Escape Hunt privacy policy

ABOUT THIS POLICY

This policy describes how we, the Escape Hunt group of companies (which includes Escape Hunt Plc, Escape Hunt Group Ltd, Escape Hunt Franchises Ltd, Escape Hunt IP Ltd and Escape Hunt Innovations Ltd), use personal data about its prospective, current and former employees.
We have provided this policy to ensure that you understand what personal data we may collect and hold about you, what we may use it for and how we keep it safe.  You have legal rights to access the personal data that we hold about you and to control how we use it which are also explained within this policy.

You can read or print this whole policy. We use sub-headings to help you find specific information that you may be looking for more easily, including information about:

WHO WE ARE AND HOW TO CONTACT US

Our registered head office address is: 3 Pear Place, London SE1 8BT.

You can contact us via email:
dataprotection@escapehunt.com

Or by post:
Data Protection
Escape Hunt
3 Pear Place
London
SE1 8BT

WHAT PERSONAL DATA WE MAY PROCESS ABOUT YOU

We collect:

  • personal data that you provide to us. You provide several pieces of data to us directly during the recruitment period and subsequently upon the start of your employment. For example:  name, gender, home address and telephone number, date of birth, image, biometric information, marital status, emergency contacts, next of kin; residency and work permit status, military status, nationality and passport information; social security or other taxpayer identification number (such as you National Insurance number for example), banking details;
  • personal data we receive from 3rd parties. In some cases, we will collect data about you from third parties, such as employment agencies, former employers when gathering references or credit reference agencies. We will also collect information about your tax status and affairs from HMRC.
  • information related to your employment with us. We may process the following data alongside your personnel file:
    • sick pay, pensions, insurance and other benefits information (including the gender, age, nationality and passport information for any spouse, minor children or other eligible dependents and beneficiaries);
    • date of hire, date(s) of promotions(s), work history, technical skills, educational background, professional certifications and registrations, language capabilities, training courses attended;
    • height, weight and clothing sizes, photograph, physical limitations and special needs;
    • records of work absences, holiday entitlement and requests, salary history and expectations, performance appraisals, letters of appreciation and commendation, and disciplinary and grievance procedures;
    • acknowledgements of our policies, including Data Protection policies;
    • information captured on security systems, including CCTV and key card entry systems and other security and technology systems, voicemails, emails, correspondence and other work product and communications created, stored or transmitted by an employee using Escape Hunt’s computer or communications equipment,
    • date of resignation or termination, reason for resignation or termination, information relating to administering termination of employment (e.g. references); and
    • any other relevant data that could be necessary to comply with our purposes.
       

WHAT WE USE YOUR PERSONAL DATA FOR

Depending on your relationship with us, we use and disclose personal information concerning employees in order to:

  • evaluate applications for employment;
  • manage all aspects of an employee’s employment relationship, including, but not limited to, payroll, pensions, benefits, corporate travel and other reimbursable expenses, development and training, absence monitoring, performance appraisal, disciplinary and grievance processes and other general administrative and human resource-related processes;
  • develop resource and succession plans;
  • maintain sickness records and occupational health programs;
  • protect the safety and security of our property and our customers;
  • investigate and respond to claims against us, our staff and our customers;
  • conduct employee opinion surveys and administer employee recognition programs;
  • administer termination of employment and provide and maintain references;
  • maintain emergency contact and beneficiary details (which involves Escape Hunt holding information on those you nominate in this respect); and
  • comply with applicable laws

There are Closed Circuit Television (CCTV) cameras in operation within and around some of our sites and offices which may be used for the following purposes:

  • to prevent and detect crime;
  • to protect the safety of our staff and customers;
  • to manage and protect our property and the property of our staff, guests and customers.

WHEN WE NEED YOUR CONSENT TO USE YOUR PERSONAL DATA

Whilst we always want you to be aware of how we are using your personal data, this does not necessarily mean that we are required to ask for your consent before we can use it.  In the day to day running of our business we may use your personal data without asking for your consent because:

  • we are entering into and carrying out our obligations under a contract with you
  • we need to use your personal data for our own legitimate purposes such as the administration and management of our business and our doing so will not interfere with your privacy rights

In exceptional circumstances we may wish to use your personal data for a different purpose which does require your consent.  In these circumstances we will contact you to explain how we wish to use your data and to ask for your consent.  You are not required to give consent just because we ask for it.  If you do give consent you can change your mind and withdraw it at a later date.
 

PERSONAL DATA YOU ARE LEGALLY OBLIGED TO PROVIDE

You are not under obligation to provide us with any of your personal data but please note that if you elect not to provide us with your personal data we may be unable to enter into a contract with you. This could include being unable to offer you employment or administer contractual benefits.


YOUR RIGHTS TO KNOW WHAT PERSONAL DATA WE HOLD AND TO CONTROL HOW WE USE IT

You have a legal right to know what personal data we hold about you - this is called the right of subject access.  You can exercise this right by sending us a written request at any time. Please mark your letter “Subject Access Request” and send it to us by email to dataprotection@escapehunt.com

You also have rights to:

  • have inaccurate personal data corrected, blocked or erased
  • object to decisions being made about you by automated means or to your personal data being used for profiling purposes
  • object to our using your personal data in ways that are likely to cause you damage or distress
  • restrict our use of your personal data
  • require that we delete your personal data
  • require that we provide you, or anyone that you nominate, with a copy of any personal data you have given us in a structured electronic form such as a CSV file

You can find full details of your personal data rights on the Information Commissioner’s Office website at www.ico.org.uk.

Automated decision making and profiling

We do not make use of automated decision making.

WHEN WE WILL SHARE YOUR PERSONAL DATA WITH OTHERS

We share your data with the following people in the day to day running of our business:

  • other companies that are part of the Escape Hunt group of companies
  • any business partners, suppliers and sub-contractors we work with to provide employment and HR services which are required to support the contract you have in place with us. For example, we are required to share your data with our payroll provider, Mazars, to process your PAYE. We also share your full personnel file with Bright HR who manage our HR portal.
  • we share your data with HMRC for tax filing purposes
  • we share your personal data with our pension provider, Aviva for both automatic and voluntary pension enrolments. 

We may also share your personal information with third parties on a one-off basis, for example, if:

  • we sell or buy any business or assets (including our own), in which case we will disclose your personal data to the prospective seller or buyer of such business or assets
  • we are under a duty to disclose or share your personal data in order to comply with any legal obligation, or to protect the rights, property, or safety of our customers, ourselves or others. This includes exchanging information with other companies and organisations for the purposes of fraud prevention and credit risk reduction


HOW WE KEEP YOUR PERSONAL DATA SAFE

We take every care to ensure that your personal data is kept secure and we have implemented a range of measures to help protect against loss, misuse or unauthorised access, disclosure or destruction of the information we hold about you. 
Unfortunately, although we will do our best to protect your personal data, we cannot guarantee the security of personal data; you send us personal data at your own risk. Please contact us immediately if you believe that your personal information under our control has been compromised.

WHEN WE WILL SEND YOUR PERSONAL DATA TO OTHER COUNTRIES

Your personal data may be transferred to, and stored at, a destination outside the European Economic Area ("EEA") by us or by our sub-contractors.
Where we, or our sub-contractors, use IT systems or software that is provided by non-UK companies, your personal data may be stored on the servers of these non-UK companies outside the EEA.  We will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this privacy policy.
 

HOW LONG WE KEEP YOUR PERSONAL DATA

We only keep your personal data for as long as we actually need it.  For example, in practice, this means that we will keep:

  • a record of your personnel and payroll files for 7 years after termination of your employment
  • a record of any unsuccessful job applications you have made with us for 1 year after the application was made

 

HOW YOU CAN MAKE A COMPLAINT

If you are unhappy with the way we have used your personal data, please contact us to discuss this using the contact details set out in the section above.

You are also entitled to make a complaint to the Information Commissioner’s Office which you can do by visiting www.ico.org.uk.  Whilst you are not required to do so, we encourage you to contact us directly to discuss any concerns that you may have and to allow us an opportunity to address these before you contact the Information Commissioner’s Office.

 

HOW WE KEEP THIS POLICY UP TO DATE

We will review and update this policy from time to time. This may be to reflect a change to our internal procedures or it may be to reflect a change in the law. 

The easiest way to check for updates is by requesting a copy of the latest policy from dataprotection@escapehunt.com

Each time we update our policy we will update the policy version number shown at the end of the policy and the date on which that version of the policy came into force.

This is policy version 1 which came into effect on 23rd May 2018