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St Rocco's Hospice
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Privacy Notice - Employees, Volunteers, Workers and Contractors
St Rocco’s Hospice (the hospice) collects and processes personal information, or personal data, relating to its employees, volunteers, other workers, such as student doctors and nurses, and contractors to manage the working relationship. This personal information may be held by the hospice on paper or in electronic format.
The hospice is committed to being transparent about how it handles, protects the privacy and security of your personal information and to meet its data protection obligations under the UK General Data Protection Regulation (UKGDPR) and the Data Protection Act 2018. The purpose of this privacy notice is to make you aware of how and why we will collect and use your personal information both during and after your working relationship with the hospice. We are required under the GDPR to notify you of the information contained in this privacy notice.
We also explain your rights and how to contact us.
This privacy statement aims to tell you what we will do with your information and to give you the opportunity to opt-out of the use of your data for limited purposes in this manner should you not consent.
This privacy notice explains:
This privacy notice applies to all current and former employees, volunteers, other workers and contractors. It is non-contractual and does not form part of any employment contract, casual worker agreement, consultancy agreement or any other contract for services.
Data protection principles
There are six data protection principles with which the hospice must comply. The hospice is responsible for and must be able to demonstrate compliance with these principles. This is called accountability.
The principles provide that the personal information we hold about you must be:
Who we are
Within the context of this privacy notice ‘we’, ‘us’, ‘our’ and ‘the hospice’ refers to:
St. Rocco’s Hospice, which is a charitable company registered in England and Wales as a company limited by guarantee under company number 1565543 and with charity registration number 511592.
St Rocco’s Hospice is the data controller in respect of all personal data collected on our Website and is also the registered data controller in respect of all other personal data collected.
Our registered office is: Lockton Lane, Warrington, WA5 0BW
What personal information we may collect about you
Personal information is any information about an individual from which that person can be directly, or indirectly, identified. It does not include anonymised data, i.e. where all identifying data particulars have been removed.
There are also special categories of personal information, which requires a higher level of protection because it is of a more sensitive nature. The special categories of personal information comprise information about an individual’s racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, health, sex life or sexual orientation and genetic and biometric data.
The hospice collects, uses and processes a range of personal information about you. Dependent on whether you are an employee, volunteer, other worker or contractor, this may include:
Please be aware that Closed Circuit Television (CCTV) is operated in and around the hospice site for security purposes so you may appear in video footage.
The hospice may also collect, use and process the following special categories of your personal information:
How we collect your personal information
The hospice may collect personal information about employees, volunteers, other workers and contractors in a variety of ways. It is collected during the recruitment process, either directly from you or sometimes from a third party such as an employment agency.
We may also collect personal information from other external third parties, such as references from former employers, information from background check providers, information from credit reference agencies and criminal record checks from the Disclosure and Barring Service (DBS).
We will also collect additional personal information throughout the period of your working relationship with us. This may be collected in the course of your work-related activities.
Whilst some of the personal information you provide to us is mandatory and/or is a statutory or contractual requirement you may be asked to provide some of it to us on a voluntary basis. We will inform you whether you are required to provide certain personal information to us or if you have a choice in this.
Your personal information may be stored in different places, including in your personnel file, in the hospice’s HR management system and in other IT systems such as e-mail and Payroll.
How we may use your personal information
We will only use your personal information when the law allows us to. These are known as the legal bases for processing. We will use your personal information in one or more of the following circumstances:
We may also occasionally use your personal information where we need to protect your vital interests or someone else’s vital interests.
We sometimes need all the types of personal information listed under “What personal information we may collect about you” primarily to enable us to perform our contract with you and to enable us to comply with our legal obligations. In some cases, we may also use your personal information where it is necessary to pursue our legitimate interests (or those of a third party) provided that your interests or your fundamental rights and freedoms do not override our interests.
Our legitimate interests include: performing or exercising our obligations or rights under the direct relationship that exists between the hospice and you as its employee, volunteer, other worker or contractor; pursuing our business by employing (and rewarding) employees, volunteers, other workers and contractors; performing effective internal administration and ensuring the smooth running of the business; ensuring the security and effective operation of our systems and network; protecting our confidential information; and conducting due diligence on employees, volunteers, other workers and contractors.
We believe that you have a reasonable expectation, as our employee, volunteer, other worker or contractor, that we will process your personal information.
The purposes for which we are processing, or will process, your personal information are to:
Please note that we may process your personal information without your consent, in compliance with these rules, where this is required or permitted by law.
What if you fail to provide personal information?
If you fail to provide certain personal information when requested or required, we may not be able to perform the contract we have entered into with you, or we may be prevented from complying with our legal obligations. You may also be unable to exercise your statutory or contractual rights.
How we may use your sensitive personal information
We will only collect and use your sensitive personal information, which includes special categories of personal information when the law allows us to.
Some special categories of personal information, i.e. information about your health or medical conditions and trade union membership is processed so that we can perform or exercise our obligations or rights under employment law or social security law and in line with our data protection policy.
Information about health or medical conditions may also be processed for the purposes of assessing the working capacity of an employee or medical diagnosis, provided this is done under the responsibility of a medical professional subject to the obligation of professional secrecy, e.g. a doctor, and again in line with our data protection policy.
We may also process these special categories of personal information where we have your explicit written consent. In this case, we will first provide you with full details of the personal information we would like and the reason we need it, so that you can properly consider whether you wish to consent or not.
It is entirely your choice whether to consent. Your consent can be withdrawn at any time.
The purposes for which we are processing, or will process, these special categories of your personal information are to:
When the hospice processes other special categories of personal information, i.e. information about your racial or ethnic origin, religious or philosophical beliefs and sexual orientation, this is done only for the purpose of equal opportunities monitoring and in line with our data protection policy. Personal information that the hospice uses for these purposes is either anonymised or collected with your explicit written consent, which can be withdrawn at any time. It is entirely your choice whether to provide such personal information.
We may also occasionally use your special categories of personal information, where it is needed for the establishment, exercise or defence of legal claims.
Change of purpose
We will only use your personal information for the purposes for which we collected it. If we need to use your personal information for a purpose other than that for which it was collected, we will provide you, prior to that further processing, with information about the new purpose, we will explain the legal basis which allows us to process your personal information for the new purpose and we will provide you with any relevant further information. We may also issue a new privacy notice to you.
Whether we disclose this information to anyone else
Your personal information may be shared internally within the hospice, including with members of the HR department, payroll staff, your line manager, other managers in the department in which you work and IT staff if access to your personal information is necessary for the performance of their roles.
The hospice may also share your personal information with third-party service providers (and their designated agents), including:
The hospice may also share your personal information with other third parties in the context of a potential sale or restructuring of some or all of its business. In those circumstances, your personal information will be subject to confidentiality undertakings
We may also need to share your personal information with a regulator e.g. Care Quality Commission, or to otherwise comply with the law.
We may share your personal information with third parties where it is necessary to administer the contract we have entered into with you, when we need to comply with a legal obligation, or when it is necessary for our legitimate interests (or those of a third party.)
How the hospice protects your personal information
The hospice has put in place measures to protect the security of your personal information. It has internal policies, procedures and controls in place to try to prevent your personal information from being accidentally lost or destroyed, altered, disclosed or used or accessed in an unauthorised way. In addition, we limit access to your personal information to those employees, volunteers, other workers and contractors and other third parties who have a business need to know in order to perform their job duties and responsibilities.
Where your personal information is shared with third-party service providers, we require all third parties to take appropriate technical and organisational security measures to protect your personal information and to treat it subject to a duty of confidentiality and in accordance with data protection law. We only allow them to process your personal information for specified purposes and in accordance with our written instructions and we do not allow them to use your personal information for their own purposes.
The hospice also have in place procedures to deal with a suspected data security breach and we will notify the Information Commissioner’s Office (or any other applicable supervisory authority or regulator) and you of a suspected breach where we are legally required to do so.
How long the hospice keeps your personal information
The hospice will only retain your personal information for as long as is necessary to fulfil the purposes for which it was collected and processed, including for the purposes of satisfying any legal, tax, health and safety, reporting or accounting requirements.
The hospice will generally hold your personal information for the duration of your employment or engagement. The exceptions are:
Once you have left employment or your engagement has been terminated, we will hold your personal information for a period not less than one year after the termination of your employment or engagement, but this is subject to: (a) any minimum statutory or other legal, tax, health and safety, reporting or accounting requirements for particular data or records, and (b) the retention of some types of personal information for up to six years to protect against legal risk, e.g. if they could be relevant to a possible legal claim in a tribunal, County Court or High Court.
To determine the appropriate retention period for personal data, we follow the Records Management Code of Practice for Health and Social Care 2016, which is a guide to use in managing records, based on current legal requirements and professional best practice.
You can see this at: https://digital.nhs.uk/data-and-information/looking-after-information/data-security-and-information-governance/codes-of-practice-for-handling-information-in-health-and-care/records-management-code-of-practice-for-health-and-social-care-2016
From this, the hospice has created an Information Management Policy.
We will hold payroll, wage and tax records (including salary, bonuses, overtime, expenses, benefits and pension information, National Insurance number, PAYE records, tax code and tax status information) for six years after the termination of your employment or engagement. Overall, this means that we will “reduce” the file of personal information that we hold on you one year after the termination of your employment or engagement, so that we only continue to retain for a longer period what is strictly necessary.
Personal information which is no longer to be retained will be securely and effectively destroyed or permanently erased from our IT systems. In addition, we will require third parties to destroy or erase such personal information where applicable.
In some circumstances, we may anonymise your personal information so that it no longer permits your identification. In this case, we may retain such information for a longer period.
Your choices regarding the information you provide to us
You can change your mind about whether or how you wish to receive information at any time.
You can advise us that you wish to change your preferences by using any of the methods shown in the section ‘How to Contact Us’ below.
Employees can update or correct their personal data by using the hospice online HR portal.
We encourage you to update promptly your personal data if it changes. If you are providing updates or corrections about another person, we may require you to provide us with proof that you are authorised to provide that information to us.
Your rights in connection with your information
It is important that the personal information we hold about you is accurate and up to date.
Please keep us informed if your personal information changes, e.g. you change your home address and contact details, during your working relationship with the hospice so that our records can be updated. The hospice cannot be held responsible for any errors in your personal information in this regard unless you have notified us of the relevant change.
As a data subject, you have a number of statutory rights. Subject to certain conditions, and in certain circumstances, you have the right to:
If you wish to exercise any of these rights, please let us know – see the section ‘How to Contact Us’ below.
We may need to request specific information from you in order to verify your identity and check your right to access the personal information or to exercise any of your other rights. This is a security measure to ensure that your personal information is not disclosed to any person who has no right to receive it.
In the limited circumstances where you have provided your consent to the processing of your personal information for a specific purpose, you have the right to withdraw your consent for that specific processing at any time. However, this will not affect the lawfulness of processing based on your consent before its withdrawal.
Once we have received notification that you have withdrawn your consent, we will no longer process your personal information for the purpose you originally agreed to, unless we have another legal basis for processing. If you wish to exercise any of these rights, see the section ‘How to Contact Us’ below.
How to Contact Us
Website: Go to the ‘Contact Us’ page on our Website (www.stroccos.org.uk/)
Mail: Write to us at: St. Rocco’s Hospice, Lockton Lane, Warrington, WA5 0BW
Phone: 01925 575780
If you wish to withdraw your consent or exercise any of your data rights, please contact either the:
If you have any questions about this privacy notice, please contact our Data Protection Officer on email: firstname.lastname@example.org
Additional Contact Information
If you believe that the hospice has not complied with your data protection rights, you have the right to make a complaint to the Information Commissioner’s Office (ICO) at any time. The ICO is the UK supervisory authority for data protection issues.
The ICO contact details are: https://ico.org.uk/
Helpline: 0303 123 1113
(local rate – calls to this number cost the same as calls to 01 or 02 numbers).
Live chat: allows you to have an online conversation with someone at the ICO.
Email: To ask the ICO something by email, just fill in the form at:
Transferring personal information outside the European Economic Area
The hospice will not transfer your personal information to countries outside the European Economic Area.
Data Protection Impact Assessments
Under UK GDPR regulations the hospice is required to carry out a Data Protection Impact Assessment (DPIA) when undertaking new projects which involve the processing of personal data. Completing a DPIA helps us to identify any data risks at an early stage and to take steps to minimise these risks as part of the project development process.
A Data Protection Impact Assessments was completed for the following project during 2020/21:
If you Have any questions about DPIAs, please contact our Data Protection Officer on email: email@example.com
Automated decision making
Automated decision making occurs when an electronic system uses your personal information to make a decision without human intervention.
We do not carry out any automated decision making and, as such, no employment decisions will be taken about you based on automated decision making.
Changes to this privacy notice
The hospice reserves the right to update or amend this privacy notice at any time, including where the hospice intend to further process your personal information for a purpose other than that for which the personal information was collected or where we intend to process new types of personal information. We will issue you with a new privacy notice when we make significant updates or amendments. We may also notify you about the processing of your personal information in other ways.
We might also occasionally send this information in the post. You can update your contact preferences at any time by emailing firstname.lastname@example.org or phoning 01925 575780. We promise to respect your privacy and that the data we gather and hold is managed in accordance with the Data Protection Act 2018. For more information please see our Privacy Notice.