LifeSearch Employee Privacy Notice

Looking after something as special as your data is really important to us at LifeSearch. We want to keep our people informed about their data and how it’s used when you both apply for a role at LifeSearch and if you join our business. Please take a few minutes to read over this privacy notice and familiarise yourself with the details about what data we will hold about you, how we use it and your data rights.

LifeSearch Limited is an Appointed Representative of LifeSearch Partners Limited who are authorised and regulated by the Financial Conduct Authority. In respect of your data, LifeSearch Partners is the data controller and responsible for the personal information it holds about you for recruitment and/or employment purposes. 

We take the privacy and security of your personal information seriously, so you can rest assured that your information will be properly managed and protected by us. Please read this notice carefully as it explains how LifeSearch and/or carefully selected third parties we work with collect and use your personal information.

You can ask for further information about the use of your personal information or if you need to raise a complaint, by contacting the Data Protection Officer with the details below.

Data Protection Officer
LifeSearch Limited
11-21 Paul Street
London
EC2A 4JU

Email: customercare@lifesearch.co.uk

We may collect and process the following:

• Information about you – for example name, gender, date of birth, nationality.  We need this information to help us identify you, but also to allow us to contact you at the right time - such as when your policy needs to be reviewed or you are approaching the end of your policy term
• Contact information - for example email, address, postcode and phone numbers

We may collect and process the following:

• Information about you – for example name, age, gender, date of birth, nationality.  We need this information for employment purposes
• Contact information - for example email, address, postcode and phone numbers
• Financial information – we need this information so we can pay your salary, such as bank details, numeration, benefits and tax information
• Audio recordings – for example voice recording when you make calls through the LifeSearch line.  Calls are recorded for monitoring purposes to help us monitor the quality of the advice/customer service you give to customers
• Contractual information – for example details about your employment contract
• Family & beneficiaries information – for example marital status and next of kin in order for us to carry out our obligations for your death in service payment and emergency contact information
• Health & wellbeing information - such as medical related issues relevant to your employment, absence, maternity and paternity leave, any benefit you may have taken out and access to our wellbeing services, as well as to review equal opportunities 
• Working Time Directive – we’ll keep a record of your agreement under this directive on file 
• Work Permits & Residency – we need to retain these on file to meet our legal obligations 
• Disciplinary and performance management – we need to retain these on file to meet our legal obligations
• Religion, Race & Ethnicity, Sexual Orientation – we need to retain this information for the purposes of reviewing and identifying equal opportunities
• Nationality, Financial and Criminal Background Check – we may collect this information to meet our legal and regulatory obligations
• CCTV Images – in limited and specific circumstances, CCTV images may be collected for the purposes of crime prevention

Any information supplied to LifeSearch in this circumstance is used to service your application for employment.  Applications are administered by Recruitive or the employment agency that introduced you to us, and if you successfully reach LifeSearch, we will be handling the personal information you provide.  This includes any sensitive personal data which you provide as part of the application process. LifeSearch may use personal information for the following purposes: 

• To contact you regarding your job application
• To arrange an interview
• Statistical and analytical research
• Where necessary, to comply with legal and regulatory obligations

We may also use your personal information for marketing purposes, but only if you have provided the relevant consent and you would still hold the right to opt out at any time. See section 11 for more information on that.

We will use your information for the purposes listed above. For any other purpose, where appropriate and required, we’ll contact you to ask for your permission.

Any information supplied to LifeSearch during the course of your employment is used to service your employment.  Any data you provide is administered by LifeSearch unless we inform you otherwise, and we will be handling the personal information you provide. 

This includes any sensitive personal data such as health or bank information which you provide as part of the employment process. LifeSearch may use personal information for the following purposes: 

• To fulfil our obligations under employment law
• To performance manage our teams 
• Apply for and set up any work benefits you select 
• To support your health and well being 
• To share communications with you at home and outside of work  
• Provide you with your salary
• For the prevention, detection and investigation of crime, including fraud
• Statistical and analytical research
• Where necessary, to comply with legal and regulatory obligations

We will use your information for the purposes listed above. For any other purpose, where appropriate and required, we’ll contact you to ask for your permission.

• LifeSearch Partners Limited and appointed representatives
• Approved and appointed service providers, including those used to administer your application

• LifeSearch Partners Limited and appointed representatives
• Other organisations in order to prevent, detect or investigate crime or fraud
• Approved and appointed service providers, including those used to administer employee benefits or schemes that you may sign up to and for training purposes
• Relevant legal and regulatory authorities
• Our Insurance panel for the purposes of administering and services policies
• Selected partners for the provision of incentives and rewards, such as vouchers and other reward schemes
• With M9, our technology solutions provider
• CYS Online, where necessary to complete necessary employment checks
• Where appropriate, WorkSmart to meet our obligations to the Senior Managers Certification Regime

Listed below are other third parties that we carefully select, who we may share your personal information with when appropriate:

• Gift providers such as florists, Amazon and other retailers 
• Engagement survey providers 
• Providers/insurance company systems 
• Health & wellbeing services
• Cezanne, Snowdrop and Sage 
• Selected couriers, travel providers and hotels

The legal grounds on which we rely are:

Legitimate interests

We may use and process some of your personal information where we have sensible and legitimate business grounds for doing so.  Under European privacy laws there is a concept of “legitimate interests” as a justification for processing your personal information.  For example:

• to communicate with you about our services.  We need to keep you informed about your use of our services for example sending you a confirmation email regarding your application, interview or further communication regarding future opportunities
• to personalise and improve our services for example, we may use your personal information to personalise aspects of our service
• for market research and analysis.  This helps us to regularly review and improve the service offered to applicants.  Where possible data that we use/provide in this way will be in an anonymised format.

You have the right to object to our use of your personal information for these legitimate interests.  If you raise an objection we will stop processing your personal information unless very exceptional circumstances apply, in which case we will let you know why we are continuing to process your personal information.

The legal grounds on which we rely are:

Legitimate interests

We may use and process some of your personal information where we have sensible and legitimate business grounds for doing so.  Under European privacy laws there is a concept of “legitimate interests” as a justification for processing your personal information. For example:

• to communicate with you about our services.  We need to keep you informed about your use of our services for example sending you a confirmation email regarding your application, interview or further communication regarding future opportunities
• to personalise and improve our services for example, we may use your personal information to personalise aspects of our service
• for market research and analysis.  This helps us to regularly review and improve the service offered to applicants.  Where possible data that we use/provide in this way will be in an anonymised format.

You have the right to object to our use of your personal information for these legitimate interests.  If you raise an objection we will stop processing your personal information unless very exceptional circumstances apply, in which case we will let you know why we are continuing to process your personal information.

When you submit details for a job application through the LifeSearch website, or through 3rd parties or other websites affiliated with LifeSearch, you will be asked on the initial data capture form if you’d like to opt-in or opt-out of receiving future marketing communications from LifeSearch and any of our carefully selected partners. This is recorded and flagged on our recruitment database.  

We will only send marketing communications to you via the preferences you’ve chosen and regularly make the appropriate checks to ensure that we abide by those rules and only send communications to those who’ve requested as such.

Methods of communication for marketing will typically be (but not limited to); phone, email, text message, post.

During your application journey, LifeSearch reserves the right to use any of the above communication methods to get in contact and service your enquiry.

You can opt out of receiving marketing communications at any time by contacting customercare@lifesearch.co.uk.

If you are submitting personal information about another person, then you confirm that you have their consent to provide such information and for their information to be used as set out in this notice, and that you have provided a copy of this notice to that other person.

When you visit one of our websites, we may collect information from you such as, your email address, IP address and other online identifiers. This helps us to track unique visits and monitor patterns of website traffic, such as who visits and why they visit. 

We may use cookies and/or pixel tags on some pages of our website. A cookie is a small text file sent to your computer. A pixel tag is an invisible tag placed on certain pages of our website but not on your computer. Pixel tags usually work together with cookies to assist us to provide you with a more tailored service. This allows us to monitor and improve our email communications and website.

The cookies and pixel tags information is then channelled through various 3rd party web applications. Examples of the software LifeSearch use are;

• Google Analytics; to help us monitor website traffic and view page-by-page behaviour. It also allows us to understand which browser type, or operating system visitors are using as well as which referring sites traffic has come from.
• Hotjar; software which anonymously records site browsing behaviour such as mouse clicks, heat maps and session recordings – which enables us to spot trends in website usage and improve specific web page performance from the insights gained.
• We may choose to send carefully planned automated marketing emails or SMS messages, based on the insights learnt from your previous website browsing behaviour via our in-house customer records management system, our website system - SiteCore, or via our email marketing platform - Pure360. You can opt out of marketing emails & text messages at any time by contacting us on customercare@lifesearch.co.uk. More information is available in section 11.
• We may choose to follow up with ‘remarketing’ activity; banner and text adverts placed automatically on 3rd party websites and on social media. These are controlled through services such as Google AdWords, or Facebook Business Manager.

You have the right to disable cookies on your browser and install 3rd party plug-ins to prevent behavioural ad targeting. Links below are provided for your reference

The internet industry body, the Internet Advertising Bureau, has created a website which provides detailed information and advice on cookies and pixel tags https://www.iab.com/guidelines.

For more on behavioural advertising visit - http://www.youronlinechoices.com/uk/.

Another source about how to delete and control cookies is http://www.aboutcookies.org/.

At any stage, you can always contact us using the details above for any more information or help.

Your personal information can be processed within the European Economic Area, where this occurs, your information is transferred to countries that have been confirmed to have adequate data protection laws. Your information may also be processed in countries outside of the UK and the European Economic Area.

Transfers outside of the UK and EEA are protected by appropriate safeguards, namely Standard Contractual Clauses and approved data protection clauses. Our collection, storage, and use of your personal data will continue to be governed by this privacy policy. Please contact us if you wish to obtain a copy.

How long do we keep your information for?

We will retain and process your personal information for as long as necessary to meet the purposes outlined in this notice provided to you. We’ll keep your personal information in accordance with our internal retention policies. We’ll determine the length of time we keep it for based on the minimum retention periods required by law or regulation.

How long do we keep your information for?

We will retain and process your personal information for as long as necessary to meet the purposes outlined in this notice provided to you. We’ll keep your personal information in accordance with our internal retention policies. We’ll determine the length of time we keep it for based on the minimum retention periods required by law or regulation. 

You have the right to request access to your personal information, to have it corrected, erased, apply restriction and/or object to processing. If we are processing your personal information with your consent, you have the right to withdraw your consent at any time. This may mean however, that LifeSearch may not be able to provide you with the services you requested. 

For the purpose of servicing your job application, your personal information may be processed by means of automated decision making and profiling.

You also have the right to request a copy of the personal information LifeSearch holds about you. 

If we are processing your personal information with your consent, you have the right to withdraw this at any time, including to opt out of marketing.

To make any of these requests, please contact the Data Protection Officer using the contact details above.

If we get something wrong, or you’re not happy with our services, we always welcome the chance to help and rectify it. You can contact the Data Protection Officer using the contact details provided above or email customercare@lifesearch.co.uk.

You can also lodge a complaint with the Information Commissioners Office by contacting them at:

Information Commissioners Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
0303 123 1113 (local rate) or 01625 545 745 (national rate)

This employee privacy notice was last updated on 7^th October 2022