Employee Privacy Notice

Who we are

Gelateria Danieli Ltd (the Company) is the data controller for the personal data of its employees and workers. The registered address of Gelateria Danieli Ltd is 16 Brewers Lane, Richmond, London, TW9 1HH.

If you have any questions about this notice or how we use your personal data, you can contact us at hr@gelateriadanieli.com.

What this notice covers

This privacy notice explains how Gelateria Danieli Ltd collects and uses personal information about you before, during and after your working relationship with us, in accordance with UK data protection law.

It applies to current and former employees and workers. Separate privacy information is provided for job applicants.

Data protection principles

We will comply with data protection law. This means that your personal data will be:

processed fairly, lawfully and in a clear, transparent way
collected only for valid purposes that we have explained to you and not used in any way that is incompatible with those purposes
relevant to the purposes we have told you about and limited only to those purposes
accurate and kept up to date
kept only for as long as necessary for the purposes we have told you about
kept securely.

The data we collect and use

Throughout your working relationship with us, we may collect, store and use the following categories of personal data about you (this list is not exhaustive):

name and contact details (including address, telephone number and email address)
date of birth
sex/gender
marital status and dependants where relevant to employment benefits
education, qualifications and employment history
immigration status, nationality and right to work information
copies of passport, identity documents or other right to work evidence
National Insurance number and tax information
bank account details, payroll records and information about pay, deductions and benefits
information about your contract of employment or engagement (including job title, hours of work, location, start date and, where applicable, end date)
performance information, appraisals and records of objectives
attendance, absence and leave records (including holiday, sickness, family leave and other statutory or contractual leave)
information about conduct and behaviour at work, including grievance and disciplinary records
health information where this is relevant to your employment (for example, sickness records, fit notes and information about reasonable adjustments)
emergency contact details and next of kin information
training records and professional development information
any other information we are required to collect by law.

Sensitive (special category) data

From time to time, we may also need to collect and use more sensitive personal data about you. This may include:

information about your health and medical conditions
information about disability and reasonable adjustments
information about pregnancy, maternity and paternity
information about trade union membership where relevant to employment matters
information about criminal convictions or allegations, where necessary for your role or required by law
information relating to one or more protected characteristics under the Equality Act 2010.

We will only process this type of information where it is necessary and where we have an additional lawful basis to do so, such as your explicit consent, carrying out our obligations and exercising your rights in the field of employment, protecting your vital interests, or establishing, exercising or defending legal claims.

How we collect your data

We collect personal data about you in a variety of ways, for example:

directly from you during the recruitment and onboarding process (for example, information included in your CV, application form, cover letter and new starter documents)
from notes made by managers and others involved in interviews and selection
from official documents that you provide to us, such as your passport, driving licence or right to work evidence
from forms you complete during your employment, such as payroll, benefits and HR forms
from correspondence and communications with you
from third parties such as former employers (references), government bodies and agencies where required by law.

Personal data is stored in a range of different places, including in your personnel file, in our HR and payroll systems and in other IT systems (including email).

Why we process your data

We will only process your personal data where we have a lawful basis for doing so. The law on data protection allows us to process your data for certain reasons, including:

to perform the employment contract we have entered into with you
to comply with our legal obligations
for our legitimate interests (or those of a third party), and where your interests and fundamental rights do not override those interests
to protect your vital interests or those of another person
where something is done in the public interest
where you have given your consent.

Most of the processing we carry out in relation to your employment will rely on the first three bases listed above.

Examples of when we use your data include:

to administer the contract that we have entered into with you and to manage the employment relationship
to pay you and deduct tax and National Insurance contributions
to carry out right to work checks and other checks that we are legally required to carry out
to make decisions about recruitment, appointment, promotion and internal moves
to make decisions about salary, benefits and reward
to provide contractual benefits to you
to maintain up to date and accurate personnel records and contact details
to manage performance, conduct, attendance and sickness absence
to operate grievance, disciplinary and capability procedures
to assess training needs and deliver training
to manage statutory leave and pay (for example, maternity, paternity, adoption and shared parental leave)
to manage business planning and restructuring exercises
to deal with legal claims made against us
to prevent fraud and other unlawful activity
to ensure our administrative and IT systems are secure and robust against unauthorised access.

Where we process special category data, we will do so only where an additional lawful basis applies, such as where the processing is necessary for carrying out obligations and exercising specific rights in the field of employment, for health and safety reasons, or for the establishment, exercise or defence of legal claims.

If you do not provide your data

In some cases, if you do not provide the personal data that we need, we may not be able to enter into or continue your employment or engagement with us, or we may be prevented from complying with our legal obligations. For example, we may not be able to:

pay you correctly
carry out right to work checks
meet our tax and National Insurance obligations.

Sharing your data

We will share your personal data with colleagues within Gelateria Danieli Ltd where this is necessary for them to perform their roles, such as managers, HR and payroll staff.

We may also share your data with third parties where this is necessary for the purposes set out in this notice or where we are required to do so by law. This may include:

HM Revenue & Customs and other government departments and agencies
our external HR consultants or advisers
our accountants and professional advisers
payroll providers and pension providers
banks and other financial institutions where necessary for payments
regulators and law enforcement bodies where required.

Any third parties who process personal data on our behalf will do so under a written contract and must only use your data in accordance with our instructions and the law.

We will not sell your personal data to third parties.

Protecting your data

We use a range of technical and organisational measures to keep your data safe. These include limiting access to personal data to those who have a business need to know it, using secure systems and passwords, and training staff on data protection and confidentiality.

If we become aware of a personal data breach that is likely to result in a risk to your rights and freedoms, we will follow our data breach procedures and, where required, notify you and the Information Commissioner’s Office (ICO).

How long we keep your data

We will only keep your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting or reporting requirements.

In general:

core employment records are kept for at least the duration of your employment and for a period afterwards in line with legal limitation periods for employment claims
payroll and tax records are kept for the periods required by tax law
health and sickness records are kept for as long as necessary for health and safety and statutory sick pay purposes
grievance and disciplinary records are kept for as long as is necessary to manage the employment relationship and any associated risks.

When personal data is no longer needed, it will be securely deleted or anonymised.

Your rights

You have a number of rights in relation to your personal data under data protection law. These include:

the right to be informed – you have the right to be told how we use your data. This notice is intended to meet that requirement
the right of access – you can request a copy of the personal data we hold about you
the right to rectification – you can ask us to correct any inaccurate or incomplete data
the right to erasure – in certain circumstances, you can ask us to delete your data
the right to restrict processing – you can ask us to stop processing your data in certain circumstances, while still allowing us to store it
the right to data portability – in certain circumstances, you can ask us to transfer your data to you or another organisation
the right to object – you can object to processing where we are relying on legitimate interests as our lawful basis
rights in relation to automated decision-making and profiling – you have the right not to be subject to decisions based solely on automated processing that have legal or similarly significant effects.

Some of these rights only apply in certain circumstances. If you wish to exercise any of these rights, please contact us using the details set out above.

Where we rely on your consent to process your data, you have the right to withdraw that consent at any time. Withdrawing consent will not affect the lawfulness of any processing carried out before you withdraw your consent.

Complaints

From 19^th June 2026, individuals have the right to raise concerns directly with Gelateria Danieli Ltd if they believe their personal data has not been handled in accordance with UK data protection law.

If you have any concerns about how we have collected, used, stored or otherwise processed your personal data, you should submit your complaint in writing to hr@gelateriadanieli.com, providing as much detail as possible to help us investigate the matter.

Once a complaint has been received, the Company will:

· acknowledge receipt of your complaint;

· investigate the concerns without undue delay;

· consider all relevant information, evidence and applicable data protection legislation;

· contact you if further information is required;

· provide a written response explaining the outcome of the investigation and any action we have taken, where appropriate.

Where an investigation identifies that improvements or corrective action are required, the Company will take reasonable steps to address the issue and prevent similar concerns arising in the future.

If you remain dissatisfied with the outcome of our investigation, you have the right to make a complaint to the Information Commissioner’s Office (ICO). Information about how to do this is available at www.ico.org.uk

last updated 15th july 2026

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