Privacy Policy

• GENERAL DATA COLLECTION AND DATA PROTECTION POLICY

  Yapı Merkezi Technical Assessment and Training Center (YM-TAT) is committed to protecting the privacy and security of an employee’s personal information.

  This privacy notice describes how we collect and use an employee's personal information before and after working with Yapı Merkezi (YM).

  It also applies to all job candidates who apply for a job in YM.

  YM-TAT is a “data controller”. This means we are responsible for deciding how we hold and use our employees’ personal information.

  We may update this notice any time, but if we do so, we will provide an updated copy published on this website.

  One must read and retain this notice, together with any other privacy notice we may provide on specific occasions where we collect or process one’s personal information. This will create awareness of how and why we use such information.

• DATA PROTECTION PRINCIPLES

  The personal information held must be:

  1. Used lawfully, fairly and in a transparent way;
  2. Collected only for valid purposes that YM has clearly explained and not used in any way that is incompatible with those purposes;
  3. Relevant to the purposes for which such information was collected and limited only to those purposes;
  4. Accurate and kept up to date;
  5. Kept only if necessary for the purposes disclosed; and
  6. Kept securely.
  
• THE KIND OF INFORMATION WE HOLD ABOUT YOU

  Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).

  The following are the categories of personal information to be collected, stored and used:

  • Personal contact details such as name, title, addresses, telephone numbers, and personal email addresses;
  • Date of birth;
  • Gender;
  • Marital status and dependants;
  • Next of kin and emergency contact information;
  • National Insurance number;
  • National ID Number;
  • Bank account details, payroll records and tax status information;
  • Salary, annual leave, pension, and benefits information;
  • Start date and, if different, the date of your continuous employment;
  • Leaving date and reasons for leaving;
  • Location of employment or workplace;
  • Copy of driving licence;
  • Recruitment information (including copies of right-to-work documentation, references and other information included in a CV or cover letter or as part of the application process),
  • Employment records (including job titles, work history, working hours, holidays, training records and professional memberships);
  • Compensation history;
  • Performance information;
  • Disciplinary and grievance information;
  • CCTV footage and other information are obtained through electronic means such as swipe card records;
  • Information on the use of YM information and communications systems;
  • Photographs; and
  • Results of employment status check, details of interest in and connection with the intermediary through which services are supplied.
  

  YM may also collect, store, and use the following “special categories” of more sensitive personal information:

  • Information about religious beliefs;
  • Trade union membership;
  • Information about one’s health, including any medical condition, health, and sickness records, including:
  o where an employee leaves employment, and under any share plan operated by a group company, the reason for leaving is determined to be ill-health, injury or disability, the records relating to that decision;
  o details of any absences (other than holidays) from work, including time on statutory parental leave and sick leave; and
  o where you leave employment and the reason for leaving is related to your health, information about that condition needed for pensions and permanent health insurance purposes,
  • Genetic information and biometric data; and
  • Information about criminal convictions and offences.
  
• HOW YOUR PERSONAL INFORMATION IS COLLECTED

  YM directly collects personal information about employees, workers and contractors through the application and recruitment process from candidates. We may sometimes collect additional information from third parties, including former employers. YM will collect additional personal information in the course of job-related activities throughout the period of an employee’s contract. Personal information may also be collected from the superiors, HR departments of the group companies or YM subcontractors.

• HOW YOUR PERSONAL INFORMATION IS USED

  Most commonly, personal information is used in the following circumstances, some of which are less likely to happen:

  1. Where YM is required to perform its contractual or legal obligations;
  2. Where it is necessary for YM’s legitimate interests and an employee’s interests (or those of a third party), provided fundamental rights are not overridden by such interests;
  3. Where YM is required to protect an employee’s or a third party’s interests; and
  4. Where use of such information is for the public interest or official purposes.
  
• SITUATIONS IN WHICH YOUR PERSONAL INFORMATION WILL BE USED

  The categories of information listed above are required primarily to allow YM to perform its contractual as well as legal obligations. In some cases, YM may use the outlined personal information to pursue its legitimate interests or those of third parties, provided such interests do not override fundamental rights. The circumstances in which YM will process an employee’s personal information are listed below; these include purposes for which an employee’s personal information will be processed and the categories of data involved.

  Egitimate Interest

  • To determine an employee’s recruitment/appointment.
  • Business management and planning, including accounting and auditing.
  • For conducting performance reviews, managing performance, and determining performance requirements.
  • To assess qualifications for a particular job or task, including decisions on promotions.
  • Education, training, and development requirements.
  • To monitor an employee’s use of YM information and communication systems to ensure compliance with YM IT policies.
  • To ensure network and information security, including preventing unauthorised access to YM computer and electronic communications systems as well as preventing malicious software distribution.
  • To conduct data analytics studies to review and better understand employee retention and attrition rates.
  

  Performance of the Employment Contract

  • To determine employment terms as agreed under an employment contract.
  • To provide insurance benefits as entitled to an employee.
  • To ensure proper administration of the employment contract entered between an employee and YM.
  • To issue salary payments and deduct taxes if one is an employee or a deemed employee for tax purposes and National Insurance contributions.
  • To make decisions in relation to salary reviews and compensation.
  • To gather evidence for possible grievance(s) or disciplinary hearings.
  • To make decisions on an employee’s continued employment or engagement with YM.
  • To make the necessary arrangements for the termination of employment with YM.
  • To ascertain an employee’s fitness to work.
  • To enhance compliance with health and safety obligations.
  

  Compliance With Legal Obligations

  • To determine an employee’s legal eligibility to work in YM.
  • Enrolment in a pension arrangement.
  • Dealing with legal disputes involving employees, workers, and contractors, including accidents at work.
  • To prevent fraud or fraudulent acts.
  • Equal opportunities monitoring.
  

  In addition to the above, an employee’s personal information may be used to provide a reference where requested. This is done entirely for the interest and benefit of the employee.

  Please note that some of the above grounds for processing may overlap, and several grounds may justify YM’s use of your personal information. Furthermore, YM reserves the right to process an employee’s information in the circumstances other than those stipulated above, provided they are in accordance with the law.

  Moreover, failure to provide certain information when requested may prevent YM from performing its contractual and legal obligations as provided under a particular employment contract, such as ensuring the health and safety of YM employees.

• HANGE OF PURPOSE

  YM will only use an employee’s personal information for the purposes for which such information was collected unless YM reasonably finds the need to use it for another reason and that reason is compatible with the original purpose. An employee will be notified in an instance where their personal information is required for an unrelated purpose which will be explained to the employee clearly.

  Please note that YM may process an employee’s personal information without their knowledge or consent, in compliance with the above rules, where legally required.

• USE OF PARTICULARLY SENSITIVE PERSONAL INFORMATION

  “Special categories” of sensitive personal information require higher levels of protection. YM will require further justification for collecting, storing, and using this type of personal information. YM has in place an appropriate policy document and safeguards, which it is required by law to maintain when processing such data. YM may process special categories of personal information in the following circumstances:

  1. In limited circumstances, with an employee’s explicit written consent;
  2. Where YM is required to carry out its legal obligations or exercise rights in connection with employment; and
  3. Where such information is needed in the public interest, such as for equal opportunities monitoring (or in relation to our occupational pension scheme).
  

  Less commonly, YM may process this type of information where it is needed in relation to legal claims or where it is needed to protect an employee’s interests (or a third party’s interests), and an employee is not capable of giving consent, or where such information is already made known to the public. Furthermore, YM may also process such information about members or former members in the course of legitimate business activities with the appropriate safeguards.

• OBLIGATIONS OF YM AS AN EMPLOYER

  YM will use an employee’s sensitive personal information in the following ways:

  • YM will use information relating to leaves of absence, which may include sickness absence or family-related leaves, to comply with employment and other laws;
  • YM will use information about an employee’s physical or mental health or disability status to ensure health and safety in the workplace and assess an employee’s fitness to work, provide appropriate workplace adjustments, monitor and manage sickness absence and administer benefits, including statutory maternity pay, statutory sick pay, pensions, and permanent health insurance;
  • If an employee leaves employment and under any share plan the reason for leaving is determined to be ill-health, injury, or disability, YM will use information about the employee’s physical or mental health or disability status in reaching a decision about their entitlements under the share plan;
  • If an employee applies for an ill-health pension under a pension arrangement, YM will use information about their physical or mental health in reaching a decision about their entitlement;
  • YM will use information about an employee’s religious, philosophical or moral beliefs to ensure meaningful equal opportunity monitoring and reporting; and
  • We will use trade union membership information to pay trade union premiums, register the status of a protected employee and comply with employment law obligations.
  
• REQUIREMENT OF AN EMPLOYEE’S CONSENT

  YM shall not require an employee’s consent to use special categories of personal information in accordance with its written policy to carry out its legal obligations or exercise specific rights. In limited circumstances, YM may approach an employee for written consent to process certain susceptible data. Under such circumstances, YM will provide full details of the required information and the reason so the employee can carefully consider whether to consent. Please note that an employee is not under any contractual obligation to provide the sought consent.

• INFORMATION ABOUT CRIMINAL CONVICTIONS

  YM may only use information relating to criminal convictions where legally prescribed by the law. This will usually be where such processing is necessary to carry out YM’s obligations, and such processing is in compliance with YM’s data protection policy.

  Less commonly, YM may use information relating to criminal convictions where it is necessary for relation to legal claims, to protect an employee’s interests (or a third party’s interests), and the employee is not capable of giving consent or where the information is already made known to the public.

  YM may also process such information about members or former members in the course of legitimate business activities with the appropriate safeguards.

  YM will only collect information about criminal convictions if it is appropriate given the nature of the role and where it is legally permitted to do so.

• DATA SHARING

  YM may be required to share personal data with third parties, including third-party service providers and other entities in the group. The third parties with whom such information will be shared will be required to respect the data’s security and treat it in accordance with the law. Personal information may also be transferred outside Tanzania; under such circumstances, the personal information transferred will be afforded a similar degree of protection.

  YM will only share an employee’s personal information with third parties where required by the law, where it is necessary to administer a working relationship with the employee or for the purpose of a legitimate interest.

  Which third-party service providers process my personal information?

  ‘Third parties’ includes third-party service providers (including contractors and designated agents) and other entities within our group. Third-party service providers carry out payroll, pension administration, benefits provision and administration, IT services, and HR services.

  YM will share personal data relating to your participation in any share plans operated by a group company with third-party administrators, nominees, registrars and trustees for the purposes of administering the share plans.

  YM will share personal data regarding your participation in any pension arrangement operated by a group company with the trustees or scheme managers of the arrangement in connection with the administration of the arrangements.

  How secure is my information with third-party service providers and other entities in our group?

  All YM third-party service providers and other entities in the group are required to take appropriate security measures to protect your personal information in line with YM policies. YM does not allow its third-party service providers to use an employee’s personal data for their purposes. We only permit them to process your personal data for specified purposes and in accordance with our instructions.

  When might you share my personal information with other entities in the group?

  YM will share your personal information with other entities in our group as part of our regular reporting activities on company performance, in the context of a business reorganisation or group restructuring exercise, for system maintenance support and hosting of data. YM will share personal data relating to your participation in any share plans and pension arrangements operated by a group company with other entities in the group for the purposes of administering the share plans.

  What about other third parties?

  YM may share an employee’s personal information with other third parties, for example, in the context of the possible sale or restructuring of the business. In this situation, YM will, as far as possible, share anonymised data with the other parties before the transaction completes. Once the transaction is completed, YM will share an employee’s personal data with the other parties if and to the extent required under the terms of the transaction.

  YM may also need to share an employee’s personal information with a regulator or otherwise be in compliance with the law. This may include making returns to HMRC, disclosures to stock exchange regulators and disclosures to shareholders such as directors’ remuneration reporting requirements.

• DATA SECURITY

  YM has put in place measures to protect the security of your personal information, the details of which are available upon request.

  Third parties will only process your personal information on YM instructions and where they have agreed to treat the information confidentially and keep it secure.

  YM has put in place appropriate security measures to prevent your personal information from being accidentally lost, used, or accessed in an unauthorised way, altered or disclosed. In addition, YM limits access to your personal information to those employees, agents, contractors and other third parties who have a business need to know, and they will only process your personal information on YM’s instructions and are subject to a duty of confidentiality.

  We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.

• DATA RETENTION

  How long will you use my information?

  YM will only retain your personal information for as long as necessary to fulfil the purposes for which such information was collected, including the purposes of satisfying any legal, accounting, or reporting requirements. To determine the appropriate retention period for personal data, YM considers the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.

  In some circumstances, YM may anonymise an employee’s personal information so that it can no longer be associated with them, in which case YM may use such information without further notice to the employee. Once one is no longer an employee, worker or contractor of the company, YM will retain and securely destroy their personal information in accordance with applicable laws and regulations.

• CHANGES TO THIS PRIVACY NOTICE

  YM reserves the right to update this privacy notice at any time, and we will provide you with a new privacy notice when we make any substantial updates. We may also notify you in other ways from time to time about the processing of your personal information.

  Applying for a job through this website allows you to read, understand, and accept the general data collection and protection regulations.