Contractor Privacy Notice

Scope: This privacy notice covers the recording and use of safety training data undertaken by contractors and agency workers to enable them to work safely on our sites.

Introduction

The protection of your personal data is of paramount importance to British Sugar plc (“we”, “us” and “our”). This notice sets out how we use and protect your personal data in accordance with current data protection law.  It also describes your data protection rights (including the right to object to some of the data handling we carry out). 

More information about your rights and how you can exercise them is set out in the “Your Rights” section below.

What personal data do we collect and use?

We collect and use information in connection with your employment or engagement by us. This information includes:

• Personal Identification and Communication Information: your name, email address and company you work for.
• Information about your safety critical training records – this will typically include your site induction and any other courses you undertake through our Learning Management System.

We usually only ask you to supply us with your personal data which is necessary in connection with the safety critical training that is required.

Sensitive personal data 

Sensitive personal data means personal data about racial or ethnic origin, political opinion, religious or philosophical belief, trade union membership, genetic data, biometric data used for the purpose of uniquely identifying individuals, data concerning health or a person’s sex life or sexual orientation. Where sensitive personal data is collected, we will ensure that any additional legal requirements are complied with.

Why we collect and use your personal data

Managing Safety Induction Training; to work on our sites, you will need to undertake a site induction and potentially Food and Feed safety inductions. We are required to keep records of this training to ensure safety inductions are completed and to ensure we maintain our site security.

Legal basis

The information below explains the legal basis that we rely on when we use your data for each of the purposes of training records.

• Establishing and managing your engagement – we will only keep your email address if it is provided so that we can email you the appropriate information for you to be able to undertake safety training – we need to keep records of safety training to comply with legal obligations and to meet our internal standards. The source of emails and contact details will be from you as an individual or from your contracting company and the recipients of the data will be British Sugar parties who require training data.
• Managing Workplace Safety Investigations and training – training records may be used as part of safety investigations and keeping the records is required to comply with legal obligations and to meet our internal standards. The source of emails and contact details will be from you as an individual or from your contracting company and the recipients of the data will be British Sugar parties who require training data.

Retention of your data

We will retain your data in a form that identifies you for no longer than is necessary for the purposes for which the personal data is processed. Further information about our retention of your data can be provided by contacting peopleservices@britishsugar.com.

Transfer outside the UK

We ensure that we comply with the applicable legal requirements when transferring personal data outside the UK. Further information about the transfer to data outside the UK can be provided by contacting peopleservices@britishsugar.com.

Sharing your data

We share your personal data with your employer in connection with the management of your engagement with us.  

Personal data will be shared with government authorities and/or law enforcement officials if required for the purposes above, if mandated by law or if required for the legal protection of our legitimate interests in compliance with applicable laws.

In the event that we are sold or integrated with another business, your details will be disclosed to our advisers and any prospective purchaser’s adviser and will be passed to the new owners of the business.

Security

We have taken appropriate technical, administrative, physical and procedural security measures, consistent with local and international information practices, to protect your personal data from misuse, unauthorised access or disclosure, loss, alteration, or destruction.

Monitoring

We carry out routine monitoring of the use of our systems for the purpose of securing our systems, monitoring compliance with relevant policies, and protecting the interests of our business. We also carry out monitoring of our systems where this is necessary in order to investigate misconduct or wrong-doing. Monitoring may be carried out either actively or retrospectively and is conducted in accordance with robust governance arrangements to ensure compliance with our legal obligations.

Your Rights

If you wish to access your personal data or exercise any of your rights you should contact peopleservices@britishsugar.com.

You have the right to ask us to rectify, block, complete and delete your personal data, to restrict its use, and to ‘port’ your personal data (that is, to ask us to provide it to you in a structured, commonly used and machine readable format and to transmit it directly to another organisation). You also have the right to request a copy of your personal data.

You also have the right to object to the processing of your data by us in some circumstances, in particular where we don’t have to process the data to meet a contractual or other legal requirement.

There are exceptions to these rights, however. For example, it will not be possible for us to delete your data if we are required by law to keep it. Similarly, access to your data may be refused if making the information available would reveal personal information about another person or if we are legally prevented from disclosing such information.

You also have the right to make a complaint to the data protection supervisory authority or to seek a remedy through the courts if you believe that your rights have been breached.

This contractor privacy notice was last updated on 14 January 2025.