The list below shows the main categories of personal data we may collect:
• Personal identifiers i.e. name, home address, personal telephone number/e-mail address.
• Date of birth.
• Driving licence number (if applicable).
• Marital status.
• Emergency contact information.
• Criminal record information.
• Information relating to your health.
• Photograph (for identification purposes stored on the HR Database* and/or for the issue of a Smartcard).
• Documents evidencing your right to work in the UK.
• Bank account details and national insurance number.
• Documents gathered during recruitment i.e. cv, application form, references, qualifications.
• Documents relating to professional memberships, insurance, essential qualifications, statutory and mandatory training and revalidation.
• General employment records including details of training, disciplinary and grievance matters, benefits, holiday, other absences, employment contract, performance records (including appraisals).
• Information gathered through the Hospice's monitoring of its IT systems and CCTV recording.
• Personal data which you otherwise voluntarily provide, e.g. ethnicity*, religion*.
Please note: This list is not exhaustive and we will update it periodically to reflect any major changes.
Most of the personal data we process is collected directly from you i.e. through CV’s, application forms, passport or other identity documents or during meetings held with you. We may also receive personal information indirectly from third parties, such as:
• Previous employers when taking up references.
• Medical professionals to assess health before and during employment.
• The Disclosure & Barring Service (Criminal Record Information) to meet our legal obligations in relation to working in an environment with vulnerable adults and/or children.
Special Category Data: Some personal data is considered highly sensitive and is subject to additional safeguards. The Hospice aims to limit the special categories of personal data which it processes as follows:
• Health Information
The Hospice may process information about an employee's physical or mental health in compliance with its obligations in connection with employment, in particular:
• To administer sick pay entitlements.
• To comply with obligations owed to disabled employees.
• To comply with patient care, health regulatory and health and safety obligations.
• To maintain a sickness absence record.
• To obtain health advice and support from our external Occupational Health Service Provider.
All health information is confidential and it will only be shared internally where there is a specific and legitimate purpose to do so. We have implemented appropriate physical, technical, and organisational security measures to secure your personal data against accidental loss and unauthorised access, use, alteration, or disclosure.
• Disclosure and Barring checks/information (DBS)
Given the nature of our organisation, DBS requirements apply to most employees.
We are required to carry out DBS checks for roles as described in the Criminal Records policy. In all cases, we carry out the checks in line with the applicable law.
DBS checks will be repeated periodically during the course of employment in line with Hospice protocols.
We will always treat DBS information as confidential and it will only be shared internally where there is a specific and legitimate purpose to do so. We have implemented appropriate physical, technical, and organisational security measures to secure your personal data against accidental loss and unauthorised access, use, alteration, or disclosure.
DBS information will be stored in compliance with DBS rules. DBS information will typically be retained for a maximum period of 6 months or until the next CQC inspection, whichever is the longer, although the date, certificate number, level of check and outcome will remain on the employee's record.
• Equal Opportunities Monitoring
The Hospice is committed to providing equal opportunities for employment and progression to all of its employees and from time to time we will process information relating to ethnic origin, race, nationality, sexual orientation and disability, alongside information relating to gender and age, for the purposes of equal opportunities monitoring and gender pay gap reporting.
We have implemented appropriate physical, technical, and organisational security measures designed to secure your personal data against accidental loss and unauthorised access, use, alteration, or disclosure.
In addition, this monitoring will always take place in accordance with appropriate safeguards as required under applicable law, including:
• The provision of information relating to ethnic origin, race, nationality, sexual orientation and disability for the purposes of monitoring will be voluntary and processed for this purpose only.
• The monitoring will be conducted on the basis of using anonymised data so individual employees cannot be identified.