Privacy overview

Softcat Employee Privacy Notice


It probably comes as no surprise to you that as a Softcat employee or contractor we hold quite a bit of your personal data. In regulatory speak this makes Softcat a Data Controller of your information which simply means we decide on how and when to use your data.

We take privacy very seriously and so should you. This page aims to help you understand what data we hold, what it’s used for and your rights. Hopefully you’ll be comfortable with this but if you have any questions please reach out to HR or [email protected]

We are using your personal information to manage your employment and also to make Softcat better for you and for everyone. To help you understand this we’ve set out the typical examples below.

  • Making a decision about your recruitment or appointment
  • Paying you and deducting tax and National Insurance contributions
  • Liaising with your pension provider, providing information about changes to your employment such as promotions, changing in working hours
  • General administration of the contract we have entered intowith you
  • Business management and planning, including accounting and auditing
  • Conducting performance reviews, managing performance and determining performance requirements
  • Ensuring your work environment is suitable for your needs
  • Making decisions about salary reviews and compensation
  • Equal opportunities monitoring
  • Assessing qualifications for a particular job or task, including decisions about promotions
  • Monitor your business and personal use of our information and communication systems to ensure compliance with our IT policies
  • Complying with health and safety obligations
  • To ensure network and information security, including preventing unauthorised access to our computer and electronic communications systems and preventing malicious software distribution
  • Monitor use of company assets, such as company vehicles
  • Gathering evidence and any other steps relating to possible grievance or disciplinary matters and associated hearings
  • Making decisions about your continued employment or engagement
  • Education, training and development requirements
  • Dealing with legal disputes involving you, or other employees, workers and contractors, including accidents at work
  • Determining the terms on which you work for us
  • Checking you are legally entitled to work in the UK and to provide you with the security clearance appropriate for your role
  • Ascertaining your fitness to work, managing sickness absence
  • To conduct data analytics studies to review and better understand employee retention and attrition rates

Yes, quite a few. When we share your information we will make sure it’s shared in a secure way and not allow other companies to abuse the information we trust them with.  

Any time data is shared with another organisation its use should always be consistent with this privacy notice.

On rare occasion it’s possible we may also have to share you information as required by law or when we need to protect you or other people from harm.

We will hold this information for as long as you are employed by us. Following this we will only retain the information necessary. When we retain information we will always consider the points below.

  • We hold your information for as long as required to do the activities in this notice
  • We think about what type of information it is, how sensitive it might be and any legal requirements
  • We always think about the potential risk from anyone using or sharing this information without permission

Where it is necessary to transfer data outside the EU we will ensure an adequate level of protection is in place and not allow other companies to abuse the information we trust them with. 

If you have any questions about this policy or the use of your personal data please contact HR or [email protected]