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Colleague Privacy Notice

This notice explains how we collect, hold, and process data about you, if you work for the Charity.

Privacy Policies Staff benefits
Group of nurses

Read more about the data we process and store

What information may we collect about you?

We may collect: 

  • your name, address and contact details, including email address and telephone number, date of birth and sex
  • the terms and conditions of your employment
  • details of your education, qualifications, skills, experience and employment history, including start and end dates, with previous employers and with Arthur Rank Hospice Charity
  • information about your remuneration, including entitlement to benefits such as pensions or insurance cover and your elected beneficiaries
  • details of your bank account and national insurance number
  • information that we receive from other sources necessary for payroll processing purposes, such as tax codes, CCJs and student loan details
  • information about salary sacrifice arrangements
  • information about your marital status, next of kin and emergency contacts
  • information about your nationality and entitlement to work in the UK
  • information about your criminal record
  • information about your driving licence and car details
  • information about your professional membership(s) / registration(s).
  • details of your schedule (days of work and working hours) and attendance at work
  • details of periods of leave taken by you, including holiday, sickness absence, family leave and career breaks, and the reasons for the leave
  • details of any disciplinary or grievance procedures in which you have been involved, including any warnings issued to you and related correspondence. Assessments of your performance, including performance reviews, training you have participated in, performance improvement plans and related correspondence
  • information about medical or health conditions, including whether you have a disability for which ARHC needs to make reasonable adjustments
  • details of trade union membership
  • equal opportunities monitoring information, including information about your ethnic origin, sexual orientation, health and religion or belief.
  • photographic, video and CCTV images of you. This will be used for your record, but this may also be used for marketing or promotional activities involving your work unless you have chosen to opt out
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We collect data about you in a variety of ways and this will usually start when we undertake a recruitment exercise where we will collect the data from you directly. This includes the information you would normally include in a CV or application form and notes made by our recruiting officers during a recruitment interview. Further information will be collected directly from you when you complete forms at the start of your employment/engagement, for example, your bank and next of kin details. Other details may be collected directly from you in the form of official documentation such as your driving licence, passport or other right to work evidence.

In some cases, we will collect data about you from third parties, such as employment agencies, former employers when gathering references or other checks.

We may use your information to: 

  • run recruitment and promotion processes
  • maintain accurate and up-to-date employment records and contact details (including details of who to contact in the event of an emergency), and records of employee contractual and statutory rights
  • operate and keep a record of disciplinary and grievance processes, to ensure acceptable conduct within the workplace
  • operate and keep a record of employee performance and related processes, to plan for career development, and for succession planning and workforce management purposes
  • operate and keep a record of absence and absence management procedures, to allow effective workforce management and ensure that employees are receiving the pay or other benefits to which they are entitled
  • obtain occupational health advice, to ensure that it complies with duties in relation to individuals with disabilities, meet its obligations under health and safety law, and ensure that employees are receiving the pay or other benefits to which they are entitled
  • operate and keep a record of other types of leave (including maternity, paternity, adoption, parental and shared parental leave), to allow effective workforce management, to ensure that the organisation complies with duties in relation to leave entitlement, and to ensure that employees are receiving the pay or other benefits to which they are entitled
  • ensure effective general HR and business administration
  • provide references on request for current or former employees
  • respond to and defend against legal claims
  • maintain and promote equality in the workplace
  • marketing or promotional activities involving you during your work or in support of our charitable activities unless you have chosen to opt out.

 

 

Article 6 of the GDPR and the DPA state, we must have a legal reason to collect, keep and use your data. We rely on the following legal basis.

(1) (a) Contract
(1) (c) Legal obligation
(1) (f) Legitimate interests

We process data to enter an employment contract with you and to meet our obligations under your employment contract. For example, we need to process your data to provide you with an employment contract, to pay you in accordance with your employment contract and to administer relevant benefit, pension, and insurance entitlements.

In some cases, we need to process data to ensure that we are complying with our legal obligations. For example, we are required to check an employee’s entitlement to work in the UK, to deduct tax, to comply with health and safety laws and to enable employees to take periods of leave to which they are entitled. For certain positions, it is necessary to carry out criminal records checks to ensure that individuals are permitted to undertake the role in question.

We process your personal data for our legitimate interests to allow us to run as a charitable entity effectively and in pursuit of our objectives. When we process your personal information for our legitimate interests, we make sure to consider and balance any potential impact on you and your rights under data protection laws. We will always ensure that your personal data will not be used where our interests are overridden by the impact on you.

For the processing of special category data, we rely on Article 9 (2) (b), this permits employment, social security and social protection (if authorised by law).

Your information will be shared internally, including with members of the HR and Finance teams, your line manager, managers in the area in which you work, on-call managers and IT staff if access to the data is necessary for performance of their roles.

We also share your data with third parties to obtain pre-employment references from other employers and obtain necessary criminal records checks. When necessary for the performance of the employment contract, we also share your data with third parties that process data on its behalf, such as:

Peter Elsworthy and Moore (PEM) and https://platform.paydashboard.com/login – in connection with payroll

Xperience – in connection with IT support services

NHS Pensions and Scottish Widows – in connection with the provision of pensions

North West Anglia NHS Trust – in connection with the provision of Occupational Health services

Ucheck – in connection with criminal records checks

Lighthouse Group – in connection with the provision of benefits; specifically pension and death in service

Zurich Life Assurance – in connection with death in service

HM Revenue & Customs – in connection with tax purposes

Legal advisers/ insurers – in connection with any aspects of insurance, disputes or claims

CIPHR – in connection with HR record management

Bluestream – in connection with training records.

iRota – in connection with working rotas

Price Bailey – for audit purposes

We adopt appropriate data collection, storage, and processing practices, including the use of multifactor authentication for remote access, to safeguard your personal and transactional data from unauthorised access, alteration, disclosure, or destruction on our website and systems.

We have security procedures, rules and technical measures in place to protect your data. Your data will be kept in a secure environment with access restricted on a need-to-know basis.

We do not use any suppliers outside of the European Economic Area, if we were to enlist trusted suppliers who operate outside of the EEA, we would only share personal information if we were satisfied they have sufficient protections in place and they are complying with the applicable privacy laws.

The law gives you several rights to control your personal data when it is used by us:

The right to be informed – this privacy notice is part of your right to be informed

The right of access

The right to rectification

The right to erasure

The right to restrict processing

The right to data portability

The right to object

Rights in relation to automated decision making and profiling.

We will keep your information for as long as required to enable us to operate our services, but we will not keep your information for any longer than is necessary. We will take into consideration our legal obligations when determining how long we should retain your information. When we no longer need to retain your information, we will ensure it is securely disposed of, in line with our Data Retention Schedule.

The Arthur Rank Hospice website uses cookies to improve your experience while you navigate through the website. Out of these cookies, the cookies that are categorised as necessary are stored on your browser as they are essential for the working of basic functionalities of the website. We also use third-party cookies that help us analyse and understand how you use this website.

These cookies will be stored in your browser only with your consent. You also have the option to opt-out of these cookies. But opting out of some of these cookies may influence your browsing experience.

For more details, please see our Cookie Policy.