Privacy Notice – Employee This notice explains the personal data we are processing about you and how and why we are doing so. Our identity and contact details The Camphill Village Trust Limited (CVT) is a national charity and social care provider. We can be contacted by writing to The Kingfisher offices, 9 Saville Street, Malton, North Yorkshire, YO17 7LL, emailing trustoffice@cvt.org.uk, or telephoning during office hours 01653 228322. We do not have a Data Protection Officer but our data & privacy officer can be contacted at dpo@cvt.org.uk. Why we process your personal data Description of the data involved Full name, address, gender, title, signature, date of birth.
Bank details.
Why we process it (the purpose) For identification for employment records and to pay you through payroll and provide Real Time Information to HMRC. To pay you through payroll and provide Real Time Information to HMRC. To pay you.
Next of kin’s name, contact number, address, relationship.
So that we can contact them on your behalf in case of an emergency.
Tax code, tax reference number and NI number.
Copies of attachment of To set up deductions through orders, e.g. for student loans payroll. They are legally or deductions of child support. binding orders and we are instructed to make these deductions through payroll, by Her Majesty’s Courts Service (HMCS). Pension payments. To set up pension auto-‐ enrolment with People’s Pension and process pay.
The legal basis for processing Necessary for the performance of a contract to which you are subject. Necessary to comply with a legal obligation to which we are subject. Necessary for the performance of a contract to which you are subject. Necessary for the purposes of the legitimate interests pursued by us.
Necessary to comply with a legal obligation to which we are subject.
Necessary to comply with a legal obligation to which we are subject.
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Copies of identification and verification documents and personal information from your pre-‐commencement checks to confirm right to work and to verify qualifications and to obtain DBS eg. passport, UK Biometric residence permit, birth certificate, marriage certificate, driving licence, DBS certificate number.
To evidence have carried out pre-‐commencement and checks required by law and by CQC regulations and to protect the charity.
References obtained during pre-‐commencement checks and also provided by us.
To evidence we have carried out appropriate pre-‐ commencement checks required by CQC regulations and to protect the charity. At your request to provide references to prospective employers.
Documents and personal information required for DBS renewal and retention of DBS certificate number.
Photos
Copies of driving licence, insurance and MOT
Name, job title and details of your driving licence and other
Necessary to comply with a legal obligation to which we are subject. Necessary for the purposes of the legitimate interests pursued by us.
Necessary to comply with a legal obligation to which we are subject. Necessary for the purposes of the legitimate interests pursued by us. Your consent. To obtain a refresher of your Necessary to comply with a DBS periodically. legal obligation to which we are subject. Necessary for the purposes of the legitimate interests pursued by us. To have on your personnel file Necessary for the purposes of to meet with commissioner the legitimate interests expectations. Used in a variety pursued by us. of work context eg. to use for security cards, to use for 365 profile to use for In/Out boards, to use in easy read documents with people we support, to use in community newsletters and In Brief. With your consent to use for Your consent. external publicity. To confirm your eligibility to Necessary for the performance drive company vehicles and to of a contract to which you are drive your own vehicle on subject. charity business as part of your work with us. Provided to CVT’s insurance Necessary for the purposes of company in the event of a the legitimate interests 2
information
claim involving one of our vehicles and/or other insurance claims. Selection records eg. interview To keep a record of your notes. interview to demonstrate that you were appropriately selected for the role that you are employed for and to address any areas of development. The retention of interview records is an expectation of some local authority commissioners. Supervision and annual To keep a record of reviews supervisions and annual reviews to record your progress with us and any concerns you or we have with your performance so that we can address any issues. To evidence we have carried out supervisions as required by CQC regulations and contracts with commissioners. Training records, including To keep a record of your training and qualification training and qualifications and certificates, learning & training needs and support the development plans, course attainment of relevant work, assessments and related qualifications. To evidence training materials, attendance that we have fulfilled training records. and qualification requirements to fulfil CQC and commissioner regulatory and contractual expectations. Medical and sickness records To monitor and record your including fit notes, return to absence from work and to look work interview records, after your health and occupational health wellbeing and consider correspondence and reports, reasonable adjustments to medical reports and your job role or working correspondence, self-‐ arrangements, if required. It is certification forms. a legal requirement to obtain fit notes and self-‐certification forms to pay you statutory sick pay. General correspondence by To communicate with you letter, email and text etc and about your employment and general record-‐keeping. to communicate with you and
pursued by us. Necessary to comply with a legal obligation to which we are subject.
Necessary for the purposes of the legitimate interests pursued by us. Necessary to comply with a legal obligation to which we are subject.
Necessary for the purposes of the legitimate interests pursued by us. Necessary to comply with a legal obligation to which we are subject.
Necessary for the purposes of the legitimate interests pursued by us. Necessary to comply with a legal obligation to which we are subject.
Necessary for the purposes of the legitimate interests pursued by us. 3
maintain records in the ordinary course of your work with us. Concerns (disciplinary, We keep a record of any grievance) – any associated meeting notes and letters letters, meeting notes, about any disciplinary, and fact finding reports. grievances or whistleblowing concerns on your personal file, if relevant for the specified period of time. Incident/accident records To keep a record of any incidents and accidents that you may have had or been involved in any way. This is a legal requirement under the Health and Safety at Work Regulations. This is a legal requirement for an accident reportable under RIDDOR regulations. This is necessary for our insurers. Annual leave and absence This information is kept to records. record when you are absent from work and to ensure that you receive your statutory entitlement to annual leave. This is to demonstrate we have provided the statutory and contractual annual leave entitlement. Maternity and paternity To pay and evidence payment records of statutory maternity/paternity payments and fulfilment of rights to leave and return to work etc. Duty rotas, on-‐call records and Duty rotas are kept on file for handover sheets and other record of who was on duty and records relating to your work. who covered on call and supports payment, evidences working time and who was providing care. The handover sheets are kept in each house to record details about what happened during
Necessary for the purposes of the legitimate interests pursued by us.
Necessary for the purposes of the legitimate interests pursued by us.
Necessary to comply with a legal obligation to which we are subject. Necessary for the performance of a contract to which you are subject.
Necessary to comply with a legal obligation to which we are subject. Necessary to comply with a legal obligation to which we are subject. Necessary for the performance of a contract to which you are subject. Necessary for the purposes of the legitimate interests 4
Team meeting minutes
duty and what the next employee(s) on duty need to be aware of. This information is retained on record in case of any concerns regarding people we support. Your name is likely to be on other records relating to your work. Copies of team meetings minutes are kept on file to keep a record of discussions, issues and action taken to support staff and people we support. It is necessary to keep these records to demonstrate discussions that effect the care and support we provide to individuals.
pursued by us.
Necessary for the purposes of the legitimate interests pursued by us.
If the legal basis for our processing is your consent, you can withdraw that consent at any time by emailing dpo@cvt.org.uk or the recruitment team at recruitment@cvt.org.uk. We do not normally use automated decision-‐making but if we do we would tell you. Where we obtain your personal data from Personal data is normally provided by you. If we may receive personal data about you from other people or organisations we will set this out below: Description of the personal data and who we may receive it from Most personal data is provided by you. Qualification and training bodies may provide verifications of training. The Disclosure & Barring Service will provide details of your criminal record (including in most cases spent convictions, information from the police national computer and barring information). Other employees may provide information about you in the case of a concern; through letter, email or witness statements.
At times, we may further process personal data we have already collected. We only do this if the new purpose for the processing is compatible with the original purpose that the data was collected for or we have first told you why we now need to process that personal data. Who we might share your personal data with Who we might share with 5
Internally with Human Resources and admin staff, your line manager and payroll staff. Externally for sufficient information to identify you with the Pension schemes. Externally if legally required from orders and mandates from government agencies, criminal proceedings. Externally to The Disclosure & Barring Service. Externally to the local authority, police and CQC, in the case of a safeguarding case. Externally to your GP, Occupational health, with your consent. Externally to prospective new employees to provide a reference, with your consent. Externally to our insurance company or your insurance company in the event of an insurance claim. Externally to the HSE, in the event of an accident. Safeguarding your personal data We will only process personal data outside of the EU where we are sure there is an adequate level of protection or there are appropriate safeguards in place. If this is the case, we will provide the details below: Details of transfer -‐ How long we keep your personal data Our retention periods take into account legal requirements and practical considerations, please see our retention policy: www.cvt.org.uk/retention Your rights as a data subject You have the following rights: to be informed how your data is processed, to gain access to your personal data, to have errors or inaccuracies corrected, to have your personal data erased in some limited circumstances, to object to the processing for marketing purposes or when the processing is based on the public interest or other legitimate interests, to restrict the processing of your personal data in limited circumstances, to obtain a copy of some of your data in a commonly used electronic form in some limited circumstances, and rights around how you are affected by any profiling or automated decisions. You have the right to complain to the ICO about the way in which we process your personal data. Please see the further information provided: www.cvt.org.uk/privacyrights or visit the Information Commissioner’s Office website www.ico.org.uk. If you wish to exercise any right, or for any queries you may have, or if you wish to make a complaint, please contact us at dpo@cvt.org.uk. 6