Privacy Notice for Employees

Information the Trust holds about employees and volunteers

This may include:

• identity details – name, date of birth, National Insurance Number
• contact details – address, telephone number, email address
• emergency contact – the contact details of a close relative or friend
• photographic identity (for example, photographs of staff for ID badges or our website)
• information about declared disabilities, sexuality or ethnicity
• disclosure and Barring Service checks
• Nursing Midwifery Council (NMC) or General Medical Council (GMC) registration details
• training documents
• sickness and absence documents
• payroll details – account name, number and sort code and any information provided for any salary sacrifice schemes
• applications forms including employment and education history
• appraisal documents
• any investigations and disciplinary reports
• any special leave documentation including maternity/paternity leave, study leave, Territorial Army postings
• Occupational Health reports
• car insurance details if registered for use of Trust pool cars
• car registration details if registered for a parking permit.

Sharing your information

Dorset County Hospital NHS Foundation Trust works with other NHS organisations, including Dorset Healthcare University Foundation Trust and University Hospitals Dorset, to process some information on our behalf or for joint projects and shared care.

Access to staff information is controlled and restricted to those who need it in order to fulfil their jobs. All staff receive annual mandatory training on confidentiality and data security, the principles of which apply not only to our patients but to our employees. There are also strict contractual clauses within their employment contracts which oblige all of our staff to respect data protection and confidentiality. Any breaches or misuse of staff information will be dealt with as seriously as breaches or misuse of patient information.

The Trust shares and obtains employee information for a variety of lawful purposes, including:

• Disclosure and Barring Service for Criminal Records checks
• NMC and GMC for registration confirmation
• Payroll
• Occupational Health.

Information may also be shared with law enforcement agencies or external regulators, including, but not limited to, the NMC, GMC, CQC and ICO where there is a statutory duty or power to do so.

Details of the purposes of processing, retention periods and your rights

DCHFT processes personal data for the following primary purposes:

• processing employment records, e.g. training, special leave, annual leave, sickness
• monitoring appropriate access to and use of email, internet the Trust’s information systems
• meeting our responsibilities as an employer to ensure and uphold your health and safety.

DCHFT keeps records in order to:

• have an accurate and up to date information
• support you in your employment.

DCHFT actively applies data minimisation and will use anonymised or pseudonymised information as much as possible in order to:

• prepare and analyse statistics on NHS staffing and performance
• monitor staffing spend
• plan and manage the delivery of health services.

Other ways in which your information may be used

Incident management - If you are reporting, or are involved in an incident, for example you slip and fall whilst in the hospital; your information may be included in the incident report and used as part of the investigation process.

Complaints and queries - If you make a complaint or raise a query about another member of staffs’ behaviour, your information will be retained by our Human Resources department but will not be shared with the subject of the complaint.

CCTV - DCHFT uses CCTV in order to protect its staff and patients, as well as to protect its sites and NHS property.  CCTV is used in public areas and indicated with CCTV signage. CCTV footage will be used for the prevention and detection of crime.

Your data protection rights

Under data protection law, you have rights including:

Your right of access - You have the right to ask us for copies of your personal information (known as a subject access request).

Your right to rectification - You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.

Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances.

Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal information in certain circumstances.

Your right to object to processing - You have the right to object to the processing of your personal information in certain circumstances.

Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

If you wish to make a Subject Access Request for staff information, please contact our Human Resources Department using the form available here and email it to humanresources@dchft.nhs.uk

Alternatively you can contact:

Human Resources Department
Trust HQ
Dorset County Hospital NHS Foundation Trust
Williams Avenue
Dorchester
Dorset
DT1 2JY