Employees and Contractors Privacy notice

How do we collect your personal data? 

We may collect your personal data in a number of ways, for example: 

• When you register with our recruitment website 

• When you apply for a vacancy and submit an application form 

• When we ask you to complete new starter forms when you accept an offer of employment from us 

• When we collect data through the implementation of any HR process 

• When we collect information through the delivery of an inoculation process 

• When you complete staff surveys 

• When we receive your personal data from third parties, for example security screening and recruitment agencies 

What types of personal data do we collect about you? 

We may collect the following types of personal data: 

• Your name, job title, address, email address, telephone number and other contact information that allows us to meet our organisational and statutory obligations to you as your employer 

• NI Number, date of birth and medical history 

• Details of family members and next of kin details 

• Pay and bank details 

• Details of benefits or allowances you receive such as your pension 

• Right to work documentation and other security screening information 

• Equality and diversity information 

• Information relating to your performance at work; training records, disciplinary, grievance etc. 

• Video and audio footage from CCTV cameras installed at some of North Wilts PCN premises  

How will we use the personal data we collect about you? 

We may use your personal data in the following ways: 

• To ensure that the information we hold about you is kept up to date 

• To facilitate the correct payment of salary and any applicable benefit or allowance 

• To set up and provide IT system access accounts 

• To deal with any employee/employers related dispute that may arise 

• To prevent and detect fraud and other crime 

• To comply with contractual and legal obligations 

• To facilitate background checks (DBS) 

• To deliver inoculations when required 

Any medical or health related personal data will be treated with confidence in line with the Common Law Duty of Confidence. 

CCTV  

CCTV is in use in shared working environments to help us ensure the safety and security of our staff and members of the public. 

CCTV is managed by the respective practices for further information on how they effectively process data, please contact the practice directly.   

Call recording 

All calls made from and received by North Wilts PCN are recorded and may be used to support the learning and development of our staff. They may also be used when reviewing incidents, compliments or complaints. 

Call recordings are managed in the same way as all other personal data processed by us and in line with current legislation. 

Data processors  

We may use the services of a data processor to assist us with some of our data processing, but this is done under a contract with direct instruction from us that controls how they will handle employee information and ensures they treat any information in line with the General Data Protection Regulation, confidentiality, privacy law, and any other laws that apply. 

How will we share your personal information? 

If your role requires a standard or enhanced DBS check, we will share your personal data entered on the DBS form with the Disclosure and Barring Service. 

Further details on how the DBS will process your personal data are available here: 

https://www.gov.uk/government/publications/dbs-privacy-policies 

We may share your personal data with group companies or our contractors and agents to carry out our obligations under our contract with you or for our legitimate interests. We require those people and companies to keep your personal data confidential and secure and to protect it in accordance with the law and our policies. They are only permitted to process your data for the lawful purpose for which it has been shared and in accordance with our instructions.  

 

The PCN’s HR is supported by DCL Business Services Ltd 

The PCN’s Health & Safety is supported by DCL Business Services Ltd 

We will not share your information with third parties without your consent unless the law allows or requires us to. 

 

 

How long do we keep your personal data 

The PCN will only retain your personal data for as long as necessary for the purpose for which it was collected.  

We will hold your personal data for 6 years after you leave the employment of North Wilts PCN 

Legal Basis 

The processing of your personal data is required in order that we can fulfil our obligations under the contract of employment between North Wilts PCN and yourself. 

We will use your sensitive personal information, such as that relating to your race, ethnic origin, and health for the purposes of the performance or exercise of our or your rights and obligations under employment law or where the processing is necessary for the purpose of preventative medicine or an assessment of your fitness for work.  

It is in our, yours and the public's legitimate interests to ensure the safety and security of our staff and members of the public. The processing of your personal data from the dash cam footage is necessary for this purpose.  

In some circumstances, we may process your personal information on the basis that:  

• we are required to do so in order to comply with legal obligations to which we are subject; 

• in the establishment, exercise or defence of a legal claim; 

or  

• you have given us your explicit consent to do so 

Your rights  

You have a right to: 

• access the information we hold about you; 

• correct inaccuracies in the information we hold about you; 

• withdraw any consent you have given to the use of your information; 

• complain to the relevant supervisory authority in any jurisdiction about our use of your information; and  

• in some circumstances: 

• ask us to erase information we hold about you; 

• request a copy of your personal data in an electronic format and require us to provide this information to a third party; 

• ask us to restrict the use of information we hold about you; and 

• object to the use of information we hold about you.  

You can exercise these rights by contacting us as detailed below.  

How to contact us 

If you have any questions about our privacy notice, the personal information we hold about you, or our use of your personal information then please contact our Data Protection Officer at.  

 

Data Protection Officer   

Laura North  

North Wilts Border PCN DPO  

bswicb.manager.northwiltsborder@nhs.net 

 

How to make a complaint 

You also have the right to raise any concerns about how your personal data is being processed by us with the Information Commissioners Office (ICO): 

https://ico.org.uk/concerns 

0303 123 1113 

Changes to our privacy notice 

We keep our privacy notice under regular review and we inform you of any updates. This privacy notice was last updated in October 2024.