Employee Privacy Notice

Statement of Purpose

ExtraCare are committed to safeguarding the privacy of all individuals who interact with us and we respect the privacy choices you make. 

This privacy notice explains how we collect, use, share and protect the information we collect through our interaction with you, and your rights in relation to that. 

Who We Are and How to Contact Us

When we refer to 'ExtraCare', we are referring to The ExtraCare Charitable Trust (ExtraCare). ExtraCare was established in 1988. We develop and run retirement villages and smaller housing developments. ExtraCare is the Data Controller. We are a registered charity number 327816, and a company limited by guarantee and registered in England and Wales as company number 2205136. Our registered head office is:

7 Harry Weston Road
Binley Business Park
Coventry
CV3 2SN

ExtraCare Retail Limited is a wholly owned trading subsidiary which operates our charity shops across the Midlands and the North of England.

If you have any questions regarding this Privacy Notice or how to exercise your individual rights afforded under data protection legislation, please contact our Data Protection Officer:

Data Protection Officer
The ExtraCare Charitable Trust
Tel: 02476 509023
Email: privacy@ExtraCare.org.uk
Web: www.ExtraCare.org.uk

ExtraCare has an established framework of policies, procedures, contracts and training in place dealing with data protection, confidentiality and security across our organisation and regularly review the appropriateness of the measures we have in place to keep the personal information we hold secure.

We recognise that we have an ongoing responsibility of transparency with data subjects so we keep this privacy notice under regular review and therefore encourage you to check it regularly. We will include a notification on our website's home page if we make any significant changes to this privacy notice. 

Your Data and How We Process It

ExtraCare only collects and processes data which is necessary for the purpose intended. We do not keep data for longer than it is needed. We look after your data and use up to date security and technical measures to keep it safe. We use your data in order to:

Personal Information, What and Why We Use It

How We May Use Your Personal Data

Subject to applicable law, your personal data may be stored and processed by us for the following purposes:

Recruitment and selection

Ongoing management of all aspects of employees' relationships with ExtraCare

Absence management and health and safety

Compliance monitoring, security and systems use

 Responding to legal and regulatory requests

 Termination of employment and managing post-employment relationships

To the extent authorised by local laws, ExtraCare may collect and process a limited amount of personal information falling into special categories, sometimes called 'sensitive personal information'. This term means information relating to:

Vaccination Status

How We Collect Your Personal Information

We collect your personal information from a variety of sources, but in most circumstances directly from you. You will usually provide this information directly to your managers or local HR contact, or enter it into our systems, your participation in HR processes (including recruitment), emails and instant messages which may be recorded electronically or manually. In addition, further information about you will come from your managers, HR or occasionally from your colleagues.

We may also obtain some information from third parties, e.g. references from a previous employer, medical reports from external professionals, information from tax authorities, benefit providers or where we employ a third party to carry out a background check (where authorised by applicable law) or, occasionally, from clients.

In some circumstances, personal information may be collected indirectly from monitoring devices or by other means (for example, building and location access control and monitoring systems, CCTV, telephone logs and recordings, instant message logs and email and Internet access logs), if and to the extent authorised by applicable laws.

Where we ask you to provide personal information to us on a mandatory basis, we will inform you of this at the time of collection and in the event that particular information is required by the contract or statute this will be indicated. The failure to provide mandatory information will mean that we cannot carry out certain HR processes. For example, if you do not provide us with your bank details, we will not be able to pay you.

Apart from personal information relating to you, you may also provide ExtraCare with personal information of third parties, notably your dependants and other family members, for purposes of HR administration and management, including the administration of benefits and someone to contact in an emergency. Before you provide such third-party personal information to ExtraCare you must first inform these third parties of any such information that you intend to provide and of the processing to be carried out by ExtraCare, as detailed in this notice.

Legal Basis For Processing Your Data

Your personal information is collected and processed for various business purposes, in accordance with applicable laws and collective bargaining agreements.

We will only collect, use and share your personal information where we are satisfied that one or more of the following legal bases apply:

Data Retention

We will store your personal information for as long as is reasonably necessary for the purposes for which it was collected, as explained in this notice. In some circumstances we may store your personal information for longer periods of time, for instance where we are required to do so in accordance with legal, regulatory, tax, accounting, or necessary technical requirements.

In specific circumstances we may store your personal information for longer periods of time so that we have an accurate record of your dealings with us in the event of any complaints or challenges, or if we reasonably believe there is a prospect of litigation relating to your personal information or dealings.

Data Sharing

For the above purposes, personal information may be transferred within or outside of the jurisdiction where you are employed or perform work, either within ExtraCare or to third parties, including, but not limited to:

ExtraCare may also disclose personal information to a third party where it is necessary to do so in order to protect or pursue ExtraCare legitimate interests (ensuring this is proportionate and limited to that information which is strictly necessary in the circumstances). This may include, but not be limited to, disclosure to a party with whom ExtraCare is in negotiation for the sale or transfer of a business, assets or services. ExtraCare will take appropriate steps to ensure that the recipient of personal information in such circumstances puts in place an adequate level of protection for such personal information in accordance with applicable legal requirements.

Where ExtraCare transfers personal information internally within ExtraCare or to any third party between different jurisdictions, including, but not limited to, transfers outside of the European Economic Area (EEA) including the USA, and to other jurisdictions that have not been deemed to offer adequate protection, for the purposes outlined in this document, it will take appropriate steps to ensure that there is an adequate level of protection for personal information in place in accordance with applicable legal requirements.

Your Rights As A Data Subject

You have a number of legal rights in relation to the personal data that we hold about you and you can exercise your rights by contacting us using the details at the end of this document. These rights include:

In the UK, your rights arise from the General Data Protection Regulation as retained, amended EU law, and the supervisory authority is the UK Information Commissioner (https://ico.org.uk/).

You may also contact the Data Protection Team who will be pleased to assist you. The team can be contacted as follows:

Data Protection Officer
The ExtraCare Charitable Trust
Tel: 02476 509023
Email: privacy@ExtraCare.org.uk
Web: www.ExtraCare.org.uk