Each time you access or use our Website and/or our mobile device application (collectively the "Website"), you are deemed to accept these terms and conditions.
"we" means Ambridge Hospitality, and "our" shall be construed accordingly. "you" means the person firm company or organisation browsing and/or using the Website, and "your" shall be construed accordingly. "Ambridge Hospitality Corporate Family" means all companies connected with us. A company is connected with us if it is: (i) a subsidiary or holding company of us; (ii) controlled by the same person(s) who control us or our holding company; (iii) a subsidiary or holding company of any company in (i) or (ii) above; or (iv) in the same group as any company under (i), (ii) or (iii) above. "subsidiary" and "holding company" shall be as defined in section 1159 of the Companies Act 2006. The term "control" shall have the same meaning as defined in Section 416 of the Income and Corporation Taxes Act 1988. Two companies are in the same group if they share the same ultimate holding company.
Interruptions and Omissions in Service
Whilst we try to ensure that the standard of the Website remains high and to maintain the continuity of it, the internet is not an inherently stable medium, and errors, omissions, interruptions of service and delays may occur at any time. We do not accept any liability arising from any such errors, omissions, interruptions or delays or any ongoing obligation or responsibility to operate the Website (or any particular part of it) or to provide the service offered on the Website. We may vary the specification of this site from time to time without notice.
Links to other Sites
On this site you will be offered automatic links to other sites which we hope will be of interest to you. We do not accept any responsibility for or liability in respect of the content of those sites, the owners of which do not necessarily have any connection, commercial or otherwise, with us. Using automatic links to gain access to such sites is entirely at your own risk.
Information on this Site
Whilst we make every effort to ensure that the information on our Website is accurate and complete, some of the information is supplied to us by third parties and we are not able to check the accuracy or completeness of that information. We do not accept any liability arising from any inaccuracy or omission in any of the information on our Website or any liability in respect of information on the Website supplied by you, any other website user or any other person.
Your Use of this Site
You may only use the Website for lawful purposes when seeking employment or help with your career. You must not under any circumstances seek to undermine the security of the Website or any information submitted to or available through it. In particular, but without limitation, you must not seek to access, alter or delete any information to which you do not have authorised access, seek to overload the system via spamming or flooding, take any action or use any device, routine or software to crash, delay, damage or otherwise interfere with the operation of the Website or attempt to decipher, disassemble or modify any of the software, coding or information comprised in the Website.
You are solely responsible for any information submitted by you to the Website. You are responsible for ensuring that all information supplied by you is true, accurate, up-to-date and not misleading or likely to mislead or deceive and that it is not discriminatory, obscene, offensive, defamatory or otherwise illegal, unlawful or in breach of any applicable legislation, regulations, guidelines or codes of practice or the copyright, trade mark or other intellectual property rights of any person in any jurisdiction. You are also responsible for ensuring that all information, data and files are free of viruses or other routines or engines that may damage or interfere with any system or data prior to being submitted to the Website. We reserve the right to remove any information supplied by you from the Website at our sole discretion, at any time and for any reason without being required to give any explanation.
Information Submitted by You
We will and/or the Ambridge Hospitality Corporate Family will use information supplied by you (including, without limitation, sensitive personal data) to aid the recruitment process and associated administrative functions. This involves us and/or the Ambridge Hospitality Corporate Family, amongst other things, processing and storing information (including, without limitation, sensitive personal data) and passing or making available online such information to prospective employers and clients; We use third parties to help us process your information as part of the recruitment process. We may collect and aggregate data from the information supplied by you to help us to understand our users as a group so that we can provide you with a better service. We may also share aggregate information with selected third parties, without disclosing individual names or identifying information. You consent to us and the Ambridge Hospitality Corporate Family using information provided by you (including, without limitation, sensitive personal data) in each of these ways.
Please note that all Third Party clients have agreed to our Terms and Conditions and should they be found to be in breach of the Terms and Conditions, they will be prevented from using our services.
We will process any data which you provide in completing the online registration or application forms and any further forms, assessments or personal details which you complete or provide to us when using the Website in accordance with UK data protection legislation. We explain more about your personal data in our Privacy Policy.
Transfer outside the EEA: Personal information comprising your CV may be accessed through this website database by third parties outside the European Economic Area ("EEA"). This could happen for instance if you apply for a vacancy where the employer is based outside the EEA. By registering and using the Website, you consent to this transfer.
Terms of Business
Recruitment
Each employment assignment or placement arising as a result of an introduction made by Ambridge Hospitality will be subject to our standard Terms of Business as they are applicable in the circumstances. All prospective employers and clients for whom we arrange assignments or placements will be provided with a copy of the Terms of Business applicable to them at or following registration. Separate terms and conditions also apply to the use of our Recruiter site.
Content Rights
The rights in material on the Website are protected by international copyright, software and trademark laws and you agree to use the Website in a way which does not infringe these rights. You may copy material on the Website for your own private or domestic purposes, but no copying for any commercial or business use is permitted.
Security and Passwords
In order to register with the Website and to sign in when you visit the Website, you will need to use a user name and password. You are solely responsible for the security and proper use of your password, which should be kept confidential at all times and not disclosed to any other person. You must notify us immediately if you believe that your password is known to someone else or if it may be used in an unauthorised way. We accept no liability for any unauthorised or improper use or disclosure of any password.
Termination
We may terminate your registration and/or deny you access to the Website or any part of it (including any services, goods or information available on or through the Website) at any time in our absolute discretion and without any explanation or notification.
Liability
We accept no liability for any loss (whether direct or indirect, for loss of business, revenue or profits, wasted expenditure, corruption or destruction of data or for any other indirect or consequential loss whatsoever) arising from your use of the Website and we hereby exclude any such liability, whether in contract, tort (including for negligence) or otherwise. We hereby exclude all representations, warranties and conditions relating to the Website and your use of it to the maximum extent permitted by law.
You agree to indemnify us and keep us indemnified against all costs, expenses, claims, losses, liabilities or proceedings arising from use or misuse by you of the Website.
You must notify us immediately if anyone makes or threatens to make any claim against you relating to your use of the Website.
Choice of Law and Jurisdiction
The use of the Website and any agreements entered into through the Website are to be governed by and construed in accordance with English law. The courts of England are to have exclusive jurisdiction to settle any dispute arising out of or in connection with the use of the Website or any agreement made through the Website.
Some of the goods or services offered through the Website may not be lawful or may otherwise not be permitted in certain countries outside the United Kingdom. If you attempt to order, receive, purchase or otherwise benefit from any such goods or services, we do not accept any liability for any losses suffered by you in using the Website which you would not have suffered had you been accessing the Website as a United Kingdom resident (including as a result of us being prevented from dealing with any application or enquiry by any law, regulation or other ruling applicable in any country).
Changes to Terms and Conditions and Invalidity
These terms and conditions may be changed by us at any time. You will be deemed to accept the terms and conditions (as amended) when you next use the Website following any amendment.
If any provision of these terms and conditions is held to be invalid by a court of competent jurisdiction, such invalidity shall not affect the validity of the remaining provisions, which shall remain in full force and effect.
Registered Office
2nd Floor
90 St Vincent Street
Glasgow
G2 5UB
UNITED KINGDOM
1. Introduction
Ambridge Hospitality United Kingdom Management Limited ("Ambridge Hospitality", "we" or "us") has issued this Data Privacy Notice to describe how we handle personal information that we hold about our staff and job applicants together with staff employed by hotels that Ambridge Hospitality and any affiliates manage (collectively referred to as "you"). The term "staff member" includes those who work on a non-permanent basis, including contingent workers, temporary and contract workers, independent contractors, consultants, professional advisors, secondees and interns.
We respect the privacy rights of individuals and are committed to handling personal information responsibly and in accordance with applicable law. This Notice sets out the personal information that we collect and process about you, the purposes of the processing and the rights that you have in connection with it.
If you are in any doubt regarding the applicable standards, or have any comments or questions about this Notice, please contact us at the contact details in Section 10 below.
2. Types of personal information we collect
In the course of your employment at Ambridge Hospitality, or when making an application for employment, we may process personal information about you and your dependents, beneficiaries and other individuals whose personal information has been provided to us.
The types of personal information we may process include, but are not limited to:
- Identification data – such as your name, gender, photograph, date of birth, staff member IDs.
- Contact details – such as home and business address, telephone/email addresses, emergency contact details.
- Where applicable, photographs - for the purposes of our Employee Recognition – Career Milestone celebrations, colleagues of an employee due to celebrate a 5 year and above anniversary are invited to upload a congratulations message and can upload a photograph on the OC Tanner portal, this then gets added into their ‘book’ which is electronically emailed to the employee from and a hard copy is printed for them by OC Tanner portal.
- Employment details – such as job title/position, office location, employment contract, performance and disciplinary records, grievance procedures, sickness/holiday records, payroll number, clock in/out time, contracted hours, uniform items issued, if e-learning has been completed.
- Pension details – such as your national insurance number, date commenced scheme, earnings for the period, employee contributions & employer contributions.
- Background information – such as academic/professional qualifications, education, CV/résumé, criminal records data (for vetting purposes, where permissible and in accordance with applicable law).
- National identifiers – such as national ID/passport, nationality, immigration/visa status, social security numbers (US only).
- Spouse & dependents information, marital status.
- Financial information – such as banking details, tax information, withholdings, salary, benefits, expenses, company allowances, stock and equity grants.
- IT information – information required to provide access to company IT systems and networks such as IP addresses, log files and login information. For further information on how IT information is processed, please see the section below on Employee Monitoring.
If you are a contingent worker, the type of personal information we process is limited to that needed to manage your particular work assignment with Ambridge Hospitality.
Sensitive personal information includes any information that reveals your racial or ethnic origin, religious, political or philosophical beliefs, genetic data, biometric data for the purposes of unique identification, trade union membership, or information about your health/sex life ("Sensitive Personal Information"). As a general rule, we try not to collect or process any Sensitive Personal Information about you, unless authorized by law or where necessary to comply with applicable laws, for example, we will collect your sensitive personal information and store it on Fourth, our HR and payroll system to record your sickness absence.
However, in some circumstances, we may need to collect, or request on a voluntary disclosure basis, some Sensitive Personal Information for legitimate employment-related purposes: for example, information about your racial/ethnic origin, gender and disabilities for the purposes of equal opportunities monitoring, to comply with anti-discrimination laws and for government reporting obligations; or information about your physical or mental condition to provide work-related accommodations, health and insurance benefits to you and your dependents, or to manage absences from work.
We will obtain references (verbal or written) for each employee. We would expect you to provide us with the contact details / permission of who to contact. You can do this as part of the recruitment system (Recruit Genie platform). We may also receive the outcome of any criminal records checks that you apply for to assess your suitability for a role.
3. Purposes for processing personal information
(i) Recruitment purposes
If you are applying for a role at Ambridge Hospitality, then we collect and use this personal information primarily for recruitment purposes via our Recruit Genie system – in particular, to determine your qualifications for employment and to reach a hiring decision. This includes assessing your skills, qualifications and background for a particular role, verifying your information, carrying our reference checks or background checks (where applicable) and to generally manage the hiring process and communicate with you about it.
We may also use your personal information to arrange a personality profile with Thomas International. We input your name, address, sex, personal email address and the Thomas International portal will send you an electronic link for you to complete an assessment. We then log into the portal and can print off reports based on the answers you gave.
If Ambridge Hospitality would like to invite you for an interview, we will contact you via email or SMS to arrange an interview.
If you are accepted for a role at Ambridge Hospitality, the information collected during the recruitment process will form part of your ongoing staff member record.
If you are not successful, we may still keep your application in our Talent Bank to allow us to consider you for other suitable openings within Ambridge Hospitality in the future.
(ii) Employment or work related purposes
Once you become a staff member at Ambridge Hospitality, we collect and use this personal information for the purpose of managing our employment or working relationship with you – for example, your employment records and contract information (so we can manage our employment relationship with you), your bank account and salary details (so we can pay you), and details of your spouse and dependents (for emergency contact and benefits purposes). We may also carry out the personality profile for current employees with Thomas International as described above, in order to assist employees with their performance review and personal development.
We process our staff members' personal information through a global human resources system ("HR System"), which is a tool that helps us to administer HR and staff member compensation and benefits at an international level and which allows staff members to manage their own personal information in some cases. This is managed by Fourth and their servers are located in London, UK.
Our employees may also upload your personal information onto our special media groups (such as on Facebook, WhatsApp and Slak) such as your photographs and any associated comments. For information on how your personal information is processed by the social media platform, please refer to their privacy notice.
(iii) The Ambridge Hospitality global directory
We maintain a global directory of staff members which contain your professional contact details (such as your name, location, job title and email address). This information will be available to everyone in the Ambridge Hospitality Group to facilitate global cooperation, communication and teamwork.]
(iv) Training
We will use your employment information to set you up either via an API link from Fourth Payroll or if hotels are not users of Fourth, then we will manually enter your personal information into our e-learning system with FLOW that we can provide you with training. We may also use your personal information to set you up in portal systems provided by hotel brands for you to complete specific brand training.
(v) Law at Work
We will collect and process the following types of personal information when dealing with employee disputes: name, hotel, job title, DOB, address, start date/length of service, rate of pay (for settlement agreements), witnesses, investigation.
(vi) Other legitimate business purposes
We may also collect and use personal information when it is necessary for other legitimate purposes, such as to help us conduct our business more effectively and efficiently – for example, for general HR resourcing on a global level, IT security/management, accounting purposes, or financial planning. We may also process your personal information to investigate violations of law or breaches of our own internal policies.
(vii) Law-related purposes
We also may use your personal information where we consider it necessary for complying with laws and regulations, including collecting and disclosing staff member personal information as required by law (e.g. for tax, health and safety, anti-discrimination laws), under judicial authorization, or to exercise or defend the legal rights of the Ambridge Hospitality global group of companies.
(viii) Employee Engagement Survey
Every year, we will invite our employees to take part in an employee engagement survey. We use a company called Perceptyx who are based in the US and process the data within the US. No-one within Ambridge Hospitality will be able to see your responses, only Perceptyx can see this information. Ambridge Hospitality will be able to extract reports from the system but individual responses are protected and never seen by us.
4. Employee Monitoring
Ambridge Hospitality will carry out automated monitoring of its IT and communications systems through automated tools such as anti-malware software, website filtering and spam filtering. It will also carry out monitoring of its physical premises, for example by using CCTV and badge scans.
The primary purpose of this monitoring is to protect Ambridge Hospitality, its employees, customers and business partners, for example:
- for general network operation and security, including in particular the security of Ambridge Hospitality's IT systems and assets, and the optimal operation of its network and devices;
- for proof of business transactions and archiving;
- for the protection of confidential information and intellectual property;
- for investigating breaches of internal policies, fraud or other unlawful or wrongful activity, or to respond to a particular personnel or company incident;
- for business continuity (such as monitoring business-related emails following an employee's departure); and
- for physical security of its premises.
We will also monitor through the use of a biometric machine when you arrive to and leave work. The purpose of this is to accurately capture your hours of work and to activate access to tills in the hotel bar area.
Monitoring activities are likely to be continuous and ongoing. However, they will always be proportionate, for legitimate purposes and as required or permitted by applicable law. Before undertaking any monitoring activities, we will consider your reasonable expectations of privacy and assess whether there are any less invasive options.
You should be aware that any message, files, data, document, facsimile, telephone conversations, social media post or instant message communications, or any other types of information transmitted to or from, received or printed from, or created, stored or recorded on our IT and communications systems and assets are presumed to be business-related and may be monitored by us in accordance with applicable law.
You must clearly identify private emails and messages by adding the term "private & confidential" in the email or message's subject line, and/or storing those emails/messages/files in a separate folder marked "private & confidential". Where we must access content that is clearly identifiable as being private, we will do so only if there is a particular risk or threat to the company, or person, or we have been legally authorised to do so, for example by a court order.
5. Who we share your personal information with
We take care to allow access to personal information only to those who require such access to perform their tasks and duties, and to third parties who have a legitimate purpose for accessing it. Whenever we permit a third party to access personal information, we will implement appropriate measures to ensure the information is used in a manner consistent with this Notice and that the security and confidentiality of the information is maintained.
(i) Transfers to other group companies and hotel brands
As mentioned above, we will share your personal information with other members of the Ambridge Hospitality group around the world in order to administer human resources, staff member compensation and benefits at an international level on the HR System, as well as for other legitimate business purposes such as IT services/security, tax and accounting, and general business management.
(ii) Transfers to third party service providers
In addition, we make certain personal information available to third parties who provide services to us. We do so on a "need to know basis" and in accordance with applicable data privacy law.
For example, some personal information will be available to our staff benefit plans service providers (including Prudential Pension, Capita, AXA PPP Healthcare, Canada Life, The People's Pension and Computershare) and third party companies who provide us with payroll support services (such as our HR and payroll service provider Fourth).
(iii) Transfers to other third parties
We may also disclose personal information to third parties on other lawful grounds, including:
● To comply with our legal obligations, including where necessary to abide by law, regulation or contract, or to respond to a court order, administrative or judicial process, including, but not limited to, a subpoena, government audit or search warrant
● In response to lawful requests by public authorities (including for national security or law enforcement purposes)
● As necessary to establish, exercise or defend against potential, threatened or actual litigation
● Where necessary to protect the vital interests of another person
● In connection with the sale, assignment or other transfer of all or part of our business
● With your consent.
6. Legal basis for processing personal information (EEA staff only)
If you are a staff member in the European Economic Area, our legal basis for collecting and using the personal information described above will depend on the personal information concerned and the specific context in which we collect it.
However, we will normally collect personal information from you only where we have your consent to do so, where we need the personal information to perform a contract with you (i.e. to administer an employment or work relationship with us), or where the processing is in our legitimate interests and not overridden by your data protection interests or fundamental rights and freedoms. In some cases, we may also have a legal obligation to collect personal information from you or may otherwise need the personal information to protect your vital interests or those of another person.
If you have questions about or need further information concerning the legal basis on which we collect and use your personal information, please contact us using the contact details provided at Section 10 below.
7. Transfer of personal information abroad
As we operate at a global level, we may need to transfer personal information to countries other than the ones in which the information was originally collected. When we export your personal information to a different country, we will take steps to ensure that such data exports comply with applicable laws. For example, if we transfer personal information from the European Economic Area to a country outside it, such as the United States, we will implement an appropriate data export solution such as entering into EU standard contractual clauses with the data importer, or taking other measures to provide an adequate level of data protection under EU law.
8. Data retention periods
Personal information will be stored in accordance with applicable laws and kept as long as needed to carry out the purposes described in this Notice or as otherwise required by applicable law.
If you have made a job application and have been unsuccessful at the application stage then we will hold your personal information for 12 months. If you have been unsuccessful following a job interview then we will hold your personal information for 2 years. For employees who leave
Ambridge Hospitality or the hotel managed by Ambridge Hospitality, we will hold their personal data for 7 years after their termination date.
We may retain your personal information for longer than the period specified above to respond to employment or work-related inquiries or to deal with any legal matters (e.g. judicial or disciplinary actions), document the proper termination of your employment or work relationship (e.g. to tax authorities), or to provide you with ongoing pensions or other benefits.
9. Your data privacy rights
You may exercise the rights available to you under applicable data protection laws as follows:
- If you wish to access, correct, update or request deletion of your personal information, you can do so at any time by contacting us using the contact details provided at Section 10 below.
- In addition, if you are a resident of the European Union, you can object to processing of your personal information, ask us to restrict processing of your personal information or request portability of your personal information. Again, you can exercise these rights by contacting us using the contact details provided at Section 10 below.
- If we have collected and process your personal information with your consent, then you can withdraw your consent at any time. Withdrawing your consent will not affect the lawfulness of any processing we conducted prior to your withdrawal, nor will it affect processing of your personal information conducted in reliance on lawful processing grounds other than consent.
- You have the right to complain to a data protection authority about our collection and use of your personal information. For more information, please contact your local data protection authority. (Contact details for data protection authorities in the European Economic Area, Switzerland and certain non-European countries are available here.)
We respond to all requests we receive from individuals wishing to exercise their data protection rights in accordance with applicable data protection laws.
10.Updates to this Notice
This Notice may be updated periodically to reflect any necessary changes in our privacy practices. In such cases, we will inform you on the FLOW e-learning system or via a company-wide email and indicate at the top of the Notice when it was most recently updated. We encourage you to check back at this website periodically in order to be aware of the most recent version of this Notice.
11.Contact details
Please address any questions or requests relating to this Notice Here, or alternatively, you can raise any concerns with your line manager, local HR department or local Data Protection Officer (DPO) on privacy@aimbridge.com