Care4All Staff Privacy Notice

About us
1.1 This privacy notice applies to all employees including permanent, temporary and relief/bank staff, volunteers and trustees’ personal information processing activities carried out by Care4all.
1.2 Care4all is a data controller in respect of personal information that we process in connection with our employee’s. In this notice, references to “we”, “us” or “our” are references to Care4all. Where we refer to ‘you’ or ‘your’ we are referring to our employees and trustees.
1.3 Our principal address is Grant Thorold Library, Durban Road, Grimsby, North East Lincolnshire, DN32 8BX.
1.4 We respect individuals’ rights to privacy and to the protection of personal information. The purpose of this Privacy Notice is to explain how we collect and use personal information in connection with our business. “Personal information” means information about a living individual who can be identified from that information (either by itself or when it is combined with other information). We may update our Privacy Notice from time to time. When we do we will communicate any changes to you and publish the updated Privacy Notice on our website. We would encourage you to visit our website regularly to stay informed of the purposes for which we process your information and your rights to control how we process it.

Why we hold your personal data
2.1 We are required to hold your personal data for various legal and practical purposes, without which we would be unable to employ you. Holding your personal data enables us to meet various administrative and legal obligations (eg for tax purposes).
2.2 We may also process your personal information in other circumstances, provided you have given your consent for us to do so.

How we obtain information
3.1 Your information is made up of all the personal information we collect and hold about you. It includes:
a) information you provided when applying for your job;
b) information provided by third parties such as Her Majesties Revenue and Customs
c) information generated in the course of your employment.

The information we process
4.1 We collect and process various categories of personal information at the start of, and for the duration of, your employment with us. We will limit the collection and processing of information to information that is necessary to achieve one or more legitimate purposes as identified in this notice. Personal information may include:
a) basic personal information, including name and address, date of birth and contact details; b) photographs of you;
c) contact information for your next of kin;
d) information related to the prevention and detection of crime and the safety of employees such as CCTV recording
e) your visa requirements; copies of passports, visas, and other documents required to ensure compliance with Home Office requirements
f) details of your education and qualifications;
g) your application and curriculum vitae;
h) details of your career;
i) references;
j) your contract of employment;
k) performance reviews;
l) disciplinary, grievance and capability procedures;
m) accidents at work; and
n) training provided.

4.2 We may also process certain special categories of information. This may include:
a) information about racial or ethnic origin;
b) religious or philosophical beliefs;
c) physical or psychological health details or medical conditions;
d) criminal records.

Communications with you
5.1 Communications to you may be sent by post, telephone/mobile phone or an email address.

Sharing with third parties
6.1 We will not share your information with anyone outside Care4all except:
a) where we have your permission;
b) where we are required by law and by law enforcement agencies, judicial bodies, government entities, tax authorities or regulatory bodies;
c) with third parties providing services to us, such as software providers;
d) with third-parties such as those listed as next of kin
e) in anonymised form as part of statistics or other aggregated data shared with third parties;
f) where permitted by law, it is necessary for our legitimate interests or those of a third party, and it is not inconsistent with the purposes listed above, or
g) where we believe by not sharing the information, physical, emotional or mental harm may be caused to you or a third party.
6.2 If you ask us to, we will share information with any other third party.
6.3 Care4all will not share your information with third parties for their own marketing purposes without your permission.

How long we keep your data
7.1 Retention periods for records are normally for up to six years after your employment with us ends.
7.2 Retention periods may be changed from time to time based on business or legal and regulatory requirements.
7.3 We may on exception retain your information for longer periods, particularly where we need to withhold destruction or disposal based on an order from the courts or an investigation by law enforcement agencies. This is intended to make sure that we will be able to produce records as evidence, if they’re needed.

Your rights
8.1 We want to make sure you are aware of your rights in relation to the personal information we process about you. We have described those rights and the circumstances in which they apply in the table below.

Table A
Your Rights

Access – You have a right to get access to the personal information we hold about you. (We have 28 days after the date of receiving the request in which to respond) If you would like a copy of the personal information we hold about you, please write to Care4all, Business
Services, Grant Thorold Library, Durban Road, North
East Lincolnshire, DN32 8BX
Accurate – You have a right to rectification of inaccurate personal information and to update incomplete information. If you believe that any of the information that we hold about you is inaccurate, you have a right to request that we restrict the processing of that information and to rectify the inaccurate personal information. Please note that if you request us to restrict processing your information, it may not be possible to continue your employment with us.
Deletion – You have a right to request that we delete your personal information You may request that we delete your personal information if you believe that:
• we no longer need to process your information for the purposes for which it was provided;
• we have requested your permission to process your personal information and you wish to withdraw your consent; or
• we are not using your information in a lawful manner. Please note that if you request us to delete your information, it may not be possible to continue your employment with us.
We cannot always delete the information we hold about you if it is necessary to keep where we are required by law and by law enforcement agencies, judicial bodies, government entities, tax authorities or regulatory bodies.
Restriction – You have the right to restrict the processing of your personal information. You may request us to restrict processing your personal information if you believe that:
• any of the information that we hold about you is inaccurate;
• we no longer need to process your information for the purposes for which it was provided, but you require the information to establish, exercise or defend legal claims; or
• we are not using your information in a lawful manner. Please note that if you request us to restrict processing your information, it may not be possible to continue your employment with us.
Portability – You have the right to data portability. Where we have requested your permission to process your personal information or you have provided us with information for the purposes of entering into a contract with us, you have a right to receive the personal
information you provided to us in a portable format. You may also request us to provide it directly to a third party, if technically feasible.
Informed – You have the right to know what personal information we collect about you. This privacy notice states the types of personal information we process. Without prior permission we will not process any personal information that is not stated within this document.
Object – You have the right to object You may request for us to stop processing your personal information where we have stated the reason for processing is for a legitimate interest. In some cases we may still need to process your information in order to comply with current laws and by law enforcement agencies, judicial bodies, government entities, tax authorities or regulatory bodies.