Our contact details

Name:                                     Sustainable Criminal Justice Solutions

Address:                                  1^st Floor Chandlery Building, School Lane, Hamble, SO31 4NB

Phone Number:                      02380 453488

E-mail:                                     info@scjs.org.uk

The type of personal information we collect

We currently collect and process the following information:

• Name, address.
• Date of birth, gender, next of kin in the event of an emergency.
• National Insurance number, bank account details.
• Contact information including email address/phone number.
• Curriculum vitae.
• Academic and professional certificates of achievement/qualifications.
• Passport, driving license or other identification documents.
• Periods of sickness and other leave taken.
• Details of any disciplinary or grievance procedures.
• Information about remuneration.
• Information about health conditions, which may require reasonable adjustments.
• Information about work performance including appraisal, 1:1s, training records.
• For certain client assignments obtain information about criminal record.

How we get the personal information and why we have it

Most of the personal information we process is provided to us directly by the employee for one of the following reasons:

• Process data in order to meet the obligations of the employment contract.
• Comply with our legal obligations to HMRC, HSE.
• Keep our database of employees/experts up to date.
• Complete our recruitment activities.
• Monitor and record absence.
• Keep record of performance to plan for career development and ensure acceptable conduct in the workplace.
• Notify data subjects on the database of potential opportunities for work, and to obtain views on these.
• Obtain occupational health advice if required.
• For certain positions, it may be necessary to carry out criminal records checks to ensure that individuals are permitted to undertake the role in question.

We use the information given to us to ensure effective HR and administration relating to employees.

We may share this information with:

• External organisations for the purposes of conducting pre-employment reference and employment background checks.
• Payroll providers.
• Benefits providers and benefits administration, including insurers.
• Pension scheme provider and pension administration.
• Occupational health providers.
• External IT services.
• External auditors.
• Professional advisers, such as lawyers and accountants.

Under the UK General Data Protection Regulation (UK GDPR), the lawful bases we rely on for processing this information are:

1. Your consent. You are able to remove your consent at any time. You can do this by contacting The Office Manager as per the details provided above.
2. We have a contractual obligation.
3. We have a legal obligation.
4. We have a vital interest.
5. We need it to perform a public task.
6. We have a legitimate interest.

How we store your personal information

 Your information is securely stored. We keep personal information in line with statutory retention periods. We will then securely dispose your information.

How we use cookies on our web site

The company website (www.scjs.org.uk) uses cookies to ensure you get the best browsing experience when accessing our website.

Cookies are small text files placed on your computer or device when you browse websites. Cookies allow websites to store things like user preferences, enabling us to give you a personalized experience and remember your preferences.

We use cookies for the following purposes:

Authentication – we use cookies to identify you when you visit our website and as you navigate our website.

Status – we use cookies to help us to determine if you are logged into our website.

Security – we use cookies as an element of the security measures used to protect user accounts, including preventing fraudulent use of login credentials.

Analysis – we use cookies to help us to analyse the use and performance of our website and services.

Cookie consent – we use cookies to store your preferences in relation to the use of cookies more generally.

Most web browsers allow some control of cookies through browser settings. To find out more about cookies, including how to see what cookies have been set and how to manage and delete them, visit www.allaboutcookies.org.

If you do not wish to have cookies placed on your computer, you can disable cookies in your browser settings. However, please be aware that rejecting or deleting cookies from our website may impact the availability and functionality of the website.

By using our website and agreeing to this policy, you consent to our use of cookies in accordance with this Cookies Policy. If you do not consent, please either disable cookies or refrain from using our website.

Your data protection rights

Under data protection law, you have rights including:

• Your right of access – You have the right to ask us for copies of your personal information.
• Your right to rectification – You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
• Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances.
• Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal information in certain circumstances.
• Your right to object to processing – You have the the right to object to the processing of your personal information in certain circumstances.
• 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, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

Please contact us if you wish to make a request.

How to complain

If you have any concerns about our use of your personal information, you can make a complaint to us at The Office Manager, SCJS: 1st Floor Chandlery Building, School Lane, Southampton, Hampshire. SO31 4NB Email: info@scjs.org.uk.

You can also complain to the ICO if you are unhappy with how we have used your data.

The ICO’s address:    Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

Helpline number:        0303 123 1113

ICO website:               https://www.ico.org.uk

Version 2

Review Date: 24 February 2024

Signed: Gary Linton (Managing Director)