Privacy Policy

Shining Chic Cleaning staff / volunteers privacy notice
Registered name: GLD Digital

We are the controller of your personal data. For more information on controllers and their responsibilities please see our guidance on data protection principles, definitions, and key terms.
This privacy notice tells you what to expect us to do with your personal information when you work for us.
•    Contact details
•    What information we collect, use, and why
•    Lawful bases and data protection rights
•    Where we get personal information from
•    How long we keep information
•    Who we share information with
•    How to complain
Contact details
Telephone
0330 0437455
Email
contact@shiningchic.co.uk
What information we collect and use, and why
Staff recruitment, administration and management
We collect or use the following personal information as part of staff recruitment, administration and management:
•    Contact details (eg name, address, telephone number or personal email address)
•    Date of birth
•    National Insurance number
•    Photographs (eg staff ID card)
•    Copies of passports or other photo ID
•    Copies of proof of address documents (eg bank statements or bills)
•    Employment history (eg job application, employment references or secondary employment)
•    Education history (eg qualifications)
•    Right to work information
•    Details of any criminal convictions (eg DBS checks)
Salaries and pensions
We collect or use the following personal information as part of managing salaries and pensions:
•    Job role and employment contract (eg start and leave dates, salary, changes to employment contract or working patterns)
•    Expense, overtime or other payments claimed
•    Leave (eg sick leave, holidays or special leave)
•    Maternity, paternity, shared parental and adoption leave and pay
•    Pension details
•    Bank account details
•    Payroll records
•    Tax status
Staff health and wellbeing
We collect or use the following personal information for managing staff health and wellbeing:
•    Access needs or reasonable adjustments
Lawful bases and data protection rights
Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.
Which lawful basis we rely on may affect your data protection rights which are set out in brief below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:
•    Your right of access - You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. Read more about the right of access.
•    Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. Read more about the right to rectification.
•    Your right to erasure - You have the right to ask us to delete your personal information. Read more about the right to erasure.
•    Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information. Read more about the right to restriction of processing.
•    Your right to object to processing - You have the right to object to the processing of your personal data. Read more about the right to object to processing.
•    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. Read more about the right to data portability.
•    Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. Read more about the right to withdraw consent.
If you make a request, we must respond to you without undue delay and in any event within one month.
To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.
Our lawful bases for the collection and use of your data
Our lawful bases for collecting or using personal information as part of staff recruitment, administration and management are:
•    Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
•    Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
•    Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
o    We collect and use personal information as part of our recruitment processes and ongoing administration and management of staff or volunteers because it is necessary for the effective and lawful operation of our business. This includes ensuring we can: Assess candidates fairly and make informed recruitment decisions Comply with employment, tax, and health & safety obligations Maintain accurate personnel records Communicate efficiently regarding shifts, payroll, training, and performance Provide a safe working environment for all parties involved Monitor and improve service quality for our clients Our legitimate interest lies in being able to recruit suitable individuals, manage and support them effectively, and uphold contractual, legal, and operational responsibilities. Without this information, we would be unable to meet these obligations or maintain a functioning workforce. We carefully consider the rights and interests of individuals and ensure that the information we collect is proportionate, relevant, and not excessive. We also implement appropriate safeguards such as secure storage, restricted access, and clear data retention policies. The benefits of this processing — such as ensuring fair recruitment, legal compliance, workplace safety, and efficient communication — outweigh any minimal risk to the individual. We do not use the information in ways that are unduly intrusive or unexpected.
For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.
Our lawful bases for collecting or using personal information as part of managing salaries and pensions are:
•    Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
•    Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
Our lawful bases for collecting or using personal information as part of managing staff health and wellbeing are:
•    Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
•    Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
Where we get personal information from
We collect your information from the following places:
•    Directly from you
•    Schools, colleges, universities or other education organisations
•    Referees (external or internal)
•    Security clearance providers
•    Public sources (eg LinkedIn or other websites)
How long we keep information
We only keep personal information for as long as necessary to fulfil the purposes for which it was collected, including to meet legal, accounting, or reporting requirements.

Job applicants – If you're unsuccessful, we will retain your application and related personal data for up to 6 months after the recruitment process ends, unless you consent to us keeping it longer for future opportunities.

Employees / subcontractors / volunteers – We will retain your personal data for up to 6 years after the end of your working relationship with us, to comply with legal obligations such as tax and employment law, and in case of any legal claims.

Financial/payroll information – Retained for 6 years, in line with HMRC requirements.

Health and safety or incident-related records – Retained for up to 3 years, or longer if required by law or in case of a claim.

We regularly review the data we hold and securely delete or anonymise information that is no longer needed.
For more information on how long we store your personal information or the criteria we use to determine this please contact us using the details provided above. 
Who we share information with
In some circumstances, we may share information with the following organisations:
•    HMRC
•    Employee benefit schemes
•    External auditors
•    Suppliers and service providers
How to complain
If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.
If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.
The ICO’s address:           
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113
Website: https://www.ico.org.uk/make-a-complaint

Last updated 5th August 2025