How we use your details
Version 2, November 2026. For new starters and for current staff updating their details.
Who we are
Altimus Retailers Ltd (company 09515538), Unit 27, Robert Cort Industrial Estate, Britten Road, Reading, RG2 0AU, is the data controller for the information you give in this form. Contact us about your data at sati@altimus.co.uk or 01183040050.
What we collect
Your name and title, date of birth, start date, home address, mobile number and personal email, National Insurance number, bank details, emergency contact details, right-to-work document details and photos, and a photo of you. New starters also give their HMRC starter checklist answers and choose a 4-digit PIN.
Your emergency contact's name and phone number are also personal data. Please tell them you have given us their details.
Why we use it, and our legal basis
- To employ and pay you (contract): bank details, address, contact details.
- To meet the law (legal obligation): right-to-work checks for the Home Office; NI number, date of birth and starter checklist for HMRC payroll.
- To run the business safely (legitimate interests): your photo for staff records and ID; your PIN and email to set up RotaCloud, the till, Microsoft 365 and our staff apps; your emergency contact if you are taken ill or hurt at work.
Who can see it
Only a few named Altimus managers, who sign in with a password and an authenticator code. Your PIN can only be seen by two named managers, and it is deleted once your accounts are set up. Every view, download and change is logged.
We share what is needed with: RotaCloud (rotas and clock-in), Microsoft (work email and Teams), our payroll provider and accountant, HMRC, and the Home Office when we check a share code. We never sell your data.
Where it is kept
On Amazon Web Services in London (UK), encrypted. Details are encrypted again by the app before they are stored. Uploads and downloads use links that expire within minutes.
How long we keep it
- Your PIN: until your accounts are set up, then deleted.
- This form, its photos and right-to-work copies: while you work for us and for 2 years after you leave (the Home Office rule for right-to-work records), then deleted automatically.
- Payroll records kept by our payroll provider: as HMRC requires (at least 3 years after the tax year).
- If you don't join us, we delete the form.
Your rights
You can ask for a copy of your data, ask us to correct it, and in some cases ask us to delete or restrict it or object to how we use it. Contact sati@altimus.co.uk. If you are unhappy, you can complain to the Information Commissioner's Office: ico.org.uk/make-a-complaint or 0303 123 1113.
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