Privacy Notice – Staff, Volunteers, Trustees and Contractors

What information do we collect about you?

When you apply for a role (staff, volunteer, trustee, bank or contract) at St Ann’s, we can collect your information from a number of sources. This will depend on how you have submitted your interest in working with us. The source of your information can be you, an online job website that you have signed up to, your recruitment consultant or referees that you have supplied for your application. We will keep records of your application and personal information in either paper or electronic forms. Details of the information we process include, but are not limited to:

Name and contact details e.g. address, telephone number and e-mail
Education and employment history
References and their contact details

If your application is successful, a copy of your application, supporting information and interview notes will be included in your HR file. At the time of job offer, we will also collect further information from you and hold it on your HR file, for example:

Forms of Identification
Proof of eligibility to work in the UK
Disclosure and Barring Service Checks
Credit and Fraud Checks
Occupational Health Assessments
Driving licence, vehicle registration and insurance documents
Equal Opportunities information
Emergency contacts
Bank details
National Insurance / Social Security Numbers
Pension details

At the start of your employment/service, you may be assigned user accounts that are required for your role; logs of your account details will be held by St Ann’s relating to your:

E-mail accounts
Telephone numbers
Application software accounts
Hardware assigned

During the term of your employment/service, information will be added to your HR records relating to your attendance, occupational health, professional development, performance management and conduct (including findings from investigation/grievance/disciplinary events should they occur).

Why do we process your information?

Your information is used for administration, management and organisational purposes, for example:

To keep a record of your application process, including screening and interviews to assess your suitability for the role and right to work in the UK
To be able to contact you throughout your application and term of employment/service
To send your contract and other necessary correspondence
To provide you with access to systems that are needed for your role
To be able to contact someone in the case of an emergency
To arrange workplace rotas
To pay you and provide you with benefits (if applicable)
To record your development, training, qualifications and professional registrations
To review your performance against organisational objectives
To provide any necessary support that you may need in order to perform your role
To perform budgeting and other general workforce management activities

We also need to process your information to ensure that we are complying with our legal obligations as an organisation, for example:

For proof of eligibility to work in the UK
To ensure the safety and security of our patients, staff/volunteers and the organisation, as we are working with vulnerable individuals
For taxation purposes
For insurance purposes
For compliance with the Equality Act 2010

We may also share your information with other organisations when we are required to do so by law, for example:

If we are sent a request from the Police under the Crime and Disorder Act 1998
If there is a need to protect and safeguard vulnerable children and adults
If we receive a formal order from a court acting in their judiciary capacity

How do we process your information lawfully?

In the Data Protection Act 2018 and the General Data Protection Regulations, processing of your personal information must be done fairly, lawfully and transparently. St Ann’s will only process information relating to you as long as there is a lawful basis in line with the legislation and it is necessary for us to do so. The following legal bases are commonly relied upon:

Contract – to provide you with an employment contract.
For the assessment of your working capacity and occupational health in line with our contracts with NHS Clinical Commissioning Groups.
Consent – to process your personal information when you apply to/and volunteer for St Ann’s Hospice.
Legal Obligation –
To ensure all staff are eligible to work in the UK in line with the Home Office Code of Practice on Preventing Illegal Working 2019
To ensure compliance with the Safeguarding Vulnerable Groups Act 2006
To ensure compliance with the Income Tax Act 2007
To ensure compliance with the Equality Act 2010
To manage your personal records in line with the Records Management for Health and Social Care 2016.

Which other organisations do we work with?

In order for St Ann’s to operate, we need to engage with other organisations for the provision of some services. The organisations that we work with must only act with our written approval, and must not sub-contract their services without our written consent. Examples of contracted services includes:

Occupational Health – we will work with Stepping Hill Hospital for Occupational Health services to ensure that our staff are happy, healthy and supported in the work place.
HR Services – the Access Select HR database is mostly used to manage annual leave and attendance.
Staff Conduct Checks – we work with the Disclosure and Barring Service during the recruitment process for the assessment of applicants. The hospice renews the checks every 3 years for staff and volunteers.
Payroll and other payments – Sage Payroll is used to process your monthly payments.
Insurance services – we work with an insurance company called DE Ford to resolve any insurance claims.
Employment Services – we sometimes work with ACAS to resolve disciplinary, grievance or other employment related disputes.
Training – we work with a learning provider for mandatory training called Nimble. Staff also access NHS mandatory training through an online database called Moodle.
Pensions – we work with other organisations to enrol you in pension schemes for example, Scottish Widows, NHS pension and Broadstone.
Incident Reporting – all incidents are recorded in an electronic database called Sentinel which is hosted by Vantage