Privacy Notice -Staff

Who we are and what we do

The Coventry and Warwickshire Partnership NHS Trust (the Trust) is part of the NHS and provides the following services across Coventry and Warwickshire, Solihull, Hereford and Worcestershire: -

• Inpatient mental health services
• Community mental health services
• Inpatient learning disability services
• Community learning disability services
• Inpatient and Community eating disorder services
• Respite and residential care services
• Community physical health services e.g. district nursing etc.

The Trust employs circa 4,000 members of staff.

The Trust is registered with the Information Commissioner’s Office as a data controller. The Trust’s registration number is: Z9641870.

Trust's Contact Details

Coventry and Warwickshire Partnership NHS Trust Wayside House, Wilsons Lane, Coventry, CV6 6NY
Tel: 024 7636 2100

Data Protection Officer

The Trust’s Data Protection Officer is the Head of Information Governance and can be contacted at:

Information Governance Team

Wayside House, Wilsons Lane, Coventry, CV6 6NY Tel:  024 7653 6728

Email: Becky.keough@covwarkpt.nhs.uk

Information we hold about you

The personal / sensitive information that we hold about you includes: -

• Your name, address, telephone number, date of birth, national insurance number and next of kin
• Your employment history, current employment details, salary, job title and location
• Employment checks including occupational health, references, identity documents, right to work and disclosure barring service (DBS) if appropriate to role
• Vehicle information (as appropriate)pension information.
• Disability information, religion, sexual orientation, gender, ethnic background (if provided)

How we use information about you

Your records are used to enable the Trust to provide employment

• To ensure legal requirements are met in terms of employment and identity checks
• To enable the correct training can be offered to you
• To ensure correct payment is made for your employment duration
• To ensure expenses can be claimed, and car parking permits can be assessed
• To provide nationally requested data.

The lawful basis for us using your information

The lawful basis for using your information is a ‘contract’. It is necessary for the Trust to use your information in order to fulfil the employment contract and pay you for the work undertaken.

This lawful basis means that the individual’s right to ‘object’ does not apply.

How we protect your information

The Trust has processes in place to ensure that information is handled in a secure manner at all times. This includes safe haven procedures, encryption software and authorised only access to clinical systems.

Information Security and Confidentiality is included within the Trust’s annual statutory and mandatory training.

Everyone working in the NHS has a legal and professional duty to ensure that all information is managed safely, securely and kept confidential at all times.

Who we share your information with

As part of your employment contract we will share information with the following services: -

• Our Recruitment Systems (TRAC and NHS Jobs)
• Electronic Staff Record System (ESR) via IBM
• DBS
• Our DBS providers (TRAC and Atlantic Data)
• Our online training system (Onboarding)
• Occupational Health (UHCW)
• Our e-Rostering System (Allocate)
• Our Expenses System (Software Europe)
• Our Payroll Company (ELFS Shared Services)
• HMRC
• External request for reports (anonymised)
• NHS Improvement
• Sustainability and Transformation Plan Networks (STP’s)
• Professional Registration Boards (as appropriate)
• Iron Mountain (offsite storage facility)
• Banks / Mortgages / Tenancy references (if agreed by individual)
• Our temporary staffing providers (NHS Professionals – only if opted in)
• Police (it may be necessary to share information without your consent, for example, when the health and safety of others is at risk)
• Cabinet Office (participation in national fraud initiative)

How long we keep your information

We will only keep your information for as long as necessary and in accordance with the National Records Management Code of Practice.

The usual retention periods for staff records are as follows: -

• The retention period will start from the date the staff member leaves the Trust.
• Staff records will be kept until the their 75th birthday

Your rights

Data Protection Law gives individuals rights in regard to the use of their personal information.  Individuals Rights are:-

• The right to be informed: you have the right to know what information we hold about you and how we use your information.
• The right to access information about you: you have the right to have access to information held by the Trust about you. You may also request a copy of any information about you – see the Trusts Access to Employment Records Policy for more information.
• The right to rectification: if you think that something is factually incorrect in your records you can ask your Manager or HR to update your records.
• The right to erasure (right to be forgotten): this right does not apply to information held for employment purposes/staff records.
• The right to restrict Processing: if you think that there is something factually incorrect with the information we hold about you, you can ask that further sharing of this information is restricted until it is corrected. You can do this by speaking to your Manager or HR.
• The right to data portability: this right is limited to information that is held in a machine readable format. It is unlikely that this right will apply to staff records.
• The right to object: this right does not apply to information held for employment purposes/staff records.
• The right not to be subject to automated processing including profiling: the Trust does not currently use your personal and/or sensitive data to make decisions about you without the intervention of a person.