Employee and Applicant Privacy Notice

As a result of a revision of the Data Protection Act 1988, the new General Data Protection Regulation requires Southey Green Medical Centre to ensure that our employees are aware of what personal data we hold on each employee, how we collect that data and with whom it is shared.

 

The Data Controller is: Southey Green Medical Centre

The Data Protection Officer is: The Practice Manager

 

Personal information held for each employee consists of your name, date of birth, marital status, National Insurance number, address, contact telephone numbers, your next of kin and a contact number for them, an email address and finally your bank details. Your personal information is used solely for the purposes of your employment (for example, your bank details are required in order that we may pay you by electronic banking).

Sharing your personal data

Sometimes we might share your personal data with various organisations and companies or our contractors and agents to carry out our obligations under our contract with you or for our legitimate interests. Examples include:

 

  • Payroll Providers (currently Computer Accounting Systems);
  • Sheffield Teaching Hospitals NHS FT (for Occupational Health records);
  • Clinical Commissioning Groups;
  •  Private companies are required as part of the processing of financial information required to properly run the business of the Surgery such as our accountants (Barber, Harrison & Platt));
  • The Health and Social Care Information Centre (HSCIC) for processing of statistical data on vacancies and post holder hours for example NHS England and Capita for the processing of GP Pay and Pensions.

 

We require these organisations and companies to keep your personal data confidential and secure and to protect it in accordance with the law and our policies. They are only permitted to process your data for the lawful purpose for which it has been shared and in accordance with our instructions.

This information is collected at the time you start your employment with Southey Green Medical Centre.  It is written on your Confidential Personnel Record and is held in a locked cabinet in the Practice Manager’s Office.

Please note, however, that next of kin details, email addresses and phone numbers are NOT shared with either of these providers.  These are for company use only, i.e. in the event of an emergency when we need to contact your next of kin. Personal information is NOT shared with anyone else outside of Southey Green Medical Centre

You have the right to access this information to ensure that it is accurate. Please let the Practice Manager know if you would like to do this. Please inform the Practice Manager if you change your name, address or contact telephone number(s) so that your personnel record may be updated.

  

Southey Green Medical Centre Job applicant privacy notice

Data controller: Practice Manager

As part of any recruitment process, the practice collects and processes personal data relating to job applicants and is committed to being transparent about how it collects and uses that data in line with data protection legislation.

What information does the practice collect at application stage?

The practice collects a range of information about you. This includes:

  • your name, address and contact details, including email address and telephone number;
  • details of your qualifications, skills, experience and employment history;
  • information about your current level of remuneration, including benefit entitlements;
  • whether or not you have a disability for which the practice needs to make reasonable adjustments during the recruitment process;
  • information about your entitlement to work in the UK.

The practice collects this information in a variety of ways, such as:

  • Application forms:
  • CVs or resumes;
  • Copies of your passport other identity documents;
  • Information collected through interviews or other forms of assessment.

If your application is successful we will also collect personal data about you from third parties, such as:

  • References supplied by former employers;
  • Information from employment background check providers and information from criminal records checks;
  • The practice may seek information from third parties only once a job offer to you has been made and will inform you that it is doing so.

Data will be stored in a range of different places, including:

  • Your application record;
  • IT systems (including email).

Why does the practice process personal data?

The practice needs to process data to take steps at your request prior to entering into a contract with you. It also needs to process your data to enter into a contract with you.

The practice needs to process data to ensure that it complies with its legal obligations such as being required to check a successful applicant's eligibility to work in the UK before employment starts.

The practice has a legitimate interest in processing personal data during the recruitment process and for keeping records of the process. Processing data from job applicants allows the practice to:

  • Manage the recruitment process;
  • Assess and confirm a candidate's suitability for employment;
  • Decide to whom to offer a job;
  • Respond to and defend against legal claims.

The practice will process health information if it needs to make reasonable adjustments to the recruitment process for candidates who have a disability. This is to carry out its obligations and exercise specific rights in relation to employment.  Where the practice processes other special categories of data, such as information about ethnic origin, sexual orientation, health or religion or belief, this is for equal opportunities monitoring purposes.

The practice is obliged to seek information about criminal convictions and offences in line with NHS Employers guidelines on criminal records checks, which you can read here.

Who has access to data?

Your information will be shared internally for the purposes of the recruitment exercise. This includes:

  • Interviewers involved in the recruitment process

How does the practice protect data?

The practice takes the security of your data seriously. Internal policies and controls are in place to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by our employees in the proper performance of their duties.

For how long does the practice keep data?

If your application for employment is unsuccessful, the practice will hold your data on file for no longer than six months after the end of the relevant recruitment process.  At the end of that period, your data is deleted or destroyed.

If your application for employment is successful a further Privacy Notice will be issued to you on commencement.

Your rights

As a data subject, you have a number of rights. You can:

  • access and obtain a copy of your data on request;
  • require the practice to change incorrect or incomplete data;
  • require the practice to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing;
  • object to the processing of your data where the practice is relying on its legitimate interests as the legal ground for processing.

If you would like to exercise any of these rights, please contact the practice.

If you believe that the practice has not complied with your data protection rights, you can complain to the Information Commissioner.