Human Resources Privacy Notice
This Privacy Notice describes how Aylesford Medical Centre collect and use personal information about you during and after your working relationship with us.
We are required by law to provide you with the following information about how we handle your information. The full range of Privacy Notices can be found here.
| Data Controller contact details | Aylesford Medical Centre, Admiral Moore Drive, Royal British Legion Village, Aylesford, Kent ME20 7SE |
| Purpose of the processing | Reasons for processing your personal data include:Staff administration and management (including payroll and performance)Pensions administrationBusiness management and planningAccounting and AuditingAccounts and recordsEducationHealth administration and servicesInformation and databank administrationCrime prevention and prosecution of offendersSharing and matching of personal information for national fraud initiativeA list of Practice processing activities can be found here <insert hyperlink here>. |
| Information we collect and use | Personal Informationyour name, photograph, contact details including address, email address and telephone number, date of birth, National Insurance (NI) Number and driving licence (if relevant to the role), information about your nationality and entitlement to work in the UKJob Informationthe terms and conditions of your employmentdetails of your working arrangements (days of work and working hours) and attendance at workdetails of your qualifications, skills, experience, and employment history, including start and end dates, and dates of continuous serviceinformation about your remuneration, including entitlement to benefits such as pensions or insurance coverdetails of periods of leave taken by you, including holiday, sickness absence, family leave and the reasons for the leavedetails of vaccinations if relevant to your postdetails of your bank account for pay and expenses purposesPerformance Informationdetails of any disciplinary, performance, absence, or grievance procedures in which you have been involved, including any warnings issued to you and related correspondenceassessments of your performance, including appraisals, performance reviews and ratings, training you have participated in, performance improvement plans and related correspondenceInformation about your familyinformation about your spouse, partner or civil partner or other individuals when names as an emergency contactinformation on dependants where required for pension purposes or childcare vouchers or benefitsSpecial Category Datainformation about medical or health conditions, including whether you have a disability for which the Practice needs to make reasonable adjustments· equal opportunities monitoring information, including information about your ethnic origin, sexual orientation, health and religion or belief· Trade union affiliations, where applicable· Information about past criminal convictions (Disclosure and Barring Service), and or your fitness to practise in certain regulated professions |
| Lawful basis for processing | Article 6(1)(b)…‘necessary for the performance of a contract with employee’Article 6(1)(c)…’necessary for compliance with a legal obligation’Article 6(1)(f)…’in the Practice’s legitimate interests, which are not outweighed by the fundamental rights and freedoms of the data subject’Article 9(2)(b) Employment, social security, and social protectionArticle 9(2)(g) Reasons of substantial public interestSchedule 1, Part 1(1) Data Protection Act 2018 – Necessary for the purposes of performing or exercising obligations or rights which are imposed or conferred by law on the controller or the Data Subject in connection with employment, social security, or social protection.Schedule 1, Part 2(8) Data Protection Act 2018 – necessary for the purposes of identifying or keeping under review the existence or absence of equality of opportunity or treatment between groups of people specified in relation to that category with a view to enabling such equality to be promoted or maintainedSchedule 1, Part 2(14) Data Protection Act – is necessary for the purposes of preventing fraud or a particular kind of fraud |
| Recipient or categories of recipients of the processed data | Professional Bodies (ie GMC, RCN, etc.)Payroll Provider Iris PayrollPension Provider NHS PensionsHM Revenue and CustomsEducation EstablishmentsPolice & Judicial ServicesCQCNHS jobsDisclosure and Barring Service (DBS)Your previous or prospective employerThe Practice may also receive information about you from these organisations. |
| Right of access | Subject to certain conditions, you are entitled to have access to your personal data (this is more commonly known as submitting a “data subject access request”). |
| Rights in relation to inaccurate personal or incomplete data | You may challenge the accuracy or completeness of your personal data and have it corrected or completed, as applicable. |
| Rights to object to or restrict our data processing | Subject to certain conditions, you have the right to object to or ask us to restrict the processing of your personal data.This right applies where our processing of your personal data is necessary for our legitimate interests. You can also object to our processing of your personal data for direct marketing purposes. |
| Right to erasure | Subject to certain conditions, you are entitled to have your personal data erased (also known as the “right to be forgotten”), e.g. where your personal data is no longer needed for the purposes it was collected for, or where the relevant processing is unlawful.We may not be able to erase your personal data, if for example, we need it to (i) comply with a legal obligation, or (ii) exercise or defend legal claims. |
| How to exercise your rights | To exercise your rights, please contact GP.G82058@nhs.net |
| Retention period | Your personnel records are kept in compliance with law and national guidance. Details on how long records are kept are set out in the NHS England, Record Management Code of Practice 2021. |
| Right to complain | If you are unhappy with how your personal data is processed, you have the right to complain to the Information Commissioners Office (ICO). Their helpline number is 0303 123 1113.We would, however, appreciate the opportunity to deal with your concerns before you approach the ICO so please do contact us GP.G82058@nhs.net in the first instance. |
| Data Protection Officer contact details | Pam AsheGP Data Protection OfficerNHS Kent and MedwayKmicb.gpdpoteam@nhs.net |