Onboarding privacy notice

1. Who we are

Planet 9 Limited (company number 07294473), 21 Bennetts Hill, Birmingham, West Midlands, England, B2 5QP, is the data controller for the information collected through this onboarding portal. The portal software is called Metzer; it runs on our behalf and under our control, and does not use your data for any purpose of its own.

If you have any questions about this notice or your data, contact us at privacy@planet9nine.co.uk.

2. What we collect

When you complete the onboarding form, we collect:

• Identity and contact details: your full legal name, date of birth, email address and mobile number.
• Home address and National Insurance number.
• Right-to-work and address evidence: a photograph or scan of your passport or UK driving licence, and a proof-of-address document.
• Payroll details: the name on your bank account, your account number and sort code.
• Start preferences: your preferred start date and session.
• Technical information created automatically when you submit: the date and time, your browser's clock and time zone, the page used, your browser type, and a one-way hashed version of your IP address. The hash cannot be turned back into your actual IP address.

Some of this, such as your identity documents, is "special category" or sensitive personal data, so we take extra care with it as described below.

3. Why we use it, and our lawful basis

What we do	Lawful basis (UK GDPR)
Confirm your legal right to work in the UK and keep the record the law requires	Legal obligation (Immigration, Asylum and Nationality Act 2006)
Set you up on payroll and pay you	Performance of your employment contract; legal obligation (tax and NI)
Arrange your start date and induction	Performance of your employment contract
Keep the portal secure and prevent abuse	Our legitimate interests in running a secure service

We ask for your agreement on the form as a clear record that you are happy to share these details with us. You do not have to use the portal: if you would rather provide your documents another way, email privacy@planet9nine.co.uk and we will arrange an alternative.

4. How long we keep it

• Your uploaded identity and proof-of-address documents are deleted once your right-to-work check is complete. We keep a dated note that the check was done, not the documents themselves, for as long as the law requires (currently up to two years after your employment ends).
• Payroll and employment records are kept for the periods required by HMRC and employment law, generally six years after the end of the relevant tax year.
• The technical submission log is kept only as long as needed to run and secure the service, and then deleted.

The record you submit carries a reminder to delete the document folder once the right-to-work check is finished.

5. How we protect it

• The portal is served over an encrypted (HTTPS) connection.
• Your uploaded files are stored in a protected location that cannot be reached directly over the web, with access limited to the HR staff who need it.
• We check every upload is a genuine image or PDF, and limit file sizes, to keep the service safe.
• We never take payments from the bank account you provide; those details are used only to pay you.

6. Who we share it with

We share your information only where necessary: with HMRC and other authorities where the law requires, and with our payroll and IT providers who process it on our instructions under a contract that protects it. We do not sell your data or use it for marketing. We do not transfer it outside the UK unless a provider offers equivalent legal protection, and we will tell you if that changes.

7. Your rights

Under data protection law you have the right to:

• ask for a copy of the information we hold about you;
• ask us to correct anything that's wrong;
• ask us to delete information we no longer need;
• object to or ask us to restrict certain uses;
• ask for your details in a portable format; and
• withdraw any agreement you've given, without affecting what we did before you withdrew it.

To exercise any of these, email privacy@planet9nine.co.uk. We'll respond within one month.

8. Complaints

If you're unhappy with how we've handled your data, please tell us first so we can put it right. You also have the right to complain to the Information Commissioner's Office (ICO) at ico.org.uk or on 0303 123 1113.

9. Changes to this notice

If we change how the portal handles your data, we'll update this page and the "last updated" date above.

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