Employee / Volunteers’ Privacy Notice

Registered Name: Solidverse Logistics Limited

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: +447727925993
Email: support@solidverselogistics.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
• Gender
• Photographs (eg staff ID card)
• Copies of passports or other photo ID
• Copies of proof of address documents (eg bank statements or bills)
• Next of kin or emergency contact details
• Employment history (eg job application, employment references or secondary employment)
• Education history (eg qualifications)
• Right to work information
• Performance records (eg reviews, disciplinary records, complaints or
disciplinary action)
• Training history and development needs
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)
• Time spent working (eg timesheets or clocking in and out)
• 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
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:
• Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
• 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:
• We process personal information as part of the recruitment, administration, and management of our staff or volunteers on the basis of our legitimate interests. This processing is necessary and
appropriate to ensure that we recruit suitable individuals, manage working relationships effectively, and operate a safe, reliable, and well-run organisation. The personal information processed may include contact details, employment history, qualifications, right-
to-work information, performance records, training history, and emergency contact details. This processing is legitimate because individuals applying for or working with us reasonably expect their information to be used for recruitment decisions, workforce
management, communication, and performance oversight. The benefits of this processing include enabling fair and informed recruitment decisions, ensuring staff are competent and
appropriately trained, maintaining workplace safety, supporting effective performance management, and ensuring continuity and quality of service delivery. These benefits support both the organisation and the individuals involved by promoting clarity, accountability, and a safe working environment. The impact on individuals is limited, as we only collect and use personal information that is relevant, proportionate, and necessary for employment or volunteer management purposes. Personal data is handled securely, access is restricted to authorised personnel, and information is not used for unrelated or excessive purposes. We have balanced our legitimate interests against the rights and freedoms of individuals and do not consider that our processing
overrides those rights. Individuals’ information is processed fairly, transparently, and in line with data protection principles, with appropriate safeguards in place.

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:
• Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
• 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
• Employment agency
• Referees (external or internal)
• Pension administrators or government departments (eg HMRC and DWP)
• Public sources (eg LinkedIn or other websites)
How long we keep information Please click on our retention policy link on our website

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
• Professional consultants
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
14th January 2026