Privacy Notice

For ExtraCare Charitable Trust People

1. Scope

This Fair Processing notice (“Notice”) describes how ECCT collects and uses personal information relating to ECCT employees.

2. Aims

This Notice tells you what personal information ECCT collects about ECCT people, why we need it, how we use it and what protections are in place to keep it secure. If you are an external candidate and seek further information, but we are unable to use any links in referred to this Notice, please speak with your Recruitment Officer.

3. Key Terms

“ECCT” “we” and “us” mean “ExtraCare Charitable Trust”.

“ECCT People” and “you” mean prospective, present and past employees, contractors and agency staff, and people connected to them (such as the person you nominate to contact in an emergency).

“Personal Information” means information about you, and form which you could be identified, including information which may be protected under the privacy or data protection laws.

4. Privacy at ECCT

It is ECCT’s policy to: 

What personal information does ECCT collect from and about you?

We collect and use different types of personal information about you, depending on your circumstances, your role and the law which may include:

Type of information

Examples

Please note that examples are illustrative and non-exhaustive.

Information about you

Name, address, date of birth, marital status, nationality, race, gender, religion, and preferred language, details of disabilities, work restrictions and/or required accommodations.

Information to contact you at work or home

Name, address, telephone, and e-mail address

Information about who to contact in case of emergency (yours or ours)

Name, address, telephone, email addresses and their relationship to you

Information to identify you

Photographs, passport and/or driving license details, electronic signature

Information about your suitability to work for us

References, interview notes, work visas, ID information such as a passport, driving licence, records/results of pre-employment checks, including DBS checks

Information about your skills and experience

CVs, application form, references, records of qualifications, skills, training and other compliance requirements.

Information about your terms of employment with ECCT

Letters of offer and acceptance of employment, your employment contract

Information that we need to pay you

Bank account details, national insurance or social security numbers (where applicable)

Information that we need to provide you with benefits and other entitlements

Length of service information, health information, leave requests

Information to allow you to access our buildings and systems

Employee identification number, computer of facilities access authentication information, identification codes, passwords, answers to security questions. Photographs and video images

Information relating to your performance at work

Performance ratings, leadership ratings, targets, objectives, records of performance reviews, records and/or notes of 121’s and other meetings, personal development plans, personal improvement plans, correspondence and reports.

Information relating to discipline, grievance, and other employment related processes

Interview/meeting notes or recordings, correspondence

Information relating to your work travel and expenses

Bank account details, passport, driving licence, vehicle registration and insurance details.

 

5.  Why do we need to collect and use your personal information?

We need to collect and use your personal information for a number of purposes, these may include:

Purpose for which we need your personal information

Examples

Please note that the examples are illustrative and non-exhaustive.

Recruitment

·To assess your suitability to work for ECCT

· To perform requisition and applicant management activities

· To perform precision matching to job vacancies

· To conduct screening, assessments and interviews

· To maintain a library of correspondence

· To make offers and provide contracts of employment

· To conduct pre-employment checks, including determining your legal right to work and carry out DBS checks where applicable.

Human Resources (“HR”), finance and other business administration purposes.

· Staffing, including resource planning, recruitment, termination and succession planning

· Budgetary and financial planning and administration

· Organisational planning and development and workforce management

· Compensation, payroll, and benefit planning and administration, including salary, tax withholding, tax equalisation, awards, insurance and pensions

· Workforce development, education, training and certification

· Performance management

· Problem resolution, including carrying out internal reviews, grievances, investigations, audits

· Business travel and expense managements

 · To conduct business reporting and analytics

· Administration of flexible working arrangements

· Administration of employee enrolment and participation in activities and programmes offered to eligible employees, including wellness activities

· Work related injury and illness, including the management of employee Health & Safety, and disabilities

· To provide HR with case management

· To communicate with you and to facilitate communication between you and other people

· Compliance and compliance reporting, including conflict of interest and gifts and hospitality reporting

· Risk management

· Project management

· Training and quality purposes

Security Purposes

· Physical access control

· Authorising, granting, administering, monitoring and terminating access to or us of ECCT facilities, records, property and infrastructure including communications services such as business telephones and email/internet/intranet use

· CCTV

· Prevention and detection of crime

Information Technology administration purposes (“IT”)

· IT systems access control and use monitoring

· IT fault reporting, management and resolution

· Systems administration, support, development, management and maintenance

Legal Purposes

· To complex with our legal obligations

 6. How do we protect your personal information?

We have security arrangements in place to guard against unauthorised access, improper use, alteration, destruction or accidental loss of your personal information. You are required to help with this by ensuring that your own personal information and that your colleagues and third parties are kept secure.  You should not share your (or anybody else’s) personal information unless there is a genuine business reason for doing so.

We take appropriate organisational and technical security measures and have rules and procedures in place to ensure that any personal information we hold on computer systems is not accessed by anyone it shouldn’t be.

When we use third party organisation to process information on our behalf we ask them to demonstrate their compliance with our security requirements and any instructions we may give them and their compliance with relevant date protection legislation throughout the time they work for ECCT. These organisation take their instructions from us and their obligations with regard to what information they process and what they can do with it are agreed in the contracts we have with them.

7. How can you request access to the personal information ECCT holds about you?

If you have any questions about the personal information that we hold about you we suggest that you speak to your Line Manager or HR in the first instance.  

Subject access requests should be made in writing and addressed to the HR department. There is a 30 day period for the information to be provided to you, there is no fee for