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Tektronix Human Resources Privacy Notice

THIS PRIVACY NOTICE APPLIES ONLY TO SITUATIONS WHERE THE GENERAL DATA PROTECTION REGULATION (GDPR) AND RELATED EUROPEAN DATA PROTECTION LAWS GOVERN THE WAY TEKTRONIX HANDLES, OR “PROCESSES”, YOUR PERSONAL DATA IN THE HUMAN RESOURCES CONTEXT. THESE LAWS ARE MOST LIKELY TO APPLY WHENEVER TEKTRONIX IS ESTABLISHED IN EUROPE OR HANDLES THE PERSONAL DATA OF INDIVIDUALS WHO ARE LOCATED IN EUROPE.

Who are we?

We are Tektronix European Headquarters, Tektronix UK Ltd., of Ground Floor West Suite, Building A, One Thames Valley, Wokingham Road, Bracknell, Berkshire, RG42 1NG, United Kingdom (the “Company”).

This Privacy Notice explains how we use the personal data that we hold on our current and former employees, agents, consultants, contractors, temporary workers and job applicants.

We may use your information jointly with our affiliated operating companies worldwide and Fortive Corporation, our parent company, located at 6920 Seaway Boulevard; Everett, Washington, 98203; USA. We’ll be the “controllers” of the information you provide to us and will provide you full details on where your personal data is located as explained further below.

What does this Privacy Notice cover?

We at the Company take your personal data seriously. This notice:

  • sets out the types of personal data that we collect about you;
  • explains how and why we collect and use your personal data;
  • explains how long we keep your personal data for;
  • explains when, why and with who we will share your personal data;
  • sets out the legal basis we have for using your personal data;
  • explains the effect of refusing to provide the personal data requested;
  • explains where we store your personal data (and whether we transfer your data outside of the European Economic Area, if relevant);
  • explains the different rights and choices you have when it comes to your personal data; and
  • explains how you can contact us.
What personal data do we collect about you?

Over the course of your relationship with us, it is routine for us to collect, process and store personal information about you.

This information may include your name, date of birth, gender, marital status, immigration status, contact details of you and your next of kin, bank and taxation details, employment history, qualifications, identification documents, information collected using CCTV cameras, information relating to your performance and attendance, and other information that you would expect us to collect given your particular pre-engagement, staffing, or post-engagement status with us.

We may also collect sensitive personal data about you, in the form of your race or ethnicity, political opinions, religious beliefs, information about your health, as well as any criminal records you may have.

Where do we collect personal data about you from?

We may collect personal data about you from the following sources:

  • Directly from you;
  • From an agent/third party acting on your behalf, e.g. from a recruitment or employment agency;
  • Through publicly available sources, such as LinkedIn;
  • From our Occupational Health Providers;
  • By a reference or word of mouth. For example, you may be recommended by a friend or a present or former colleague. Or we may receive a formal written reference from a previous employer or educational establishment;
  • From the use of our CCTV cameras. Where we have cameras on our premises, your image and movements may be recorded; and
  • From a background check agency.
How and why do we use your personal data?

We process your personal data so that stakeholders like managers, the finance team, and human resources can perform their everyday functions and administer your employment. For example:

  • Determining your recruitment, and making decisions about your ongoing employment or engagement and the terms and conditions which will apply to it;
  • Administering pay and benefits and making adjustments to these;
  • Managing holiday, sick leave and any other absences (be that family leave, sabbatical or otherwise);
  • Complying with health and safety regulations, or security measures, e.g. understanding who is at work at any given time;
  • Carrying out equal opportunities monitoring;
  • Processing for vetting and verification purposes to determine your suitability for a particular role;
  • Performance management and appraisal, including development via training;
  • Dealing with disciplinary matters and any grievance raised by or involving you;
  • Ensuring compliance with our rules and processes, for example we may monitor CCTV records and use of our IT systems, including email, internet and intranet, company mobile and landline phones, computers and tablets to gather evidence in respect of any allegations of wrongdoing.

We will not use your information for any other unrelated purposes unless we are required to do so by law.

How long do we keep your personal data?

How long we keep your information will depend on the purpose for which we use it.

We only keep your information for as long as is reasonably necessary for the purposes set out in this Privacy Notice or, if longer, as required by applicable law or regulation. What this means in practice will vary as between different types of information, and when we consider our approach we take into account any ongoing need for the information as well as our legal obligations, for example in relation to tax, health and safety, employment rights and potential or actual disputes or investigations.

Who do we share your personal data with?

From time to time your personal data may be shared with third parties such our professional advisers, service providers, group companies, and corporate transactional (mergers and acquisitions) partners and advisors for the following purposes.

  • Professional advisers: including accountancy and legal firms where they require that information in order to provide the Company with advice;
  • Service providers: including those organisations who administer benefits and payroll for Company staff, provide and support our management and data storage systems, and agencies who carry out pre-employment vetting and checks on our behalf;
  • Group companies: the Company is a member of the Fortive group, a global organisation and data may be shared internally within the group, primarily for business and operational purposes.
  • Merger partners: it may be that the Company merges or is acquired by a separate organisation, in which case it will become necessary to share personal data with them.

All of these third parties are bound to comply with similar and equally stringent undertakings of privacy and confidentiality.

What legal basis do we have for using your personal data?

We process your information:

  • As this is necessary for the performance of our employment contract with you or to take steps at your request prior to entering into this contract;
  • To comply with our legal obligations including in relation to health and safety at work, monitoring equality and diversity, paying employees and making the necessary deductions for income tax and social welfare contributions like National Insurance;
  • As this is necessary in pursuit of our legitimate interests including recruitment and succession planning, organisation and distribution of work, management forecasting, and maintaining an efficient employee benefits program. While there are some risks inherent in any processing personal of personal data, on balance we have considered the risk to your rights of data protection and determined it is outweighed by the significant benefits in maintaining a well-managed and orderly workforce and business. You have the right to object, on grounds relating to your particular situation, at any time to processing of personal data concerning you which is based on legitimate interests. More information on this right and on how to exercise it is set out below.
  • On the basis of your consent for us to process your personal data for a particular purpose, although consent is not something we commonly seek to collect from active employees.

Where we hold sensitive personal data about you (e.g. information relating to your racial or ethnic origin, health etc.) we will only process this data where you have given us, as required by law, your explicit consent or otherwise where this is necessary:

  • For the purposes of carrying out the obligations and exercising specific rights of the Company or yourself related to employment and social security and social protection law or a collective agreement;
  • To protect your vital interests or the vital interests of another person, if you or they are incapable of providing consent;
  • For the establishment, exercise or defence of legal claims; or
  • For the purposes of preventative or occupational medicine and for the assessment of your working capacity.

If there are any circumstances where we feel we need to process data and it is not consistent with these reasons, we will provide you with an updated notification (or seek your express consent where necessary).

What happens if you do not provide us with the information we request or ask that we stop processing your information?

We have statutory and contractual obligations under our contract with you and under various employment related legislation that require us to process your information.

If you do not provide the personal data necessary, we may not be able to fulfil our contract with you or perform our obligations under the contract with you.

Do we make solely automated decisions concerning you?

No. We do not carry out solely automated decision making or automated profiling.

Where do we store your personal data? Do we transfer your personal data outside the EEA?

We store your personal data safely at our premises, in contracted storage facilities, with our service providers, or on our servers within the country where we are based and otherwise within European Economic Area (EEA).

We strive to process your information within the country where the Company is based or within the EEA. If we or our service providers transfer personal data outside of the country where the Company is based or, where relevant, outside of the EEA, we will always require that appropriate safeguards are in place to protect the information that is transferred. For example, a portion of our centralised Human Resources, Compliance, and Payroll functions are performed outside of the EEA, in the USA, so we have put in place safeguards to protect personal data processed in or accessed from the USA. You can obtain a copy of the safeguards in place for such transfers by contacting us using the details at the end of this Privacy Notice.

How do we keep your personal data secure?

We ensure the security of your personal data by implementing a specific set of technical and organisational security measures that are based on controls published by the Center for Internet Security. These controls call for the use of encryption, firewalls, and other measures that ensure we provide a level of security appropriate to the risk presented by a particular situation.

We also take steps to ensure all our subsidiaries, agents, affiliates and suppliers employ adequate levels of security.

What rights do you have in relation to the personal data we hold on you?

You have a number of legal rights when it comes to your personal data, and we describe them here. Further information about your rights can be obtained from the data protection regulator in your country.

Rights What does this mean?

1. The right to be informed

You have the right to be provided with clear, transparent and easily understandable information about how we use your information and your rights. This is why we’re providing you with the information in this Privacy Notice.

2. The right to lodge a complaint

You have the right to lodge a complaint about the way we handle or process your personal data with your national data protection regulator.

3. The right of access

You have the right to obtain access to your information if we’re processing it, and certain other information similar to what provided in this Privacy Notice.

This is so you’re aware and can check that we’re using your information in accordance with data protection law.

4. The right to rectification

You are entitled to have your information corrected if it’s inaccurate or incomplete.

5. The right to erasure

This is also known as ‘the right to be forgotten’ and, in simple terms, enables you to request the deletion or removal of your information where there’s no compelling reason for us to keep using it. This is no absolute right to erasure; there are exceptions.

6. The right to restrict processing

You have rights to ‘block’ or suppress further use of your information. When processing is restricted, we can still store your information, but may not use it further. We keep lists of people who have asked for further use of their information to be ‘blocked’ to make sure the restriction is respected in future.

7. The right to data portability

You have rights to obtain and reuse your personal data for your own purposes across different services.

8. The right to object to processing

You have the right to object to certain types of processing, including processing based on our legitimate interests and processing for direct marketing.

9. The right to withdraw consent

If you have given your consent to something we do with your personal data, you have the right to withdraw your consent at any time. Doing so does not affect the validity of the processing we performed prior to when you withdrew your consent.

How can you make a request to exercise your rights?

To exercise any of the rights above, or to ask a question, contact us using the details set out at the end of this Privacy Notice.

How will we handle a request to exercise your rights?

We’ll respond as soon as we can, generally within one month from when we receive your request. If we expect your request is going to take us longer to fulfil, we’ll come back to you within that first month and let you know.

We usually act on requests and provide information free of charge, but we may charge a reasonable fee to cover our administrative costs of providing the information for baseless or excessive/repeated requests and requests for further copies of the same information. Alternatively, the law may allow us to refuse to act on such requests.

How can you contact us?

If you have questions on the processing of your personal data, would like to exercise any of your rights, or are unhappy with how we’ve handled your information, please contact us here by email: [email protected]

If you’re not satisfied with our response to any complaint or believe our processing of your information does not comply with data protection law, you can also make a complaint to the data protection regulator in your country.