Colleague Privacy Notice

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

Members of the multi-disciplinary Hospice team with Carly Love (centre in black), Matron of Arthur Rank Hospice Charity’s Inpatient Unit.

Read more about the data we process and store

What information do we collect?

We collect and processes a range of information about you. This includes:

  • your name, address and contact details, including email address and telephone number, date of birth and gender
  • 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 sabbaticals, 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 appraisals, performance reviews, training you have participated in, performance improvement plans and related correspondence
  • information about medical or health conditions, including whether or not 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 (this is optional)
  • 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
  • for health and safety and / or risk assessment purposes during the Covid-19 pandemic additional information may be sought including for example details of any time spent overseas and risk factors in relation to Covid-19

We need to process data to enter into 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 its 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.

In other cases, we have legitimate interest in processing personal data before, during and after the end of the employment relationship. Processing employee data allows us 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

Some special categories of personal data, such as information about health or medical conditions, are processed to carry out employment law obligations (such as those in relation to employees with disabilities and for health and safety purposes).

Where we process other special categories of personal data, such as information about ethnic origin, sexual orientation, health or religion or belief, this is done for the purposes of equal opportunities monitoring.

Data is stored in a range of different places, including in your personnel file, in the HR management systems and in other IT systems (including Arthur Rank Hospice Charity’s email system).

Your information will be shared internally, including with members of the HR and Finance teams, your line manager, managers in the business 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 shares your data with third parties in order 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 – in connection with payroll
  • Riverlite – 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
  • Care-4 – in connection with the provision of childcare vouchers
  • Lighthouse Group – in connection with the provision of benefits; specifically pension and death in service
  • HM Revenue & Customs – in connection with tax purposes
  • Legal advisers/ insurers – in connection with any aspects of insurance, disputes or claims
  • SMI Staff. Care – in connection with HR record management and e-rostering
  • Training Tracker and e-learning for Healthcare – in connection with training records.

We undertake Privacy Impact Assessments when engaging with suppliers to check that their information governance practices are appropriate.

We will not transfer your data to countries outside the European Economic Area.

You have some obligations under your employment contract to provide us with data. In particular, you are required to report absences from work and may be required to provide information about disciplinary or other matters under the implied duty of good faith. You may also have to provide Arthur Rank Hospice Charity with data in order to exercise your statutory rights, such as in relation to statutory leave entitlements. Failing to provide the data may mean that you are unable to exercise your statutory rights.

Certain information, such as contact details, your right to work in the UK and payment details, have to be provided to enable us to enter a contract of employment with you. If you do not provide other information, this will hinder our ability to administer the rights and obligations arising as a result of the employment relationship efficiently.

Employment decisions are not based solely on automated decision-making.