Staff privacy notice

Coventry and Warwickshire Partnership NHS Trust (the Trust) is part of the NHS and provides services across Coventry, Warwickshire and Solihull.

These include:

• Inpatient mental health services
• Community mental health services
• Inpatient learning disability services
• Community learning disability services
• Children and young people services (mental health, learning disabilities, neurodevelopmental and physical health) 

The Trust also provides specialist inpatient children and young people services in Birmingham.

The Trust employs approximately 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 contact details 

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

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) 

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 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. 

The Trust has processes in place to ensure that information is always handled in a secure manner. 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 always kept confidential. 

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) 

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 their 75th birthday 

The UK GDPR and Data Protection Act 2018, as amended by the Data (Use and Access) Act 2025, give you rights regarding the use of your personal information, these 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. 

If you require further information, please contact the Trust's Information Governance Team or Data Protection Officer: 

Hayley Gidman, Information Governance Data Protection Officer
MIAA
Regatta House
Brunswick Business Park

Regatta Place
Summers Rd
Liverpool
L3 4BL

Email address - infogov.covwarkpt@miaa.nhs.uk 

Telephone number - 0330 236 6965

If you have concerns about how the Trust has collected, used, shared or protected your personal information, please contact the Information Governance Team or Data Protection Officer using the details above.

We will acknowledge your complaint within 30 days, investigate it appropriately, keep you informed of its progress and provide an outcome without undue delay. This will be in accordance with the Trust's data-protection complaints process.

You also have the right to complain to the Information Commissioner's Office. We would welcome the opportunity to address your concerns first, but you are not required to contact us before approaching the ICO.

Employment or workplace concerns should be raised through the appropriate Trust employment, grievance or Freedom to Speak Up process.

Alternatively, you can contact the Information Commissioners Office:

Information Commissioner's Office
Wycliffe House, Water Lane,
Wilmslow, Cheshire,
SK9 5AF 

Tel: 0303 123 1113
Email: casework@ico.org.uk
Live Chat: https://ico.org.uk/global/contact-us/email/