Employee & Consultant Privacy Notice

Quantum Services Management Limited

1. Purpose of this Notice

Quantum Services Management Limited, Quantum Group ("Quantum", "we", "us" or "our") is committed to protecting the personal information of its employees and consultants.

This Employee & Consultant Privacy Notice explains what personal information we collect, why we collect it, how we use it, who we may share it with, how long we retain it and the rights available to you under UK data protection law.

This Notice applies to individuals who are employed and paid by Quantum and who may undertake consultancy assignments for Quantum's clients.

Quantum processes personal information in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and other applicable UK legislation. This GDPR guidelines can refer to our GDPR document.

2. Who is Responsible for Your Information?

Quantum Services Management Limited , Quantum Group is the data controller for the personal information it processes in connection with your employment, payroll, recruitment, onboarding and consultancy assignment.

Our privacy contact is:

Compliance Director
Quantum Services Management Limited
Level 37, 1, Canada Square Canary Wharf London E145AA

3. Information We Collect

Depending on your circumstances, Quantum may collect and process the following categories of information.

Identity information

• - Full name
• - Date of birth
• - Nationality
• - Passport details
• - Identity documents
• - Photographs ( some Time )
• - Other information necessary to verify your identity

Contact and address information

• - Residential address
• - Personal telephone number
• - Email address
• - Emergency contact details, where appropriate

Right-to-work information

• - Passport and identity documentation
• - Right-to-work information
• - Visa or immigration documentation, where applicable
• - Home Office/right-to-work verification information
• - Relevant dates and reference numbers

Recruitment and professional information

• - CV
• - Employment history
• - Qualifications
• - Professional certifications
• - Skills and experience
• - References
• - Interview and assessment information
• - Professional memberships
• - Assignment-related information

Employment information

• - Employment contract
• - Job title and role
• - Start and end dates
• - Client assignment information
• - Timesheets
• - Performance and employment records
• - Leave and absence records
• - Training records
• - Correspondence relating to employment

Payroll and financial information

Because Quantum is responsible for paying your wages, we may process:

• - Bank account details
• - Salary and remuneration information
• - National Insurance number
• - Tax code
• - PAYE information
• - Pension information, where applicable
• - Salary deductions
• - Records of salary payments
• - Other information required to administer payroll

This information is used only where necessary for legitimate employment, payroll, contractual, statutory or regulatory purposes.

Special category information

Where necessary and lawful, Quantum may process special category personal information, including information relating to health, sickness absence or other matters relevant to employment.

Where special category information is processed, Quantum will ensure that an appropriate additional legal condition under Article 9 of the UK GDPR is satisfied.

4. How We Collect Information

We generally collect personal information directly from you during:

• - Recruitment
• - Application and interview processes
• - Onboarding
• - Right-to-work checks
• - Employment
• - Payroll administration
• - Consultancy assignments

We may also receive information from:

• - Recruitment agencies
• - Referees
• - Previous employers
• - Quantum clients
• - Government departments and public authorities
• - HM Revenue & Customs
• - Pension providers
• - Professional advisers
• - Other third parties where lawful and necessary

5. Why We Process Your Information

Quantum uses your personal information for purposes including:

• - Recruiting and selecting employees and consultants
• - Verifying your identity
• - Conducting right-to-work checks
• - Preparing and administering your employment contract
• - Paying your salary and other amounts due
• - Administering PAYE and taxation
• - Administering National Insurance requirements
• - Administering workplace pension arrangements where applicable
• - Maintaining employment records
• - Managing leave and absence
• - Managing consultancy assignments
• - Communicating with clients about assignments
• - Providing relevant professional information to clients
• - Managing timesheets and assignment administration
• - Managing performance and employment matters
• - Maintaining business and financial records
• - Complying with legal and regulatory requirements
• - Protecting Quantum against fraud and other unlawful activity
• - Establishing, exercising or defending legal claims
• - Managing Quantum's business

6. Sharing Information with Clients

As part of Quantum's consultancy model, you may undertake work for one of Quantum's clients.

To assess your suitability for an assignment and to administer the assignment, Quantum may provide the client with relevant professional information about you.

This may include:

• - Your name
• - CV
• - Employment history
• - Qualifications
• - Professional certifications
• - Skills
• - Experience
• - Other information relevant to the assignment

CVs may be provided to clients using Quantum's standard format.

Quantum will seek to limit information shared with clients to information that is relevant and necessary for the recruitment, selection, placement or administration of the assignment.

Quantum will not routinely provide clients with your passport, bank details, National Insurance number, tax information or complete personnel file unless there is a specific lawful reason to do so.

7. Payroll and Payment Information

Quantum processes your bank account and other payment information because it is responsible for administering and paying your wages.

This information may be shared with authorised payroll, banking, accounting, pension or other service providers where necessary to make payments, administer payroll or comply with legal obligations.

Quantum will take appropriate steps to ensure that access to payroll and financial information is restricted to authorised persons with a legitimate business need.

8. Our Lawful Bases for Processing

Depending on the circumstances, Quantum may rely on:

Contract

Where processing is necessary to enter into or perform your employment contract.

Legal obligation

Where processing is necessary to comply with legal requirements, including employment, taxation, PAYE, National Insurance, right-to-work, pension and accounting obligations.

Legitimate interests

Where processing is necessary for Quantum's legitimate business interests and those interests are not overridden by your rights and freedoms.

Consent

Where consent is the appropriate legal basis for a particular processing activity.

Where consent is used, you may withdraw it at any time. Withdrawal will not affect processing already carried out lawfully or processing that can continue on another lawful basis.

9. Special Category Data

Where Quantum processes special category information, such as health information, we will identify an appropriate condition under Article 9 of the UK GDPR and comply with any additional requirements applicable to employment-related processing.

Access to such information will be restricted to individuals who have a legitimate need to access it.

10. Criminal Conviction Information

Where legally permitted and necessary, Quantum may process information relating to criminal convictions or offences for employment, compliance, fraud prevention or other lawful purposes.

Any such processing will be undertaken in accordance with applicable data protection requirements.

11. Data Security

Quantum takes appropriate technical and organisational measures to protect your personal information against unauthorised access, loss, destruction, alteration or disclosure.

Access to personal information is restricted according to business need.

Particular care will be taken with sensitive information such as:

• - Passport and identity documents
• - Right-to-work records
• - Bank details
• - Payroll information
• - National Insurance information
• - Health information

12. How Long We Keep Your Information

Quantum will retain personal information only for as long as necessary for the purposes for which it was collected and to meet legal, regulatory, contractual and business requirements.

Different categories of employment and payroll information may have different retention periods.

Quantum maintains an internal Data Retention Schedule setting out the applicable retention periods.

When information is no longer required, it will be securely deleted, destroyed or anonymised where appropriate.

13. Your Data Protection Rights

Subject to applicable legal conditions and exemptions, you may have the right to:

• - Access your personal information
• - Request correction of inaccurate information
• - Request deletion in certain circumstances
• - Request restriction of processing in certain circumstances
• - Object to certain processing
• - Request portability of certain information
• - Withdraw consent where processing is based on consent

You may also have rights concerning certain automated decision-making and profiling.

To exercise your rights, contact:

Compliance Director
Quantum Services Management Limited
Info@quantumgroups.co.uk

We may need to verify your identity before processing your request.

14. Data Protection Concerns

If you have concerns about how Quantum processes your personal information, please contact Dharamvir Puri in the first instance.

You also have the right to complain to the Information Commissioner's Office (ICO) if you believe your personal information has been processed unlawfully.

15. Changes to this Notice

Quantum may update this Notice from time to time to reflect changes in our business, processing activities or applicable law.

The most recent version will be made available where appropriate.

Quantum Services Management Limited
Employee & Consultant Privacy Notice
Last updated: 10th February 2025