Privacy notice for staff

Materials Testing Group Limited (“we”, “us”) is the controller of the personal information held in this staff portal. If you have any questions about this notice or how your information is used, speak to a director.

We only collect what is needed to run the business and pay you correctly: your basic personal and job details, and the records you enter through the portal — such as working time, leave, vehicle and expense information — together with the company documents you sign.

Most of this is needed to pay you correctly and keep the records the law requires — for example hours worked, holidays and sickness are needed for payroll and tax, and vehicle checks for road safety. Some information, such as purchase orders and expenses, is needed to run the business and pay suppliers. Where something is not strictly required, we only use it in ways you would reasonably expect.

You can see your own entries at any time. Your information is shared only with the people who need it for their role — for example managers who approve hours and reports, or whoever runs payroll. Access is set by your role and limited to what each person needs.

Your information is stored on secure, access-controlled cloud servers and travels over an encrypted connection. Access to pay and personal details is limited by your role, accounts lock after repeated wrong passwords, and the system is regularly security-checked.

Hours, holiday and payroll-related records are kept for at least six years, as tax and payroll rules require. When someone leaves, their account is archived rather than deleted straight away, and personal details are removed once they are no longer needed. Expenses receipts are deleted when the record is deleted.

You can ask to see the personal information we hold about you, ask us to correct anything wrong, and object to certain uses of it. To do this, speak to a director — we will respond within one month.

If you are unhappy with how we handle your information, you can complain to the Information Commissioner’s Office (ICO) at ico.org.uk or 0303 123 1113.