Generated privacy notice - for staff or volunteers

The Avenue Medical Centre staff / volunteers privacy notice

This privacy notice tells you what to expect us to do with your personal information when you work for us.

·         Contact details

·         What information we collect, use, and why

·         Lawful bases and data protection rights

·         Where we get personal information from

·         How long we keep information

·         Who we share information with

·         How to complain

 

Contact details

 

Post- Avenue Medical Centre, 51-53 Victoria Avenue, , MANCHESTER, , M9 6BA, GB

Telephone - 01617209441

Email - theavenuemedicalcentre@nhs.net

What information we collect and use, and why:

 

Staff recruitment, administration and management

We collect or use the following personal information as part of staff recruitment, administration and management:

·         Contact details (eg name, address, telephone number or personal email address)

·         Date of birth

·         National Insurance number

·         Gender

·         Photographs (eg staff ID card)

·         Copies of passports or other photo ID

·         Copies of proof of address documents (eg bank statements or bills)

·         Marital status

·         Next of kin or emergency contact details

·         Employment history (eg job application, employment references or secondary employment)

·         Education history (eg qualifications)

·         Right to work information

·         Details of any criminal convictions (eg DBS checks)

·         Political, conflict of interest or gift declarations

·         Security clearance details (eg basic checks and higher security clearance)

·         Performance records (eg reviews, disciplinary records, complaints or disciplinary action)

·         Training history and development needs

·         Monitoring employees’ IT use

·         CCTV footage or other recordings

 

Salaries and pensions

 

We collect or use the following personal information as part of managing salaries and pensions:

·         Job role and employment contract (eg start and leave dates, salary, changes to employment contract or working patterns)

·         Time spent working (eg timesheets or clocking in and out)

·         Expense, overtime or other payments claimed

·         Leave (eg sick leave, holidays or special leave)

·         Maternity, paternity, shared parental and adoption leave and pay

·         Pension details

·         Bank account details

·         Payroll records

·         Tax status

 

Staff health and wellbeing

We collect or use the following personal information for managing staff health and wellbeing:

·         General health and wellbeing information

·         Occupational health referrals and reports

·         Sick leave forms or fit notes (eg Statement of Fitness for Work from a GP or hospital)

·         Accident at work records

·         Access needs or reasonable adjustments

·         Protected Characteristics (as defined by the Equality Act and s.75 of the Northern Ireland Act for the purpose of equal opportunities monitoring)

 

Lawful bases and data protection rights

·         Your right of access - You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. Read more about the right of access.

·         Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. Read more about the right to rectification.

·         Your right to erasure - You have the right to ask us to delete your personal information. Read more about the right to erasure.

·         Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information. Read more about the right to restriction of processing.

·         Your right to object to processing - You have the right to object to the processing of your personal data. Read more about the right to object to processing.

·         Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. Read more about the right to data portability.

·         Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. Read more about the right to withdraw consent.

Our lawful bases for the collection and use of your data

Our lawful bases for collecting or using personal information as part of staff recruitment, administration and management are:

 

·         Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

·         Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

·         Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

·         Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:

 

For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.

 

·         Vital interests – collecting or using the information is needed when someone’s physical or mental health or wellbeing is at urgent or serious risk. This includes an urgent need for life sustaining food, water, clothing or shelter. All of your data protection rights may apply, except the right to object and the right to portability.

·         Public task – we have to collect or use your information to carry out a task laid down in law, which the law intends to be performed by an organisation such as ours. All of your data protection rights may apply, except the right to erasure and the right to portability.

 

Our lawful bases for collecting or using personal information as part of managing salaries and pensions are:

 

·         Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

·         Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

·         Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

·         Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:

 

For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.

 

Vital interests – collecting or using the information is needed when someone’s physical or mental health or wellbeing is at urgent or serious risk. This includes an urgent need for life sustaining food, water, clothing or shelter. All of your data protection rights may apply, except the right to object and the right to portability.

 

·         Public task – we have to collect or use your information to carry out a task laid down in law, which the law intends to be performed by an organisation such as ours. All of your data protection rights may apply, except the right to erasure and the right to portability.

Our lawful bases for collecting or using personal information as part of managing staff health and wellbeing are:

 

·         Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

·         Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

·         Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

·         Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:

 

For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.

 

·         Vital interests – collecting or using the information is needed when someone’s physical or mental health or wellbeing is at urgent or serious risk. This includes an urgent need for life sustaining food, water, clothing or shelter. All of your data protection rights may apply, except the right to object and the right to portability.

·         Public task – we have to collect or use your information to carry out a task laid down in law, which the law intends to be performed by an organisation such as ours. All of your data protection rights may apply, except the right to erasure and the right to portability.

 

Where we get personal information from

We collect your information from the following places:

·         Directly from you

·         Employment agency

·         Schools, colleges, universities or other education organisations

·         Referees (external or internal)

·         Security clearance providers

·         Occupational Health and other health providers

·         Pension administrators or government departments (eg HMRC and DWP)

·         Trade Unions

·         Staff benefit providers

·         Public sources (eg LinkedIn or other websites)

·         CCTV footage or other recordings

 

How long we keep information

We are required under UK tax law to keep your information and data for the full retention periods as specified by the UK Employment legislation as below

 

Business Function	Examples of Documents	Retention Period
	Training Records	Current year plus 2 years
	Candidate application forms/CVs and archiving documentation (of applicants who aren’t successful)	6 months post-date of recruitment decision
	DBS Data	With staff file
	Staff File	10 Years

 

For more information on how long we store your personal information or the criteria we use to determine this please contact us using the details provided above.

 

Who we share information with

In some circumstances, we may share information with the following organisations:

 

·         Training suppliers

·         HMRC

·         Employee benefit schemes

·         Health and benefit suppliers

·         External auditors

·         Suppliers and service providers

·         Professional consultants

 

Data processors

We use the following data processors for the following reasons:

Accountant

This data processor does the following activities for us: Payroll Management

HR Support

This data processor does the following activities for us: HR Records

GMSS

This data processor does the following activities for us: IT System and Smart Cards

 

How to complain

If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.

The ICO’s address: