Staff and Prospective Employees Privacy Notice

1.What personal and special category data do we collect and process about you?

During the Recruitment process, we will collect information relating to your previous employment, education and training and other information included in an application form, CV or covering letter or as part of the application process. This will include information required to contact you by phone, email or by post and extend to copies of "Right to Work" documentation and references.  We also seek to collect personal and special category data on our Equal Opportunities Monitoring Form, completion of which is optional.

If you are employed by the hospice on any type of contract or as a member of "Bank" staff, we will collect additional information as you commence employment and during the course of it. The types of information are set out in the table below. Please note that the examples are illustrative and not exhaustive.

Type of information

 

Examples

 

Information about your  identity and suitability to work for us

 

References, Interview notes, Passport, Visa, Driving License, records of pre-employment checks including criminal record checks and results of pre-employment health screening.

 

Information about your offer of employment with the hospice

 

Offer letters, acceptance forms, contract of employment.

 

Information about who to contact in the event of emergency

 

Name, address, phone, email details and their relationship to you.

 

Information needed to pay you

 

Bank Account, National Insurance number.

 

Information needed to provide you with benefits and other entitlements

 

Beneficiary details, pension information, length of service information.

 

Information relating to travel for work

 

Driving License, vehicle registration, insurance and MOT records. Expense forms.

 

Attendance records and details of Sickness Absence

 

Timesheets, leave requests, Return to Work forms, Fit Notes, Occupational Health reports. This can include special category data relating to physical and mental health.

 

Information relating to your performance at work

 

Performance Reviews / Performance Improvement Plans / Notes of 1:1s.

 

Information relating to Disciplinary, Grievance or other employment related processes

 

Interview / meeting notes/ reports / warnings / correspondence.

 

Information to allow access to our buildings and systems

 

Employee number / computer access and authentication  passwords / photographs.

 

Information about your use of IT, Communications and other hospice systems

 

Access/utilisation reports

 

Use of social media

 

Details of your use of business related social media and, in very limited circumstances, public social media.

 

2.How do we collect your personal information?

During the application process, all the information comes from documentation and correspondence from you, including proof of the right to work in the UK. Following an offer of employment, the majority of information is provided by you but additional information is also provided by referees and, where required, by the Disclosure and Barring Service and the Home Office. During the course of employment, other types of information are collected as follows:

Type of information

 

How the information is collected

 

Information needed to provide you with benefits and other entitlements

 

From you and from our pension fund providers and administrators.

 

Attendance records and details of Sickness Absence

 

From you, your doctors and other medical and occupational health professionals.

 

Information relating to your performance at work

 

From you, from other employees and from a consultant in the event that they make be engaged in relation to any related process.

 

Information relating to Disciplinary, Grievance or other employment related processes

 

From you, other employees and from any consultant engaged in the grievance or disciplinary process.

 

Information about your use of IT, Communications and other hospice systems

 

Automated monitoring of websites and other technical systems such as computer networks, CCTV and access control systems, email, internet, phone systems.

 

Use of social media

 

From relevant websites and applications.

 

3.Why do we process your personal information?

We need to collect and use your personal information for a number of purposes. These may include the following examples. Please note that these are illustrative and not exhaustive.

Purpose for which we need your personal information

 

Examples

 

Recruitment

 

  • To carry out a fair and effective recruitment process.
  • To assess suitability to work for the hospice.
  • To process applications, arrange interviews and make informed selection decisions.
  • To verify information provided by applicants.
Human Resources (HR), Finance and other business administration processes.

 

  • Staffing, including resource management, recruitment, termination and succession planning.
  • Budgetary and financial planning and administration.
  • Compensation, payroll and benefits  planning and administration.
  • Workforce development and training.
  • Performance management.
  • Problem resolution.
  • Compliance and reporting.
  • Risk management.
Security

 

  • Physical access control.
  • Prevention and detection of crime.
  • Protection of networks and personal data against unauthorised access or leakage.
  • Protection of confidential information.
IT Administration

 

  • IT systems access control and use monitoring.
  • IT fault reporting, management and resolution
  • Systems administration, support, development, management and maintenance.

4. What are our legal grounds for processing your personal information?

We process your personal information in order to comply with our legal obligations and to carry out the activities necessary to perform the employment contract.

5. What are our legal grounds for processing your special category data?

We process your special category data in accordance with the obligations and rights related to employment.

6. What would happen if we did not collect and process your personal information?

We would not be able to comply with our legal obligations or meet the requirements of the employment contract.

7. What do we do with any personal information that is provided by third parties?

We may receive information in the form of employment references, Fit Notes and Occupational Health reports. Paper copies of these are kept in your confidential personal file in the HR Department. Dates and reasons for absence stated in a Fit Note are recorded on the HR database.

8. Who do we share your personal information with?

The hospice shares your personal information with third parties in order to carry out employment checks, obtain medical advice where necessary and to fulfil the requirements of your contract in terms of pay and benefits.

9. How to contact us:

Please contact us if you have any questions about this privacy notice or the information we hold about you. If you wish to contact us, please send an email to: data.protection@stpetershospice.org or write to us at: Data Protection, St Peter’s Hospice, Charlton Road, Brentry, Bristol, BS10 6NL.