Employee Privacy Notice

The wording of this document reflects the requirements of the General Data Protection Regulation (GDPR),
which came into effect on May 25, 2018. This privacy notice for employees is effective

The date is January 5, 2022.

Data controller: Fastcomcorp, LLC.

This notice applies to current and former employees, workers, and contractors.

Data Protection Principles

We will comply with data protection law. This says that the personal information we hold about you must be:

  • Used lawfully, fairly and transparently.
  • Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes.
  • Relevant for the purposes we have informed you of and limited to those purposes only.
  • Accurate and up to date.
  • Conserved only as long as necessary for the purposes that we have mentioned.
  • Safely stored.

Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).

There are “special categories” of more sensitive personal data that require a higher level of protection.

We may collect, store and use the following categories of personal information about you:

The Type of Information We Have

Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data). The Fastcomcorp organization collects and processes personal data related to its employees to manage the employment relationship. The organization is committed to being transparent about how it collects and uses that data and to complying with its data protection obligations.

There are “special categories” of more sensitive personal data that require a higher level of protection.

What information does Fastcomcorp collect?

Fastcomcorp collects and processes a variety of information about you. This includes:

  • 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 work history, including start and end dates, with previous employers and the organisation;
  • information about your salary, including entitlement to benefits such as pensions or insurance coverage;
  • details of your bank account and insurance number;
  • information about your marital status, family members, dependents and emergency contacts;
  • information about your nationality and right to work in the United States or abroad;
  • details of your schedule (working days and working hours) and attendance at work;
  • details of any periods of leave taken by you, including holidays, sickness absence, family leave and the reasons for leave;
  • details of any disciplinary or grievance procedures in which you have been involved, including any warnings issued to you and related correspondence;
  • evaluations of your performance, including appraisals, performance reviews, performance improvement plans and related correspondence;

We may also collect, store and use the following “special categories” of more sensitive personal information, including:

  • information about medical or health conditions, including whether or not you have a disability for which the organization needs to make reasonable adjustments; and
  • equal opportunities monitoring information, including information about your ethnicity, sexual orientation, health and religion or beliefs.
    Biometric data, including fingerprints, hand geometry and samples.

How Is Your Personal Information Collected?

Fastcomcorp may collect this information in several ways. For example, data may be collected through application forms, CVs; obtained from your passport or other identification documents such as your driver’s license; from forms completed by you at the beginning or during employment (such as benefit nomination forms); from correspondence with you; or through interviews, meetings or other evaluations. In some cases, Fastcomcorp may collect personal data about you from third parties, such as references provided by previous employers and information from employment background check providers.

The data will be stored in a variety of different places, including in your personnel file, in the organization’s payroll and human resources management system, and in other IT systems (including Fastcomcorp’s email system).

Why does Fastcomcorp Process Personal Data?

Fastcomcorp needs to process data to enter into an employment contract with you and to fulfill its obligations under your employment contract. For example, we need to process your data to provide you with an employment contract, pay you in accordance with your employment contract and administer entitlements [benefits, pensions and insurance].

In some cases, the organization needs to process data to ensure it meets its legal obligations. For example, it is required to verify an employee’s right to work in the United States, deduct taxes, comply with health and safety laws, and allow employees to take the leave periods to which they are entitled.:-

  • where we need to protect your interests (or someone else’s interests);
  • when necessary in the public interest (or for official purposes).

In other cases, the organization has a legitimate interest in the processing of personal data before, during and after the termination of the employment relationship. The processing of employee data allows Fastcomcorp to:

  • execute 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 employees’ contractual and legal rights;
  • operate and maintain a record of disciplinary and grievance processes, to ensure acceptable conduct within the workplace;
  • operate and maintain a record of employee performance and related processes, to plan career development and for succession planning and workforce management purposes;
  • operate and maintain a record of absence and absence management procedures, to enable effective workforce management and ensure that employees receive the pay or other benefits to which they are entitled;
  • obtain occupational health advice, to ensure that you fulfill your duties in relation to disabled people, meet your obligations under health and safety law, and ensure that employees receive the pay or other benefits to which they are entitled. they have the right;
  • operate and maintain a register of other types of leave (including maternity, paternity, adoption, parental and shared parental leave), to enable effective management of the workforce, to ensure that the organization meets obligations in relation to the entitlement to leave, and to ensure that employees are receiving the pay or other benefits to which they are entitled;
  • ensure effective overall business and human resources administration;
  • provide references upon request from current or former employees;
  • respond to and defend against legal claims; and
    maintain and promote equality in the workplace.

Some special categories of personal data, such as information about health or medical conditions, are processed to comply with employment law obligations (such as those relating to employees with disabilities). When Fastcomcorp processes other special categories of personal data, such as information about ethnic origin, sexual orientation, health or religion or belief, this is done for the purposes of equal opportunities monitoring. The data that the organization uses for these purposes is anonymized. Employees are completely free to decide whether or not to provide such data and there are no consequences for not doing so.

If You Do Not Provide Personal Information

If you do not provide certain information when requested, we may not be able to perform the contract we have made with you (such as paying you or providing a benefit), or we may not be able to comply with our legal obligations (such as to ensure the health and the safety of our workers).

Change of Purpose

We will only use your personal information for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If we need to use your personal information for an unrelated purpose, we will notify you and explain the legal basis that allows us to do so. We may process your personal information without your knowledge or consent, in accordance with the above rules, where required or permitted by law.

Who Has Access to the Data?

Your information may be shared internally, including with members of the human resources team (including payroll), your manager, managers of the business area in which you work, and IT staff if access to the data is necessary for the performance of your duties. functions and when required. law. Fastcomcorp shares your data with third parties to obtain pre-employment references from other employers and to obtain employment background checks from third-party vendors. Fastcomcorp may also share your data with third parties in the context of a sale of part or all of its business. In these circumstances, the data will be subject to confidentiality agreements. Fastcomcorp also shares your data with third parties who process data on its behalf, in connection with payroll, the provision of benefits and the provision of occupational health services. We do not allow our third-party service providers to use your personal data for their own purposes. We only allow them to process your personal data for specific purposes and in accordance with our instructions.

How does Fastcomcorp Protect Data?

Fastcomcorp takes the security of your data very seriously. Fastcomcorp 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 by its employees in the performance of their duties. This includes:-

  • An Internet-facing firewall to prevent external penetration of the organization’s network. The policies allow mail to be delivered to the mail server from a specific set of addresses (our external spam filter), but no other access is allowed. This firewall also maintains a list that prevents access to malicious sites on the world wide web.
  • Spam filtering. All our mail goes through a spam filter that checks for unsolicited email, malware, and dangerous links.
  • Local firewalls. All our machines are individually protected by firewalls. This prevents the proliferation of problematic software over the network and unauthorized access from one machine to another, e.g. only the IT department can connect remotely to a company terminal.
  • Local antivirus to prevent any malicious software from passing through your firewall or spam filters or being introduced by other means. All Company machines have antivirus software installed that is constantly updated through a server on the network. This software also maintains a web blacklist to prevent access to malicious sites.
  • Access controls. Access to data on servers is controlled on an as-needed basis. Management authorization is required before making any access changes.
  • Encryption. All company emails are encrypted when the recipient supports encryption.
  • Additional controls. The ERP system, human resources systems, payroll system and document management system are also controlled as stated above.
  • Cabinets. Data held in employee personal files is stored in lockable cabinets and secured in a restricted office.
  • Archive Room. Data saved at the end of an employee relationship is stored in a locked file room with restricted access.
  • IT policy. This policy is to ensure that all information technology users within the organization or its networks comply with the rules and guidelines related to the security of information stored digitally at any point on the network or within the authority boundaries of the organization.
  • Social Network Policy. This policy aims to educate employees and minimize risks when using social media that may affect the organization and employees.

When Fastcomcorp engages third parties to process personal data on its behalf, they do so on the basis of written instructions; These parties have a duty of confidentiality and are required to implement appropriate technical and organizational measures to ensure data security.

How Long Does Fastcomcorp Keep Data?

Fastcomcorp determines the retention period for your personal data based on the following retention criteria:

  • Fastcomcorp retains your personal data for as long as it has an ongoing relationship with you.
  • Fastcomcorp retains your personal data when required by a legal obligation to which it is subject.
  • Fastcomcorp retains your personal data where it is advisable to safeguard or enhance Fastcomcorp’s legal position (for example, in connection with statutes of limitations, litigation or regulatory investigations).

At the end of your employment relationship with Fastcomcorp, your data will not be kept longer than is necessary for the purpose for which it was processed. For example, employees’ personal information, including terms and conditions of employment, disciplinary records, reviews and annual leave records, will be retained for 7 years after employment ends. The organization will retain employees’ PAY and Payroll records for 7 years after employment ends given the relevance of any pay dispute and Fastcomcorp may request to see them during this time. Occupational health records will be adequately maintained for a minimum of 40 years after the date of last entry. More information can be found in the companies’ “Retention and Erasure of Employment Records” document.

Your rights
Our Duty to Inform Us of Changes

It is important that the personal information we hold about you is accurate and current. Please keep us informed if your personal information changes during your employment with us. Under certain circumstances, by law you have the right to:

  • access and obtain a copy of your data upon request;
  • require the organization to change incorrect or incomplete data;
  • request the organization to delete or stop processing your data, for example where the data is no longer necessary for the purposes of the processing; and
  • object to the processing of your data where the organization relies on its legitimate interests as the legal basis for the processing.
  • Request the transfer of your personal information to another party.

If you wish to exercise any of these rights, please contact the HR department.

If you believe that the organization has not complied with your data protection rights, you can make a complaint to the Information Commissioner.

What Happens If You Don’t Provide Personal Data?

You have some obligations under your employment contract to provide data to Fastcomcorp. In particular, you are required to report absences from work and may be required to provide information on disciplinary or other matters under the implied duty of good faith. You may also need to provide data to Fastcomcorp to exercise your legal rights, such as in relation to legal license rights. Failure to provide data may mean that you cannot exercise your legal rights.

Certain information, such as contact details, your right to work in the United States, and payment details, must be provided to allow Fastcomcorp to enter into an employment contract with you. Failure to provide other information will hinder Fastcomcorp’s ability to manage the rights and obligations arising as a result of the employment relationship efficiently.

Automated decision making

Employment decisions are not based solely on automated decision making. We will periodically review this Privacy Notice to ensure that it remains accurate and up-to-date.

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