Privacy Notice for staff

This is a Privacy Notice - also known as a Fair Processing Notice.

It should not be confused with the Privacy Statement which concerns the use of this website.

This page describes how the Trust uses and manages the information it holds about its staff, including how the information may be shared with other organisations, and how the confidentiality of staff information is maintained.

Personal data is information that relates to a living individual who can be identified from that data.

The Trust holds personal information about its staff for employment-related purposes.

The Trust is registered with the Information Commissioner's Office as a Data Controller reference Z4953683, as required by the Data Protection Act 1998.

How staff records may be shared

The Trust shares staff information with a range of organisations or individuals for a variety of lawful purposes, including:

  • Disclosure to Data Processors - e.g. to companies providing archive storage of personnel records under contract to the Trust;
  • Public disclosure under Freedom of Information - e.g. requested names or contact details of senior managers or those in public-facing roles;
  • Disclosure of job applicant details - e.g. to named referees for reference checks, to the Disclosure & Barring Service for criminal record checks, to named GPs for health checks, to housing agencies for staff relocation or accommodation;
  • Disclosure to employment agencies - e.g. in respect of agency staff;
  • Disclosure to banks & insurance companies - e.g. to confirm employment details in respect of loan/mortgage applications/guarantees;
  • Disclosure to professional registration organisations - e.g. in respect of fitness to practice hearings;
  • Disclosure to Occupational Health professionals (subject to explicit consent);
  • Disclosure to police or fraud investigators - e.g. in respect of investigations into incidents, allegations or enquiries.

Confidential staff information is only shared with other organisations where there is a legal basis for it as follows:

  • When there is a statutory duty to share staff data;
  • When there is a statutory power to share staff data;
  • When the employee has given his/her explicit consent to the sharing;
  • When the employee has implicitly consented to the sharing for employment-related purposes 

Staff access to their information

Trust employees have the right to access personal information about them held by the Trust, either to view the information in person, or to be provided with a copy.

There is a standard fee of £10 for providing a copy of employment information.

Staff members wanting to access their employment information should contact their Human Resources representative.

Requests are normally fulfilled within 40 calendar days of receiving the request in writing.

Employees who are also patients of the Trust should refer to the Patient Records webpage for details of how to access their health records.

If you have any problems, please email gwh.info.gov@nhs.net.

Further information

For further guidance concerning the Data Protection Act 1998 and Subject Access Requests in general, please contact:

The Information Commissioner's Office
Wycliffe House
Water Lane, Wilmslow
Cheshire
SK9 5AF

Tel: 0303 123 1113 or 01625 545745
Information Commissioner's Office website (www.ico.org.uk)

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Please contact us at webmaster@gwh.nhs.uk and we'll put it right.

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