Privacy statement & Legal Notices
Fair Processing Notice
This notice explains how information about you is used.
Naigai Nitto Logistics (Europe) Ltd (the ‘Company’) will be the data controller and can be contacted as follows:
By post: Data Protection Manager, Naigai Nitto Logistics (Europe) Ltd., 21 Leslie Square, Paper Mill End Industrial Estate, Great Barr, Birmingham B44 8NH, United Kingdom
By e-mail: keigo.kato.uk@naigainitto.com
By phone: +44 121 356 4777
Naigai Nitto Logistics (Europe) Ltd (the ‘Company’) will be the data controller and can be contacted as follows:
By post: Data Protection Manager, Naigai Nitto Logistics (Europe) Ltd., 21 Leslie Square, Paper Mill End Industrial Estate, Great Barr, Birmingham B44 8NH, United Kingdom
By e-mail: keigo.kato.uk@naigainitto.com
By phone: +44 121 356 4777
The information we gather
The Company gathers certain information about you. Information about you is also used by our affiliated entities and group companies, including Naigai Nitto Co. Ltd (our ‘group companies’). When we do so we are regulated under the General Data Protection Regulation which applies across the European Union (including in the United Kingdom) and we are responsible for that personal information for the purposes of those laws.
In this notice, references to ‘we’ or ‘us’ means the Company and our group companies.
Information that we gather about you may include your name, contact details, educational background, financial and pay details, details of certificates and diplomas, education and skills, marital status, nationality and other information contained in your passport, National Insurance number, date of birth, job title, photograph, personal mobile phone number, date of joining, and CV.
We may also obtain information about you from third parties, such as our group companies, service providers and agents (such as your recruitment consultant).
The provision of your personal data is a contractual requirement. If you do not wish to provide the requested data, it may not be possible for the Company to employ you or provide certain employment benefits.
We have appropriate security measures in place to prevent personal information from being accidentally lost or used or accessed in an unauthorised way. We limit access to your personal information to those who have a genuine business need to know it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.
We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.
In this notice, references to ‘we’ or ‘us’ means the Company and our group companies.
Information that we gather about you may include your name, contact details, educational background, financial and pay details, details of certificates and diplomas, education and skills, marital status, nationality and other information contained in your passport, National Insurance number, date of birth, job title, photograph, personal mobile phone number, date of joining, and CV.
We may also obtain information about you from third parties, such as our group companies, service providers and agents (such as your recruitment consultant).
The provision of your personal data is a contractual requirement. If you do not wish to provide the requested data, it may not be possible for the Company to employ you or provide certain employment benefits.
We have appropriate security measures in place to prevent personal information from being accidentally lost or used or accessed in an unauthorised way. We limit access to your personal information to those who have a genuine business need to know it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.
We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.
The legal basis for processing
The processing will usually take place as it is necessary for the performance of your employment contract. Other purposes may sometimes apply, as set out in our data protection policy.
Information about third parties
Information we process as described in this notice may also include information about third parties such as your spouse or children whose details you supply to us.
Systems used to process data
We gather information directly from you and also via our websites and other technical systems. These may include, for example, our:
• computer networks and connections
• access control systems
• communications systems
• remote access systems
• email and instant messaging systems
• intranet and Internet facilities
• telephones, voicemail, mobile phone records
Some limited personal data may be collected from monitoring devices and systems such as door entry and the building’s CCTV systems.
• computer networks and connections
• access control systems
• communications systems
• remote access systems
• email and instant messaging systems
• intranet and Internet facilities
• telephones, voicemail, mobile phone records
Some limited personal data may be collected from monitoring devices and systems such as door entry and the building’s CCTV systems.
Purposes for processing
We process information about you for the following reasons:
• the employee/employer relationship
• administering and maintaining personnel records
• paying salary and other remuneration and providing and administering benefits
• compliance with legal, regulatory and corporate governance obligations and good practice
• gathering information as part of investigations by regulatory bodies or in connection with legal proceedings or requests
• ensuring business policies are adhered to (such as policies covering security and Internet use)
• operational reasons, such as training and quality control
• ensuring the confidentiality of commercially sensitive information
• investigating complaints and allegations of criminal offences
• statistical analysis
• preventing unauthorised access and modifications to systems
• checking and providing references
• ensuring safe working practices, monitoring and managing staff access to systems and facilities and staff absences
• staff administration and assessments, monitoring staff conduct, disciplinary matters, maintaining sickness and absence records and taking decisions as to your fitness for work
• the employee/employer relationship
• administering and maintaining personnel records
• paying salary and other remuneration and providing and administering benefits
• compliance with legal, regulatory and corporate governance obligations and good practice
• gathering information as part of investigations by regulatory bodies or in connection with legal proceedings or requests
• ensuring business policies are adhered to (such as policies covering security and Internet use)
• operational reasons, such as training and quality control
• ensuring the confidentiality of commercially sensitive information
• investigating complaints and allegations of criminal offences
• statistical analysis
• preventing unauthorised access and modifications to systems
• checking and providing references
• ensuring safe working practices, monitoring and managing staff access to systems and facilities and staff absences
• staff administration and assessments, monitoring staff conduct, disciplinary matters, maintaining sickness and absence records and taking decisions as to your fitness for work
Disclosures and exchange of information and transfers outside the EEA
We may disclose and exchange information with our group companies, service providers, representatives and agents, as well as with law enforcement agencies and regulatory bodies for the above reasons.
Information may be held at our offices and those of our group companies, and service providers, representatives and agents as described above. Information may be transferred internationally to Japan and other countries around the world, including those without data protection laws equivalent to those in the UK, for the reasons described above. We have security measures in place to seek to ensure that there is appropriate security for information we hold including those measures detailed in our data protection policies, which can be located at http://www.nnt.co.jp/privacy-policy/ . For transfers to Naigai Nitto Co. Ltd, the Company has established Standard Contractual Clauses to protect this data, as per GDPR Article 46(2). This document can be located at http://www.nnt.co.jp/privacy-policy/ .
If you would like further information please contact our Data Protection Manager (see above). We will not otherwise transfer your personal data outside of the EEA or to any organisation (or subordinate bodies) governed by public international law or which is set up under any agreement between two or more countries.
Information may be held at our offices and those of our group companies, and service providers, representatives and agents as described above. Information may be transferred internationally to Japan and other countries around the world, including those without data protection laws equivalent to those in the UK, for the reasons described above. We have security measures in place to seek to ensure that there is appropriate security for information we hold including those measures detailed in our data protection policies, which can be located at http://www.nnt.co.jp/privacy-policy/ . For transfers to Naigai Nitto Co. Ltd, the Company has established Standard Contractual Clauses to protect this data, as per GDPR Article 46(2). This document can be located at http://www.nnt.co.jp/privacy-policy/ .
If you would like further information please contact our Data Protection Manager (see above). We will not otherwise transfer your personal data outside of the EEA or to any organisation (or subordinate bodies) governed by public international law or which is set up under any agreement between two or more countries.
Sensitive personal data
You may also supply us with sensitive personal data relating to your physical or mental health which is gathered for the following purposes: administering our health insurance scheme, equal opportunities monitoring, and tracking attendance, etc.
We will usually only collect and record sensitive personal data with your prior consent. However, occasionally we may do so without consent where required or permitted to do so by applicable law (e.g. to comply with diversity reporting requirements). We may disclose your sensitive personal data to our group companies or service providers, representatives and agents.
We will usually only collect and record sensitive personal data with your prior consent. However, occasionally we may do so without consent where required or permitted to do so by applicable law (e.g. to comply with diversity reporting requirements). We may disclose your sensitive personal data to our group companies or service providers, representatives and agents.
Retention periods
Your data will be held in accordance with the Company’s retention policy, which can be located at http://www.nnt.co.jp/privacy-policy/ . In general, your data will be stored for the duration of your employment, plus up to 6 years
Your rights
You have a number of important rights, which can be exercised free of charge. You have the right to request:
• access to your personal information and to certain other supplementary information that this Privacy Notice is already designed to address
• require us to correct any mistakes in your information which we hold
• require the erasure of personal information concerning you in certain situations
• receive the personal information concerning you which you have provided to us, in a structured, commonly used and machine-readable format and have the right to transmit those data to a third party in certain situations
• object at any time to processing of personal information concerning you for direct marketing
• object to decisions being taken by automated means which produce legal effects concerning you or similarly significantly affect you
• object in certain other situations to our continued processing of your personal information
• otherwise restrict our processing of your personal information in certain circumstances.
Where you have given consent to any data processing, you have the right to withdraw that consent at any time. We will not do anything with your data not outlined in this notice.
For further information on each of those rights, including the circumstances in which they apply, see the Guidance from the UK Information Commissioner’s Office (ICO) on individuals’ rights under the General Data Protection Regulation.
If you would like to exercise any of these rights, please contact our Data Protection Manager in writing (see above), providing enough information to identify you and let us know which information to which your request relates.
If you are not satisfied with any complaint you have with us, you also have the right to make a complaint to the Information Commissioners Office, which is the supervising authority in the UK in relation to data processing. You can contact the Information Commissioner at https://ico.org.uk/ or by telephone: 0303 123 1113 for further information about your rights and how to make a formal complaint.
We may change this privacy notice from time to time, when we do we will inform you via e-mail.
• access to your personal information and to certain other supplementary information that this Privacy Notice is already designed to address
• require us to correct any mistakes in your information which we hold
• require the erasure of personal information concerning you in certain situations
• receive the personal information concerning you which you have provided to us, in a structured, commonly used and machine-readable format and have the right to transmit those data to a third party in certain situations
• object at any time to processing of personal information concerning you for direct marketing
• object to decisions being taken by automated means which produce legal effects concerning you or similarly significantly affect you
• object in certain other situations to our continued processing of your personal information
• otherwise restrict our processing of your personal information in certain circumstances.
Where you have given consent to any data processing, you have the right to withdraw that consent at any time. We will not do anything with your data not outlined in this notice.
For further information on each of those rights, including the circumstances in which they apply, see the Guidance from the UK Information Commissioner’s Office (ICO) on individuals’ rights under the General Data Protection Regulation.
If you would like to exercise any of these rights, please contact our Data Protection Manager in writing (see above), providing enough information to identify you and let us know which information to which your request relates.
If you are not satisfied with any complaint you have with us, you also have the right to make a complaint to the Information Commissioners Office, which is the supervising authority in the UK in relation to data processing. You can contact the Information Commissioner at https://ico.org.uk/ or by telephone: 0303 123 1113 for further information about your rights and how to make a formal complaint.
We may change this privacy notice from time to time, when we do we will inform you via e-mail.
Further enquiries
Please contact the Data Protection Manager if you have any questions in relation to the above or would like to exercise any of your rights.
Signature:
Name:
Position:
Date
Signature:
Name:
Position:
Date
