1. What personal and special category data do we collect and process about you?
'Personal data' means any information relating to you. During the Recruitment process, we will collect information relating to your identity, 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 collect Equal Opportunities Information in the Recruitment process. This information is purely for statistical analysis and monitoring purposes.
If you are employed by the hospice on any type of contract or as a 'Bank' worker, we will collect additional information as you commence employment and during the course of it. The types of information are set out in the list below. Please note that the examples are illustrative and not exhaustive.
Information about your identity and suitability to work for us
Name, signature, marital status, gender, nationality, your photo, references, interview notes, passport, visa, driving license, records of pre-employment checks including criminal record checks, results of pre-employment health screening and vaccination history.
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 details, National Insurance number, HMRC information (tax codes).
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 / IPRs.
Information relating to Disciplinary, Grievance or other employment related processes
Interview / meeting notes / reports / warnings / correspondence.
Information relating to performance concerns associated with potential controlled drug errors or to monitor employee conduct
Images captured by CCTV / access / utilisation reports.
Information to allow access to our buildings and systems
Employee number / computer access and authentication passwords / images captured by CCTV.
Information about your use of IT, Communications and other hospice systems
Access/utilisation reports
Information related to Safeguarding or Incident Management
There may be a requirement for us to share your information in regard to safeguarding or incident management, but we would always aim to discuss this with you first and only share what is necessary for safeguarding purposes.
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:
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, from IT Business systems and CCTV records and from a consultant in the event that they may be engaged in relation to any related process.
Information relating to Disciplinary, Grievance or other employment related processes
From you, other employees, from CCTV records and from any consultant engaged in the grievance or disciplinary process.
Information relating to performance concerns associated with potential controlled drug errors or to monitor employee conduct
Images captured by CCTV / access / utilisation reports.
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?
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:
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.
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.
- To monitor performance concerns related to potential controlled drug errors or employee conduct.
- Problem resolution.
- Compliance, auditing and reporting.
- Risk and Incident management.
- Safeguarding.
Security
- Physical access control.
- Prevention and detection of crime or misconduct.
- 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. Electronic copies of these are kept securely in your electronic employee file. 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, fulfil the requirements of your contract in terms of pay and benefits, training and to meet any statutory, legal or regulatory requirements.
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.