Information is collected and held by the Trust to enable you to be paid and to fulfil its various legal duties as an employer and as part of the NHS.

The information that the Trust could be holding on you includes;

• Personal demographics (including gender, race, ethnicity, sexual orientation, religion, criminal matters)

• Contact details such as names, address, telephone numbers

• Employment records including professional registrations, memberships, references, proof to work, security checks

• Bank details

• Pensions details

• Occupational Health information

• Absences including, sick, parental leave etc.

• Information relating to health and safety

• Trade Union membership

• Offences (including alleged offences), criminal proceedings, outcomes and sentences

• Employment tribunal applications

• Complaints

• Accidents

The information we hold and process will be used for our management and administration. We will keep and use it to enable us to run the business and manage our relationship with you effectively, lawfully and appropriately;

• During the recruitment process

• While you are working for us

• At the time when your employment ends

• After you have left

Staff are required to ensure the Trust is kept informed of any changes to their personal details e.g. name change, home address, emergency contact details, etc.

You can update your personal information by logging into your Employee Staff Record (ESR). In your ESR you will also be able to view information relating to your employment, but you will not be able to make any changes to any information that will affect your pay.

Information collected about you is entered into the Trust’s Electronic Staff Record (ESR). The system is used by the:

• Human Resources Department to enter details about you and your employment at the Trust e.g. start date, professional registrations, next of kin details, and qualifications. Qualifications are downloaded from the NHS jobs application form and TRAC;

• Payroll Department to pay your salary, NHS pension contributions, tax and National Insurance contributions;

• Training Department to record details of your training and appraisals.

• Library Department for staff who have registered their details to share information on the KnowledgeShare system which is a targeted current awareness service providing high-level evidence in relevant fields.

Your information may also be used by;

• Senior staff to request your contact details to contact your out of hours, this will only be for legitimate purposes where they are not able to contact you during your working day

• Occupational Health staff will record and hold a record on you to meet its obligations with your Health and Safety and fitness to work , this is a separate record held securely within the Occupational Health department.

• By HR for the purposes of promoting Trust initiative for example, flu jabs, employee rewards scheme. This may be via your Trust email or text message

Both the Human Resources Department and your Line Manager may keep a paper staff file. This file will contain information relating to the day-to-day management of your employment e.g. timesheets, annual leave requests, training requests etc.

The Trust will keep a copy of your personnel record for six years after you have left the Trust as specified by the Department of Health Records Management Guidance.

A summary of your employment will be kept until your 75^th birthday.

Your computer files and folders will be deleted 4 months after you have left the Trust

The Trust will only share information about you with external organisations with your consent, where there is a legal requirement to or where it is appropriate to do so for the purposes of employment by the Trust. Any information shared will be the minimal required, and all the organisations the Trust shares your information with are subject to strict information sharing protocols;

• We will periodically appoint external auditors to undertake audits of our staff and payroll data to achieve external assurance on the information and data that has been collected and held. These external companies are bound by a strict contract of engagement and will only use the minimum information necessary for the audit. They will also be required to delete all data at the end of the audit. 

• We are part of the Frimley Health Integrated Care System (ICS) this is a system in which our local commissioners, healthcare providers and local authorities work in partnership to take collective responsibility for resourcing the provision of health in our area. The ICS share data for the purposes of supporting research and data analysis across our area, although the data is patient anonymised a healthcare professionals name may be included in this sharing, any information shared between the ICS is always done in a secure way

• An external company is appointed by the Department of Health to undertake the NHS Annual Staff Survey. We are required to provide the name and job title of every member of staff to this company. The company is bound by strict confidentiality agreements.

• When you create a profile to manage your e-Learning on MAST the details that you input will be stored on the iPDF external server, only encrypted information will be stored and the system meets the Trust approved encryption standard. Inputting your details into the system will create a unique profile ID which will be easier for you when managing your e-learning as well as having the advantage of being transferable if you move between Trusts.

• To address fraud in the NHS, we may be asked to provide a copy of staff information to the NHS Counterfraud Team. This information is used to match data against other public authority databases e.g. claim database, right to work database to identify cases of fraud. When we are asked to share staff information in this way a notice will be placed in your payslip.
  The Cabinet Office conducts data matching exercises to assist in the prevention and detection of fraud under its statutory authority and does not require the consent of individuals concerned under data protection legislation or the GDPR. The National Fraud Initiative also conducts regular data sharing and analytics pilots to evaluate and improve data matching methodology to continue to help detect and prevent fraud in the most efficient and effective way possible. The NFI is conducted using data matching powers bestowed on the Minister for the Cabinet Office by Part 6 of the Local Audit and Accountability Act 2014 (LAAA) Click here for more information on the National Fraud Initiative Privacy Notice

• To verify identify and an employee’s right to work by law, the Trust are required to complete ID checks on all employees, any anomalies of these checks will need to be verified by the Trust ID helpdesk for more information on Trust ID checks visit https://www.trustid.co.uk/

• FHFT work with Wagestream to provide an income streaming service to all staff employed at the Trust, pre-enrolment personal information of all staff members (employee number, date of birth as well as last four digits of your bank account) is shared with Wagestream this is to enable staff to fully enroll for this service. To opt-out of the Trust sharing your pre-enrolment data with Wagestream you should email saf.angelo@nhs.net.  More information can be found on Ourplace https://ourplace.xfph-tr.nhs.uk/staff-support/hr-and-payroll/staff-benefits/

• From job application through to recruitment and for a set period once starting at the Trust, your information is gathered and stored in the TRAC System, more information is available via the TRAC privacy policy at http://trac.jobs/

• To recognise our staff the Trust has appointed a Staff Recognition scheme ‘Each Person’ only your basic details including your name and date of birth are shared with the suppliers of the scheme to enable the Trust to reward its staff.

• There may be occasions when interrogating a clinical system that your name will be shared with a System supplier, all system suppliers to the Trust are bound by contractual confidentiality clauses.

• The Trust offer a salary sacrifice car scheme. Your personal details will need to be entered on to the website for processing your order. Once you have submitted your order on the online platform, the Trust will verify these details​ to confirm your name, address, salary, tax code and employment type.

There could be instances where the Trust is asked to share information about you with another organisation e.g. mortgage company, employment references, solicitors, police, property rental companies. Where this is the case information will only be shared with your consent unless required by the law.

Everyone working in the Trust has a legal duty to keep your information secure and confidential at all times which means only staff that have a legitimate need will be able to access your information. The Trust will only collect minimum information required to manage your employment.

Under the Data Protection Act (GDPR), organisations who collect your information:

• should be open about why they are collecting it

• should only use it in a reasonable way that you would expect; and

• shouldn’t use it in a way that is unfair to you.

You also have rights over your information including the right to:

• Obtain a copy of the data held about you in any “relevant filing system”

• Have factually incorrect information about you corrected

• Have your information kept secure.

If you would like to know what information the Trust holds about you or obtain a copy of the information held, you should write to the Human Resources Department and/or the Occupational Health Department.

Once a request for information has been received by the Trust there is a legal obligation to provide copies of information within 1 calendar month.

There is no legal right to information held in an unstructured format e.g. copies of emails and some manual records. The Trust may refuse requests of this nature however it will endeavor to provide you with information wherever possible. Requests of this nature can take longer to respond to and may incur a fee.

As a Foundation Trust we wish to include members of staff in the governance arrangements of the Trust so all new staff are automatically added into the Foundation Trust membership.

A third party company manages the Trust’s Foundation Membership database. This third party company is bound by strict confidentiality agreements.

Privacy notice for the Nursery

To view the Library Privacy Notices and for further information on the Library Services please click here.

Your Information Leaflet - A Guide for Staff

If you wish to obtain further information, please do not hesitate to contact the Human Resources Department by email;

fhft.askHR@nhs.net.