Spilsby Surgery Workforce and Recruitment Privacy Notice
Introduction
Spilsby Surgery is committed to protecting the privacy and security of the personal information of job applicants, employees, workers, volunteers, trainees and contractors.
This privacy notice explains how we collect, use, store and protect personal information during recruitment and throughout employment or engagement with the practice.
Spilsby Surgery is the Data Controller for the personal information described in this notice.
Who We Collect Information About
We may collect personal information relating to:
- Job applicants
- Employees
- Temporary workers
- Agency staff
- Locums
- Volunteers
- Students and trainees
- Former employees
Information We Collect
The information we collect may include:
Recruitment Information
- Name, address and contact details
- Curriculum vitae (CV)
- Employment history
- Qualifications and training records
- Professional registrations
- References
- Interview notes and assessment results
- Right to work documentation
- DBS disclosure information where required
- Occupational health information where appropriate
Employment Information
- Payroll and pension details
- Bank account information
- Attendance and leave records
- Training and appraisal records
- Professional registration details
- Disciplinary and grievance records
- Health and safety information
- Information required for statutory reporting
Why We Use Your Information
We use personal information to:
- Assess suitability for employment
- Manage recruitment processes
- Verify qualifications and professional registration
- Carry out pre-employment checks
- Meet legal and regulatory obligations
- Manage employment relationships
- Administer payroll, pensions and benefits
- Ensure patient safety and workforce compliance
- Support staff wellbeing and occupational health
Lawful Basis for Processing
We process personal information under one or more of the following lawful bases:
- Article 6(1)(b) UK GDPR – Contractual necessity
- Article 6(1)(c) UK GDPR – Legal obligation
- Article 6(1)(e) UK GDPR – Public task
- Article 6(1)(f) UK GDPR – Legitimate interests (where appropriate)
Where special category data is processed, we rely on additional conditions under Article 9 UK GDPR and Schedule 1 of the Data Protection Act 2018.
Who We Share Information With
Where necessary, information may be shared with:
- NHS Jobs
- NHS England
- NHS Business Services Authority
- Disclosure and Barring Service (DBS)
- Occupational health providers
- Payroll and pension providers
- Professional regulators (for example GMC, NMC, GPhC, HCPC)
- Government departments and statutory bodies where required by law
Information is only shared where there is a lawful basis to do so.
How Long We Keep Information
Recruitment records for unsuccessful applicants are generally retained for up to 12 months following completion of the recruitment process unless a longer retention period is required by law.
Employee records are retained in accordance with the NHS Records Management Code of Practice and other applicable legal requirements.
Security of Information
We take appropriate technical and organisational measures to protect personal information against unauthorised access, loss, destruction or misuse.
Your Rights
Under UK data protection legislation, individuals have rights including:
- Right to be informed
- Right of access
- Right to rectification
- Right to erasure (where applicable)
- Right to restrict processing
- Right to object
- Right to data portability (where applicable)
Requests relating to these rights should be submitted to the Practice Manager.
Contact Details
Practice Manager
Spilsby Surgery
Bull Yard
Simpson Street
Spilsby
Lincolnshire
PE23 5LG
Telephone: 01790 728111
Email: [email protected]
Complaints
If you are unhappy with how your information has been handled, you may contact the practice in the first instance.
You also have the right to complain to the Information Commissioner’s Office (ICO):
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Telephone: 0303 123 1113
Website: www.ico.org.uk
Review
This privacy notice will be reviewed periodically and updated as necessary.
