Information about you:

Name, address, date of birth, marital status, nationality, gender, photo and preferred language, details of any disabilities, work restrictions and/or required accommodations.

Information to contact you at work or home:

Name, address, telephone and email address.

Information about who to contact in case of an emergency (yours or ours):

Name, address, telephone, email address and their relationship to you.

Information to identify you:

ID, photographs, passport and/or driving license details, electronic signatures.

Information about your suitability to work for us and/or our clients:

References, interview notes, work visas ID information such as passport details and driving license information, records/results of pre-employment checks, including criminal record checks, credit and fraud checks.

Information about your skills and experience:

CVs, resumes and/or application forms, references, records of qualifications, skills,training and other compliance requirements.

Information about your terms of employment with us:

Letters of offer and acceptance of employment, your employment contract, location, billing and subscription information.

Information that we need to pay you:

Bank account details, certificate of non- bankruptcy, national insurance or social security numbers (where applicable), salary and benefits, expense allowances.

Information that we need to provide you with benefits and other entitlements:

Length of service information, health information, leave requests.

Information relating to your work travel expenses:

Bank account details, passport, driving license, vehicle registration and insurance details.

Information relating to your pension entitlements

Pensionable salary, pension base, annual pension accrual, pension benefits

Information to allow you to access our buildings and systems:

Computer or facilities access and authentication information, identification codes, passwords, answers to security questions, photographs, video images (including those captured via CCTV).

Information relating to your performance at work:

Performance assessments and ratings, leadership ratings, financial interests, directorships, targets, objectives, records of performance reviews, development records and/or notes of one to ones and other meetings, personal development plans, training recommended and completed, personal improvement plans, secondments, correspondence, reports

Information relating to sickness and absence management

Absence and time-keeping records, start and end date of reporting in sick, sick certificates, percentage of sickness and absence per employee, address where an employee is being treated (when different than home address)

Information relating to discipline, grievance and other employment related processes:

Interview/meeting notes or recordings, correspondence.

Information required to ensure your independence and the independence of our firm

Financial interests including publicly available debt, equity securities, tradable financial notes issued by banks, mutual funds, hedge funds, money market funds, unit investment trusts and other investment vehicles of our employees, their spouses (or spousal equivalent) and/or financial dependents.

Financial interests held through a financial product or investment agreement, owned by our employees their spouse (or spousal equivalent) and financial dependents such as underlying publicly available securities related to: (i) insurance policy investments;

(ii) retirement investments; (iii) investment club investments; (iv) investments included in trusts; and (v) discretionary accounts managed by others. Other financial relationships such as loans, brokerage relationships, deposits, insurance information. Information on family members’ employment relationships.

Brokers/investment accounts, deposits, credit cards, other loans, real estate interests, insurance policies, employer sponsored retirement savings plans, non-public investments

Purposes for which we need your personal information

Examples

Please note that these examples are illustrative and non-exhaustive.

Recruitment:

• To assess your suitability to work for us, a QuadCode company and/or an affiliated third party;
• To perform requisition and applicant management activities;
• To perform precision matching to job vacancies;
• To conduct screening, assessments and interviews;
• To maintain a library of correspondence;
• To make offers and provide contracts of employment;
• to communicate with you, and
• To conduct pre-employment checks, including determining your legal right to work and carrying out criminal record and credit checks where applicable.

Human Resources ("HR"), finance and other business administration purposes:

• Staffing, including resource planning, secondments, skills allocation, engagement management, recruitment, termination and succession planning;
• Budgetary and financial planning and administration;
• Organizational planning and development and workforce management, including monitoring the effectiveness of our equal opportunities policies and the fair and consistent treatment of staff members and job applicants;
• Compensation, payroll, and benefit planning and administration, including salary, tax withholding, tax equalization, awards, insurance and pensions;
• Workforce development, education, training and certification, maintaining up to date records of professional qualifications, memberships and continuing professional development programmes;
• Performance management and performance rating details (including achievements and work history);
• Problem resolution, including carrying out internal reviews, grievances, investigations, audits and disciplinary procedures;
• Business travel and expense management;
• Administration of use of company cars
• To assist with Visa and submitting immigration applications for working permits for our employees and/or their close family members
• To conduct business reporting and analytics;
• Administration of flexible work arrangements;
• Administration of employee enrolment and participation in activities and programmes offered to eligible employees, including matching donations to non-profit organizations, political action committee contributions, and wellness activities;
• Promotional and marketing materials and activities, including quotes, photos and videos;
• Work-related injury and illness, including the management of employee Health & Safety, and disabilities, sickness and absence management;
• To provide HR helpdesk support and case management;
• To communicate with you and to facilitate communication between you and other people (including voicemail, e-mail and electronic collaborations);
• Compliance and compliance reporting, including conflict of interest and gifts and hospitality reporting;
• Risk management;
• Project Management;
• Billing, time-keeping;
• Monitoring and assessing compliance with our Staff Handbook, other policies and standards (e.g. the IT Code of Connection);
• Training and quality purposes; and
• In the event of a take-over or merger, providing information to a future purchaser of any part of the Company’s business.

Diversity & Inclusiveness (D&I)

• Focus on diversity and inclusiveness in serving clients, developing people and playing a leadership role in communities.
• Meeting D&I targets (i.e. regarding increasing the number of females and minority hires/promotions)

Security purposes:

• Physical access control;
• Authorizing, granting, administering, monitoring and terminating access to or use of the Company’s or third party facilities, records, property and infrastructure including communications services such as business telephones and email/internet use;
• CCTV; and
• Prevention and detection of crime

Information Technology ("IT") administration purposes:

• IT Systems access control and use monitoring;
• IT fault reporting, management and resolution;
• Systems administration, support, development, management and maintenance.

Legal purposes:

• To comply with our legal obligations, including anti-bribery and corruption, conflicts of interest and money laundering.
• To keep a register of violations, incidents or personal data breaches.
• In a take-over or merger, providing information to a future purchaser of the Company or any part of the Company’s business.