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Employee Privacy Notice

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Be Clean Services Limited

Company number: 15045016

Director: Ludiata Wasansua

Registered office: Flat 3, 44a Cavendish Street, Manchester, M15 6BQ

Effective date: 14 October 2026

1. Introduction

Be Clean Services Limited (“the Company”, “we”, “us” or “our”) is committed to protecting the privacy and personal information of its employees and workers.

This Employee Privacy Notice explains how we collect, use, store, share and protect personal information relating to employees, workers, job applicants and former employees in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and other applicable data protection legislation.

This notice applies throughout the employment relationship, including recruitment, employment, termination and any subsequent period during which we retain employment records.

2. Data Controller

Be Clean Services Limited is the data controller responsible for deciding how and why your personal information is processed.

Company name: Be Clean Services Limited
Company number: 15045016
Registered office: Flat 3, 44a Cavendish Street, Manchester, M15 6BQ
Responsible director: Ludiata Wasansua

For questions about this notice or how your personal information is handled, please contact the Company using the registered office address.

3. Personal Information We Collect

We may collect and process the following categories of personal information where relevant to your employment:

  • Identity information: Full name, date of birth, photograph, contact details and identification documents.
  • Employment information: Job title, employment history, contract details, working hours, training records, performance reviews and disciplinary records.
  • Payroll and financial information: Bank account details, salary, wages, tax information, National Insurance number, pension contributions and other payment-related information.
  • Right-to-work information: Documents and records required to verify your legal right to work in the United Kingdom.
  • Attendance information: Timesheets, working schedules, holiday requests, sickness absence records and other attendance information.
  • Health information: Relevant medical information, sickness records, occupational health information and information concerning workplace adjustments, where necessary and lawful.
  • Emergency contact information: Names and contact details of people you nominate as emergency contacts.
  • Training and compliance information: Health and safety training, qualifications, certificates and records required for your role.
  • Workplace communications: Relevant emails, messages, incident reports and other work-related communications.
  • Other information: Information reasonably necessary to manage your employment, comply with legal obligations or protect the rights and safety of employees and others.

We will collect only information that is relevant and necessary for the purposes described in this notice.

4. How We Collect Your Information

We may obtain personal information directly from you, including through application forms, employment contracts, payroll forms, timesheets and other employment documents.

We may also obtain information from authorised third parties where appropriate, including recruitment agencies, referees, payroll providers, pension providers, government authorities and occupational health professionals.

Where required, we will explain the source of information obtained from third parties and provide any information required by applicable data protection law.

5. Why We Use Your Personal Information

We process employee personal information for the following purposes:

  • Managing recruitment, employment contracts and employee records.
  • Paying wages and salaries and administering tax, National Insurance and pension arrangements.
  • Verifying identity and right to work in the UK.
  • Managing working hours, attendance, annual leave and sickness absence.
  • Administering training, performance management and professional development.
  • Maintaining workplace health, safety and security.
  • Managing disciplinary matters, grievances and workplace investigations.
  • Complying with employment, tax, immigration, health and safety and other legal obligations.
  • Responding to requests from courts, regulators and public authorities where legally required.
  • Establishing, exercising or defending legal claims.
  • Protecting Company property, confidential information and the safety of employees, customers and members of the public.

We will not use your personal information for purposes that are incompatible with the purposes described in this notice unless we have a lawful basis to do so and provide any additional information required by law.

6. Our Lawful Bases for Processing

We will process your personal information only where a lawful basis applies under the UK GDPR. Depending on the circumstances, these bases may include:

Contract: Processing necessary to enter into or perform your employment contract.

Legal obligation: Processing necessary to comply with applicable legal requirements, including tax, payroll, immigration and employment law.

Legitimate interests: Processing necessary for the Company’s legitimate business interests, provided those interests are not overridden by your rights and freedoms.

Vital interests: Processing necessary to protect someone’s life in an emergency.

Public task: Processing where applicable and legally authorised.

Where we process special category data, such as health information, or criminal offence data, we will also identify and satisfy the additional legal conditions required under data protection law.

We will not rely on employee consent as a substitute for another appropriate lawful basis where consent would not be freely given.

7. Special Category and Sensitive Personal Information

In certain circumstances, we may need to process sensitive personal information, including information about your health or disability, to administer sickness absence, provide reasonable adjustments, protect workplace health and safety or comply with employment law.

We will process such information only where permitted by law, with appropriate safeguards and access restrictions.

Where relevant, we may also process information about criminal convictions or offences when legally authorised and necessary for the relevant employment purpose.

We will not collect or use sensitive information unnecessarily.

8. Who We Share Your Information With

We may share your personal information with trusted third parties where necessary and lawful, including:

  • Payroll providers and accountants.
  • Pension providers and employee benefits administrators.
  • HM Revenue & Customs and other relevant government authorities.
  • The Home Office for right-to-work checks where applicable.
  • Legal advisers, insurers and professional consultants.
  • Occupational health providers where appropriate.
  • IT service providers and secure record-management providers.
  • Courts, regulators, law enforcement agencies or other authorities where legally required.

We will share only the information reasonably necessary for the relevant purpose.

Where a third party processes information on our behalf, we will put appropriate contractual and security arrangements in place where required.

9. International Transfers

We will not transfer your personal information outside the United Kingdom unless the transfer is lawful under applicable data protection legislation.

Where an international transfer is necessary, we will ensure that appropriate safeguards or another valid transfer mechanism are in place.

10. How Long We Keep Your Information

We retain employee personal information only for as long as reasonably necessary for the purposes for which it was collected, including to satisfy legal, accounting, tax, employment and reporting requirements.

Retention periods may vary according to the type of record, the applicable legal requirements and whether any dispute or legal claim is ongoing.

When information is no longer required, we will securely delete it, destroy it or anonymise it, as appropriate.

11. How We Protect Your Information

We take appropriate technical and organisational measures to protect personal information against unauthorised access, accidental loss, alteration, disclosure or destruction.

These measures may include restricted access to employee files, password protection, secure storage, confidentiality obligations and procedures for handling personal information.

Access to employee information is limited to people who need it for legitimate employment or business purposes.

No method of storing or transmitting information is completely secure, but we will take reasonable steps to protect your information.

12. Your Data Protection Rights

Subject to the conditions and exemptions set out in applicable law, you may have the right to:

  • Access: Request a copy of the personal information we hold about you.
  • Rectification: Request correction of inaccurate or incomplete information.
  • Erasure: Request deletion of your personal information in certain circumstances.
  • Restriction: Request that we restrict the processing of your information in certain circumstances.
  • Objection: Object to processing based on legitimate interests or to direct marketing, where applicable.
  • Data portability: Request certain personal information in a structured, commonly used and machine-readable format where the legal requirements are met.
  • Withdraw consent: Withdraw consent where processing genuinely relies on your consent.

These rights are not absolute and may be subject to legal requirements and exemptions.

To exercise your rights, please contact Be Clean Services Limited at the registered office address stated in this notice.

13. Data Breaches

If a personal data breach occurs, we will assess the incident and take appropriate steps to contain it, investigate its cause and reduce any potential harm.

Where required by law, we will notify the Information Commissioner’s Office (ICO) and affected individuals within the applicable statutory time limits.

14. Automated Decision-Making

We do not intend to make decisions about employees solely through automated processing, including profiling, where those decisions produce legal effects or similarly significant effects, unless permitted by law and subject to the required safeguards.

If this changes, we will provide additional information where required.

15. Changes to This Notice

We may update this Employee Privacy Notice from time to time to reflect changes in our business practices, employment arrangements or applicable law.

Employees will be informed of material changes, and an updated copy will be made available where appropriate.

16. Complaints and Further Information

If you have concerns about how your personal information is being processed, we encourage you to contact the Company first so that we can investigate your concerns.

You also have the right to complain to the UK Information Commissioner’s Office (ICO).

Information Commissioner’s Office (ICO)
Website: https://ico.org.uk/make-a-complaint/

17. Employee Acknowledgement

I acknowledge that I have received and read the Employee Privacy Notice issued by Be Clean Services Limited.

I understand that this notice explains how the Company may collect, use, store and share my personal information in connection with my employment.

Employee name: __________________________________

Employee signature: _______________________________

Date: ___________________________________________

For Be Clean Services Limited

Director: Ludiata Wasansua

Signature: _______________________________________

Date: ___________________________________________

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