniper Communications Limited and Juniper Connect Limited
Juniper collects and processes personal data relating its employees to manage the employment relationship. Juniper is committed to being transparent about how it collects and uses that data and to meeting its data protection obligations.
What information does Juniper collect?
Juniper collects and processes a range of information about you.
This may, but does not always, include any of the following:
- your name, address and contact details, including email address and telephone number, date of birth and gender;
- the terms and conditions of your employment;
- details of your qualifications, skills, experience and employment history, including start and end dates, with previous employers and with Juniper ;
- information about your remuneration, including entitlement to benefits such as pensions or insurance cover;
- details of your bank account and national insurance number;
- information about your marital status, next of kin, dependants and emergency contacts;
- information about your nationality and entitlement to work in the UK;
- information about your criminal record;
- details of your schedule (days of work and working hours) and attendance at work;
- details of periods of leave taken by you, including holiday, sickness absence, family leave and sabbaticals, and the reasons for the leave;
- details of any disciplinary or grievance procedures in which you have been involved, including any warnings issued to you and related correspondence;
- assessments of your performance, including appraisals, performance reviews and ratings, performance improvement plans and related correspondence;
- information about medical or health conditions, including whether or not you have a disability for which Juniper needs to make reasonable adjustments; and
- equal opportunities monitoring information including information about your ethnic origin, sexual orientation and religion or belief.
Juniper may collect this information in a variety of ways. For example, data might be collected through application forms, CVs or resumes; obtained from your passport or other identity documents such as your driving licence; from forms completed by you at the start of or during employment (such as benefit nomination forms); from correspondence with you; or through interviews, meetings or other assessments.
[n some cases, Juniper may collect personal data about you from third parties, such as references supplied by former employers [information from employment background check providers, information from credit reference agencies and information from criminal records checks permitted by law].
Data will be stored in a range of different places, including in your personnel file, in Juniper’s HR management systems and in other IT systems (including Juniper’s email system).
Why does Juniper process personal data?
Juniper needs to process data to enter into an employment contract with you and to meet its obligations under your employment contract. For example, it needs to process your data to provide you with an employment contract, to pay you in accordance with your employment contract and to administer benefit, pension and insurance entitlements.
In some cases, Juniper needs to process data to ensure that it is complying with its legal obligations. For example, it is required to check an employee’s entitlement to work in the UK, to deduct tax, to comply with health and safety laws and to enable employees to take periods of leave to which they are entitled.
In other cases, Juniper has a legitimate interest in processing personal data before, during and after the end of the employment relationship. Processing employee data allows Juniper to:
- 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 related processes, to plan for career development, and for succession planning and workforce management purposes;
- 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 Juniper 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; and
- respond to and defend against legal claims.
Some special categories of personal data, such as information about health or medical conditions, is processed to carry out employment law obligations (such as those in relation to employees with disabilities).
Where Juniper processes other special categories of personal data, such as information about ethnic origin, sexual orientation or religion or belief, this is done for the purposes of equal opportunities monitoring. This is to carry out its obligations and exercise specific rights in relation to employment.
Who has access to data?
All personnel within Juniper will generally have access to your business contact information such as name, position, telephone number, business postal address and email address.
Your information may be shared internally, including with members of the HR and recruitment team (including payroll), your line manager, managers in the business area in which you work and IT staff if access to the data is necessary for performance of their roles.
Juniper also shares your data with:
- third parties in order to obtain pre-employment references from other employers, obtain employment background checks from third-party providers and obtain necessary criminal records checks from the Disclosure and Barring Service.
- third parties that process data on its behalf, in connection with payroll, the provision of benefits and the provision of occupational health services, such as HMRC and NEST. We may also share your data with professional advisors, such as accountants, auditors, lawyers, insurers, bankers, and other professional advisors.
- Companies which Juniper provides products or services to such as broadcasters.
Access to personal data within Juniper will be limited to those who have the “need to know”, and may include your managers and their designees, personnel in HR, IT, Compliance, Legal, Finance and Accounting and Internal Audit.
Your data may be transferred to countries outside the European Economic Area (EEA). Data is transferred outside the EEA on the occasions where we are programme making outside of the EEA. We have adopted appropriate safeguards to protect your personal data in these circumstances.
How does Juniper protect data?
Juniper takes the security of your data seriously. Juniper has internal policies and controls in place to try to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by its employees in the performance of their duties.
Where Juniper engages third parties to process personal data on its behalf, they do so on the basis of written instructions, are under a duty of confidentiality and are obliged to implement appropriate technical measures to ensure the security of data.
For how long does Juniper keep data?
Juniper will hold your personal data for the duration of your employment. After the termination of the working relationship your data will be held for up to seven years, except for longer periods where a longer retention period is required or permitted by law.
In any case, we will take steps to ensure that the personal data processed is relevant and not excessive for its intended use, and is accurate and complete for carrying out the purposes described in this Privacy Notice.
As a data subject, you have a number of rights. You can:
- access and obtain a copy of your data on request;
- require Juniper to change incorrect or incomplete data;
- require Juniper to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing; and
- object to the processing of your data where Juniper is relying on its legitimate interests as the legal ground for processing.
If you would like to exercise any of these rights, please contact firstname.lastname@example.org
If you believe that Juniper has not complied with your data protection rights, you can complain to the Information Commissioner.
What if you do not provide personal data?
You have some obligations under your employment contract to provide Juniper with data. In particular, you are required to report absences from work and may be required to provide information about disciplinary or other matters under the implied duty of good faith. You may also have to provide Juniper with data in order to exercise your statutory rights, such as in relation to statutory leave entitlements. Failing to provide the data may mean that you are unable to exercise your statutory rights.
Certain information, such as contact details, your right to work in the UK and payment details, have to be provided to enable Juniper to enter a contract of employment with you. If you do not provide other information, this will hinder Juniper’s ability to administer the rights and obligations arising as a result of the employment relationship efficiently.
Employment decisions are not based on automated decision-making.
Please keep personal data up to date and inform us of any significant changes to personal data. You agree to inform your dependents, whose personal data you provide to Juniper, about the content of this Privacy Notice, and to obtain their consent (provided they are legally competent to give consent) for the processing of that personal data by Juniper as set out in this Privacy Notice.
You further agree to follow applicable law and Juniper’s policies, standards and procedures that are brought to your attention when handling any personal data to which you have access in the course of your working relationship with Juniper, in particular Juniper’s Data Protection Policy. You will not access or use any personal data for any purpose other than in connection with and to the extent necessary for your working relationship with Juniper. You understand that these obligations continue to exist after termination of your working relationship with Juniper.