Privacy Policy

jiNi Solutions Ltd. is committed to safeguarding the privacy of our clients and their employees. This statement explains the extent to which we hold personal information, the lawful basis that permits us to process data, how we collect it and how we use it. The notice applies to our clients who provide their employees’ personal data to enable us to provide HR support to them. 

jiNi Solutions Ltd. are controllers of our clients’ employment related data and may from time to time have access to their employees’ personal information in order to deliver service under contract. 

Data Protection Principles 

Under GDPR, all personal data obtained and held by us must be processed according to a set of core principles. In accordance with these principles, we will ensure that: 

• processing is fair, lawful and transparent 
• data is collected for specific, explicit, and legitimate purposes 
• data collected is adequate, relevant and limited to what is necessary for the purposes of processing 
• data is kept accurate and up to date. Data which is found to be inaccurate will be rectified or erased without delay 
• data is not kept for longer than is necessary for its given purpose 
• data is processed in a manner that ensures appropriate security of personal data including protection against unauthorised or unlawful processing, accidental loss, destruction or damage by using appropriate technical or organisation measures we comply with the relevant GDPR procedures for international transferring of personal data. 

Information Collected 

We may have access to several categories of personal data from our clients to carry out effective and efficient processes. These may include: 

• personal details such as name, address, phone numbers, job title, email addresses etc for the main contact and other contacts for the delivery of the service 
• personal details such as name, address, phone numbers, job title, email addresses, job description, employment contract, pay and benefits, employment records including disciplinary and grievance records, leave records, criminal convictions, sickness, appraisal, performance information, etc provided to us for the delivery of the service 
• gender, marital status, race, religion, trade union membership, information of any disability that employees may have or other medical information that is supplied to us for the purposes of delivering the service (advice, litigation etc) 

Our clients may share special categories of data relating to health, sex, sexual orientation, race, ethnic origin, political opinion, religion, trade union membership, genetic and biometric data. We may be provided with such data for the purposes of providing our services, to ensure clients receive appropriate advice and support. This may be in relation to employment and health and safety legislation. Such instances will mean that we have been given explicit consent by the individual, the data is provided for us to be able to carry out legal obligations on behalf of the client, where the reasons are of substantial public interest or where the data is already publicly available. 

Psychometric assessments

Our clients may ask us to carry out psychometric assessments for their staff or for job applicants which will involve profiling or other automated decision-making. We use online personality and ability tests and in all such instances, explicit consent of the individuals will be sought. 

Lawful Basis for Processing 

We use personal information to provide advice to our clients relating to employment law and ensure they meet their legal obligations. 

The law on data protection allows us to process personal data for certain reasons only. We process data in order to comply with a legal requirement or in order to effectively manage the service contract we have with our clients, including ensuring we can deliver the service to our clients. The following are the activities we will be carrying out and the lawful basis for doing so; 

• Service delivery for the client – Performance of contract and Legitimate interests 
• Financial decisions in relation to service contracts – Legitimate Interests 
• Any administration related activities of contractual services – Legitimate interests 
• Monitoring the service to clients including adherence to commitments and service entitlements – Legitimate interests 
• Maintaining up to date records regarding clients – Legitimate interests 
• Dealing with any legal claims that may arise – Legitimate interests
   

Failure to provide data 

Where clients have failed to provide us with data, may imply that we are unable to fulfil our requirements of our contract with our clients. This may mean that we may be unable to offer our services or administer existing contractual commitments 

Data sharing and storage 

All employees and consultants of jiNi Solutions that handle any personal data are trained in GDPR and shall treat data confidentially. The company shall not store any personal data beyond the point of resolving an issue or query and any data received shall be removed safely. Further the company shall not share any personal data to any third party unless this has been specifically requested by the client on their behalf and for legitimate interests or where explicit consent has been sought. 

Changes to this Privacy Policy

We may make changes to this Privacy Policy from time to time.