Learnerbly Employee Privacy Notice

During your onboarding we ask for a reference from a previous employer. We process thename, email and company details of your previous employer, as well as basic details about your employment there. The legal basis we rely on for this is Article 6(1)(f) of the GDPR - Legitimate Interest.

During your employment with us, we'll process information about you in order to manage your employment. The information we collect includes your name, job title, date of birth, pronouns, address, phone number, and personal email address. The legal basis we rely on for this is Article 6(1)(b) of the GDPR - Contractual Obligation.

In order to check your right to work, we’ll need to take a copy of your passport/ID document and any relevant visa details.We rely on Article 6(1)(c) of the GDPR - Legal Obligation to process this data.

In order to provide your remuneration, expenses, and pension, we'll need your name, address, date of birth, salary, role, bank account details, insurance and tax information. We rely on Article 6(1)(b) of the GDPR - Contractual Obligation and Article 6(1)(c) of the GDPR - Legal Obligation to process this data.

During your employment with us, we will need to process data about your health and sickness in order to be able to accommodate your requirements. For this, we rely on Article 6(1)(b) of the GDPR - Contractual Obligation and Article 9 (2)(b) of the GDPR - Employment, Social Security and Social Protection and paragraph 1 (1) - Part 1 of Schedule 1 of the Data Protection Act 2018.

You will require access to a number of systems in order to complete your work. For this we need your name and contact details. You may wish to add an image of yourself for personalisation of your accounts, or we may add this for you. The legal basis we rely on for this processing is Article 6(1)(f) of the GDPR - Legitimate Interest.

In case there is ever an emergency, we ask for your next of kin details. For this, we rely on Article 6(1)(f) of the GDPR - Legitimate Interest.

In order to provide equipment and workspaces, we’ll need your name and contact details. For this, we rely on Article 6(1)(f) of the GDPR - Legitimate Interest.

In order to provide share options, we’ll need your name and contact details. We rely on Article 6(1)(b) of the GDPR - Contractual Obligation and Article 6(1)(c) for this processing.

On occasion, we may need to book travel/accommodation for our employees. For this we will need your name, address, and potentially passport details to share with airlines (which includes your name, sex, date of birth, place of birth, nationality, visa details and any endorsements). For this, we rely on Article 6(1)(f) of the GDPR - Legitimate Interest.

In order to provide workplace benefits, we’ll need your basic details like name, email address, and job role to get you set up on our benefits schemes. To access benefits like health insurance we will also include need to know your sex, as well as some physical and mental health details. To access benefits like income protection, we will also need information such as salary, job start date, and national insurance number. For this, we rely on Article 6(1)(b) of the GDPR - Contractual Obligation and Article 9 (2)(b) of the GDPR - Employment, Social Security and Social Protection and paragraph 1 (1) - Part 1 of Schedule 1 of the Data Protection Act 2018.

In order to provide uniform, we’ll need your name and clothing size. For this, we rely on Article 6(1)(b) of the GDPR - Contract and Article 6(1)(a) of the GDPR - Consent.

When working in the Learnably office, there is CCTV in use for security purposes which will capture your image and we rely on Article 6(1)(f) of the GDPR - Legitimate Interests when collecting this.

In order to collect your feedback about working at Learnably, we ask you to complete an engagement survey which includes your name, emails, and department, as well as your feedback. The legal basis we rely on for this processing is Article 6(1)(f) of the GDPR - Legitimate Interest.

For the purpose of equality and diversity monitoring, we ask you to complete an equal opportunities form, where you can provide information such as your gender, sex as registered at birth, age, ethnicity, information about any disabilities or health conditions, sexual orientation, religion or belief, and caring responsibilities. For this processing we rely on Article 6 (1)(a) of the GDPR - Consent, and Article 9 (2)(a) of the GDPR - Explicit Consent.

In order to provide training, we may share your name and email with 3rd party training providers. For this processing we rely on Article 6(1)(b) of the GDPR - Legitimate Interest.

We will collect data using a cloud based application and may make use of a cloud collaboration service or similar shared user interface.

Where any of these cloud based applications are headquartered outside the EEA or countries deemed ‘adequate’ by the EU or UK, for the transfer of data they have incorporated EU Commission approved Standard Contractual Clauses (SCCs) in their contracts along with the UK Addendum where applicable.

We will retain your employment data and salary data for 6 years after your employment, in line with UK law. We will retain your income tax records for 3 years after your employment and information about your working time and absence for 3 years after employment, in line with UK law.