Next of Kin/Emergency Contact & Beneficiary Privacy Notice

1. INTRODUCTION

As a necessary part of employing individuals, The Jockey Club collects contact details of individuals nominated by employees to be contacted in the event of an emergency involving that employee, and contact details of those nominated to receive pension or life assurance benefits in the event of an employee’s death.

The Jockey Club Group will only collect and process information in relation to you as a nominated emergency contact, next of kin or insurance or pension beneficiary of an employee.

This notice explains why we ask for your personal information, how that information will be used and how you can access your records.

Any questions regarding our privacy practices should be sent to:

Data Protection Officer
The Jockey Club
Enterprise House
Central Way
CHELTENHAM GL51 8LZ
Email: dpo@thejockeyclub.co.uk

2. WHY WE NEED YOUR INFORMATION AND HOW WE USE IT

Should your information be supplied to us, as an emergency contact or beneficiary, we have a legitimate interest in processing the personal data during the employment relationship of an employee. We store information required to identify and contact you.

Processing emergency contact, next of kin and beneficiary data allows The Jockey Club Group to:

• maintain accurate and up-to-date employment records and contact details
• contact relevant people in the event of an emergency
• make arrangements for payments to beneficiaries under the terms of assurance policies and pension schemes
  
  3. THE TYPE OF INFORMATION WE COLLECT
  
  The company will collect this data from employees who have directly nominated you as their emergency contact, next of kin or beneficiary. We will collect the following information:

• Full name
• Relationship to the employee
• Address
• Email address

Contact number

Data will be stored in one or more of the following ways:

•  The Jockey Clubs’ secure HR management system
•  Locked filing cabinets within a secure office with access limited to members of the HR team

Data shall only be accessed by authorised personnel upon one of the following events:

• Creating or updating of the records
• Contacting you in the event of an emergency
• Contacting you in the event of an insurance or pension pay out

4. WHO WE MAY SHARE YOUR INFORMATION WITH

Only the Human Resources team will have access to the data on a day to day basis. If a line manager informs the HR team they need to contact an employee's emergency contact/next of kin, reasons will be sought from the manager and data given if deemed appropriate by Human Resources. Examples of this may include, but are not limited to:

• An employee has become unwell or has been injured at work and taken to hospital
• An employee has not reported for work and is not contactable
• In the event of a pension or insurance claim, we send a copy of your information to First Actuarial: https://privacy.firstactuarial.co.uk/Notices/Website
  Canada Life: https://www.canadalife.co.uk/data-protection-notice for data processing 

Each situation will be evaluated based on the individual circumstances

5. HOW LONG WE KEEP YOUR INFORMATION

The Jockey Club Group will hold your personal data for the duration of an employees’ employment, or until notification that you are no longer a nominated person.

6. HOW WE STORE YOUR INFORMATION

Your information will be stored in one or more of the following ways:

• Saved in The Jockey Club Groups’ secure HR Management System
• Hardcopy stored in locked cabinets within a secure office

7. HOW WE PROTECT YOUR INFORMATION

• We will not transfer your personal data outside the EU
• We have implemented strict standards of technological and operational security in order to protect personal data from loss, misuse, or unauthorised alteration or destruction.

We will notify you promptly in the event of any breach of your personal data which might expose you to serious risk.

8. YOUR RIGHTS
Under the Data Protection Act 2018, you have the right to find out what information organisations store about you, as well as other rights, which include the right to:

• be informed about how your data is being used
• access personal data
• have incorrect data updated
• have data erased
• stop or restrict the processing of your data
• data portability (allowing you to get and reuse your data for different services)
• object to how your data is processed in certain circumstances

If you wish to see a copy of your records, you should contact the Data Protection Officer dpo@thejockeyclub.co.uk. Please state if these records relate to emergency contact or beneficiary information.

You are entitled to receive a copy of our records free of charge, within a month, we will take steps to verify your identity.

In certain circumstances access to your records may be limited, for example, if the records you have asked for contain information relating to another person.

If you have any concerns regarding our processing of your personal data, or are not satisfied with our handling of any request by you in relation to your rights, you also have the right to make a complaint to the Information Commissioner's Office. Their address is:

First Contact Team
Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
SK9 5AF