When you submit your application, the following privacy notice applies:
Your data is being collected by Pennine Care NHS Foundation Trust, whose privacy notice can be found here.
The data controller for this information is Pennine Care NHS Foundation Trust. This application tracking system is provided by Civica UK Ltd (https://www.civica.com/en-gb/product-pages/trac/) as a data processor.
To make an enquiry, a request for your personal information held as part of this process, or to arrange for any mistakes to be corrected, you may contact either the team who are handling your application or the Data Protection Officer ([email protected]).
How We Use Your Information Notice for Staff During the course of its employment activities Pennine Care NHS Foundation Trust (PCFT) collects, stores and processes personal information about prospective, current and former staff. For the purposes of this Notice ‘staff’ includes applicants, employees, workers (including agency, casual and contracted staff), volunteers, trainees and those carrying out work experience. The organisation responsible for processing your data is Pennine Care NHS Foundation Trust (PCFT). We recognise the need to treat staff personal and sensitive data in a fair and lawful manner. No personal information held by us will be processed unless the requirements for fair and lawful processing are met. We have a legal basis to process personal data as part of your contract of employment (either permanent or temporary) or as part of our recruitment processes following data protection and employment legislation. These include circumstances where the processing is necessary for performance of staff contracts with PCFT or for compliance with any legal obligations which applies to PCFT as your employer. These obligations may include (but are not limited to): • Staff administration • Workforce monitoring and evaluating • Equality and Diversity monitoring • HMRC and Pensions administration • Business management and planning • Accounting and auditing • Accounts and records • Crime prevention and prosecution of offenders • Education • Health administration and services • Information and databank administration • Sharing and matching of personal information for national fraud initiative We will use your work email address to keep you informed of Trust news and developments, and as a point of contact for things such as staff surveys. We may also use photographs of you, for example taken at work events you attend, for Trust promotional activity. We will always endeavour to make you aware where we intend to use your images, to give you opportunity to object. Personal staff information held by PCFT In order to carry out our activities and obligations as an employer we handle data in relation to: • Personal demographics (including gender, race, ethnicity, sexual orientation and religion • Contact details such as names, addresses, telephone numbers and emergency contacts • Employment records (including professional membership, references and proof of eligibility to work in the UK and security checks) • Bank details • Pension details • Medical information including physical health or mental conditions (occupational health information) • Information relating to health and safety of employees • Trade union membership • Offences (including alleged offences), criminal proceedings, outcomes and sentences • Employment tribunal applications, complaints, accidents and incident details Our staff are trained to handle information correctly and protect your confidentiality and privacy – everyone working for the NHS has a contractual and legal duty to protect your information. We aim to maintain high standards, adopt best practice for our record keeping and regularly check and report on how we are doing. Your information is never collected or sold for direct marketing purposes. Your information is not processed outside of the European Economic area. Sharing your information There are a number of reasons why we may share your information with other parties. This can be due to: • Fulfilling a contractual requirement/obligation in relation to your employment • Our obligations to comply with legislation • Our duty to comply with Court Orders which may be imposed • Carrying out an instruction on your behalf Any disclosures of person data are always made on a case-by-case basis, using the minimum personal information necessary for the specific purpose and circumstances, with the appropriate security controls in place. Information is only shared with those agencies and bodies who have a “need to know” or where you have given your consent to the disclosure of your personal data to such persons. Staff Membership As a Foundation Trust, we are required under the NHS Act 2006 to have an active ‘membership’, made up of members of the public and staff. As part of being employed by Pennine Care, you are automatically enrolled as a staff member. You were informed of this as part of your unconditional offer. As part of being a member, we share your name, address and email with our Independent Returning Officer at Mi-Voice for the purpose of sending you voting information. You are not obliged to be a staff member, and not being so will not have any effect on your employment. You can opt out at any time by contacting the membership team by calling 0161 716 3978/3374 or emailing [email protected]. Additional information about being a staff member can be found at https://www.penninecare.nhs.uk/get-involved/membership/ or by contacting the membership team (details above). Use of third party companies To enable effective staff administration PCFT may share your information with external companies to process your data on our behalf in order to comply with our obligations as your employer including: NHS Business Services Authority – information you provide during the course of your employment (including the recruitment process) will be shared with the NHS Business Services Authority for maintaining employment records, held on the national NHS Electronic Staff Record (ESR) system. IBM and Capita (ESR) - information you provide during the course of your employment (including the recruitment process) will be shared with IBM and Capita HR Solutions for maintaining NHS Employment, Payroll, Training and Pension records, held on the national Electronic Staff Records (ESR) and Pensions Online database (POL) systems. Selenity (Expenses) - information you provide during the course of your employment will be shared with Selenity for maintaining Expenses records, held on the Selenity Expenses systems. People Asset Management (OHIO) – Information you provide during recruitment and the course of you employment is provided directly to People Asset Management and is used to support occupational health requirements, held on the OHIO system Trac – Information you provide when submitting an application and when offered a post is maintained on the system for 400 days, held on Trac systems. Allocate (Healthroster) – Information you provide during the course of your employment (including the recruitment process) will be shared with Allocate for all workers who are a member of the Trust bank, to ensure access to bank shifts, recording of hours worked and facilitating payment. Healthroster is hosted by Pennine Care. Kronos (SMART) - Information you provide during the course of your employment will be shared with Kronos for maintaining employment and payroll records held on the SMART system, Kronos is hosted by Pennine Care. The organisations that provide the software solutions above are under contract to Pennine Care. These contracts include appropriate clauses in relation to data protection and confidentiality compliance. Prevention and detection of crime and fraud We may use the information we hold about for the detection and prevention of crime or fraud. We may also share this information with other bodies that inspect and manage public funds. We will not routinely disclose any information about you without your express permission. However, there are circumstances where we must or can share information about you owing to a legal or statutory obligation. Individual Rights Data Protection laws give individuals rights in respect of the personal information that we hold about you. These are: • To be informed why, where and how we use your information • To ask for access to your information • To ask for your information to be corrected if it is inaccurate or incomplete • To ask for your information to be deleted or removed where there is no need for us to continue processing it • To ask us to restrict the use of your information • To ask us to copy or transfer your information from one IT system to another in a secure and safe way, without impacting the quality of the information • To object to how your information is used • To challenge any decisions made without human intervention (automated decision making) Whilst the Trust will always respect your rights, there may be times we are unable to respect your wishes, for example where to do so would require us to act illegally. If you would like to see or obtain a copy of information that we hold about you, please submit a request in writing to: Subject Access Team Trust Headquarters Pennine Care NHS Foundation Trust 225 Old Street Ashton-under-Lyne OL6 7SR Email: [email protected] Telephone: 0161 716 3149 If you have any concerns or further queries on the uses of your information, please contact: Data Protection Officer Pennine Care NHS Foundation Trust Trust Headquarters 225 Old Street Ashton-under-Lyne Telephone: 0161 716 3991 Email: [email protected] Should you wish to make a complaint about the use of your information by the Trust, please contact the Data Protection Officer above. If you are still unhappy with the outcome of your enquiry you can write to: The Information Commissioner, Wycliffe House, Water Lane, Wilmslow, SK9 5AF. Telephone: 01625 545700, https//ico.org.uk