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Privacy Notice: Employees and Job Applicants

This privacy notice is intended to let you know how and why we use the data you provide to us.

  1. Who we are

Harlington Hospice is a registered charity number 1099332 and a company limited by guarantee in England and Wales number 04199504.

Registered Office:

Lansdowne House, St Peter’s Way, Harlington, Hayes, Middlesex UB3 5AB

We are committed to protecting your privacy and will use personal data that we collect to comply with all relevant legislation including the General Data Protection Regulation (GDPR)

  1. What data do we collect about you?

We collect data about you for employment purposes to meet regulatory and contractual obligations and carry out our duties as an employer. This includes processing your pay and pension, providing information for statistical purposes and ensuring that all health and safety standards re successfully complied with.

The personal data we collect may include one or more of the following:

– Your name

– Home address

– Telephone number(s)

– E-mail address

– Bank details

– Emergency contact details

– Date of birth

– Gender

– National Insurance number

– Nationality

– DBS copy of certificate, number and date

– Sensitive information related to convictions, attachment of earnings & other legal matters

– Copies of qualifications and professional registration numbers

– References

– Photograph

– Health conditions

– Vehicle registration number

– Records of correspondence with us

– Proof of identity/right to work in the UK

– CCTV footage

– Any information you choose to share with us (such as for statistical purposes)

– Information you may send to us or enter onto our website (such as speculative CV’s or Application Forms)

  1. How we use the data we collect about you

We use your personal data for a number of purposes including the following:

– To process job enquiries and expressions of interest

– To complete our recruitment process

– To process the details of your contract of employment, pay and pension, and keep a record of employment related matters

– To deliver our services as an employer

– For our own internal administrative purposes

– For statistical purposes related to our services

– To comply with relevant laws and regulations

By law we are allowed to process your data for one or more of these reasons:

– You have provided consent

– It is necessary for us to be legally compliant

– There is a legitimate interest to do so in our role as an employer

We will never share, sell, swap or rent your data to third parties for marketing purposes.

We only provide authorised parties (e.g. HMRC, Health & safety Executive, pension schemes, our childcare vouchers provider etc.) with the data they need to deliver relevant services.

We will always store your data securely and confidentially. However, disclosure may be required by law to, for example, government bodies and law enforcement agencies.

  1. How we protect and keep your data?

We don’t keep your data for longer than necessary for the purposes for which it is processed. This is in accordance with our Records Management Policy and the requirements of GDPR.

We have security procedures, rules and technical measures to protect your data. Your data will be kept in a secure environment with access restricted to a ‘need to know’ basis.

  1. How do you update your personal data?

We want to make sure that your personal data is accurate and up to date. Please let us know if your details change.

To let us know of any changes:

write to the Office Manager at Harlington Hospice

or contact by phone 020 8759 0453

or by email kunderwood@harlingtonhospice.org

  1. What rights do I have over my personal data?

You have a right to:

– Access your personal data by making a Subject Access Request

– Rectify, erase or restrict your data where this is justified

– Object to the processing of your data where this is justified

– Data portability – request transfer of data where this is justified

– To lodge a complaint with Harlington Hospice or the primary regulator, the Information Commissioners Office (ICO)

For more information contact the Data Protection Officer (DPO) for Harlington Hospice.

The DPO is also the Office Manager – contact details as above.

This Privacy Notice is correct at the time that it is issued (May 2018). Regulations change from time to time and you will be made aware of updates.

Updated May 2018

Matron Carol stands with a woman in a blue sari in our gardens at Lansdowne House

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