Annex 1 – Schedule of personal information processed
Information relating to Annex 1.
Annex 1
| Type of information | Information | Reason | Lawful basis and special condition (where relevant) |
| Identification information | Name, date of birth, gender photograph, National Insurance number | To identify you for various employment purposes. | Contract. You may not be obliged to provide some of this information, so long as we can identify you with the information that we do process. Where we process this information, we do so pursuant to our mutual contract of employment. Without the information, we will be unable to affect the terms of the contract. Legitimate interest - for photographs where these are not essential for the role. It is in our legitimate interest to process your photographic image for the purpose of identifying you, although you are not obliged to provide your photograph. |
| Contact information | Address, email address, telephone number | To contact you and to administer your employment. To comply with legal requirements to contact you in writing regarding certain elements of your employment. | Contract. We process this information pursuant to our mutual contract of employment. Without the information, we will be unable to affect the terms of the contract. Legal obligation – where we are legally required to contact you in writing. |
| Work status information | Entitlement to work in the UK, for example: Passport, birth certificate, National Insurance number, visa, work permit, or other right to work documentation, driving licence, nationality and/or citizenship | To ensure eligibility to work in the UK. | Legal obligation. We have a legal obligation to ensure you have a right to work for the Trust. |
| Driving licence information, where necessary for driving a Trust vehicle for work purposes. | Driving licence, including photograph, driving licence endorsements, driving convictions. | To ensure health and safety assessments are made. | Legal obligation (lawful basis). We have a legal obligation to ensure you have a right to drive and are safe in doing so and for the purpose of insurance. Necessary for exercising legal obligations or rights in relation to employment (special condition) - where this pertains to licence endorsements and driving convictions. |
| Finance and Renumeration | Remuneration details, including: salary, pensions, insurance, tax deductions, benefits, expenses claimed (including travel and accommodation), information on Court-ordered salary deductions, credit card, debit card, bank details | To administer and provide accurate remuneration and benefits. | Contract. We process this information pursuant to our mutual contract of employment. Without the information, we will be unable to affect the terms of the contract. |
| Work history information | Internal job application history. Records of training while at the Trust. | To administer your employment and career development and succession planning. | Legitimate interest. The Trust has a legitimate interest to process your work history information, to ensure it provides the best and most appropriate career development. It is also in your legitimate interest. |
| Family information | Maternity and paternity information, marital status, next of kin, dependents, emergency contacts | To administer processes such as maternity leave and flexible working arrangements. To administer and provide accurate remuneration and benefits. For health, safety, and security. | Contract – in relation to remuneration and benefits. Legal obligation - where this pertains to leave and flexible working entitlements, and health and safety. |
| Convictions and criminal offence information. | Unspent convictions, Disclosure and Barring Service reports (where relevant and required for your role). | For health, safety, and security. | Legal obligation (lawful basis). Necessary for exercising legal obligations or rights in relation to employment (special conditions). |
| Working information | Your work schedule, your attendance at work, your local Hub, or your office location | To administer your employment and for health, safety, and security purposes. | Contract. We process this information pursuant to our mutual contract of employment. Without the information, we will be unable to affect the terms of the contract. Legal obligation – where processing is for health and safety purposes. |
| Trade Union information | Your trade union affiliations (where membership fees are deducted from payroll). | To administer the payment of fees. | Consent (lawful basis) Explicit consent (special condition). You usually provide this consent via your Trade Union. You do not have to consent, but if you do not do so, we cannot administer the payment of fees in this way. |
| Absence from work information | Periods of leave and reasons for this, with supporting documents. | To administer your employment. For health, safety, and security. | Contract. We process this information pursuant to our mutual contract of employment. Without the information, we will be unable to affect the terms of the contract. Legal obligation – where processing is for health and safety purposes. |
| Internal disciplinary or grievance information | Details of any disciplinary or grievance procedures in which you have been involved whilst working at the Trust. | To administer your employment. | Contract. We process this information pursuant to our mutual contract of employment. Without the information, we will be unable to affect the terms of the contract. |
| Performance and development information | Assessments of your performance, e.g. appraisals, performance reviews and ratings, performance improvement plans and related correspondence. | To administer your employment with specific reference to performance management. | Contract. We process this information pursuant to our mutual contract of employment. Without the information, we will be unable to affect the terms of the contract. |
| Medical and health information | Health and medical conditions, including ongoing conditions (where relevant), occupational Health records and reports (where relevant), drug and alcohol test results (where relevant – there are undertaken randomly on employees with high-risk activities as part of their role and on a targeted basis in cases of concern). | To assess your continued ability to perform your role. For health, safety, and security - to determine if there are any special requirements to assist you in undertaking the role safely and effectively. To ensure you are physically able to carry out your duties at work or to drive and/or operate machinery where this forms part of your duties at work. | Legal obligation (lawful basis). Necessary for exercising legal obligations or rights in relation to employment (special condition) – where information is special category information. |
| Accidents and incidents information | Information relating to accidents and incidents while at Trust premises or in the course of employment. Health and safety reports, including incidents and investigations you have reported or been involved in. Interactions with the Trust as part of the report of any accident or incident and any information in relation to these. | For health, safety, and security - to investigate accidents and improve our premises and working practices. | Legal obligation. We have a legal obligation to investigate accidents and incidents as part of our duties to ensure the health and safety and safeguarding of those on our premises. |
| Disability information | Information about mental and physical disabilities. Information about required reasonable adjustments. | To determine whether there are any reasonable adjustments required under equality legislation and how to put these into effect. | Legal obligation (lawful basis). Necessary for exercising legal obligations or rights in relation to employment (special condition) – where information is special category information. |
| Equality and diversity information | Equal opportunities monitoring information, e.g. gender, ethnic origin, sexual orientation, health, religion or belief or other faith. | For equal opportunities monitoring and compliance purposes and to inform the Trust’s Human Resources Strategy. | Legal obligation (lawful basis). Explicit consent (special condition). You do not have to provide this information, but it will help our reporting and help shape our strategy. Where you do provide it, it will be anonymised. |
| Location information | A record of your presence at our properties or offices when using your key card. | To administer your employment. For health, safety, and security. | Contract. We process this information pursuant to our mutual contract of employment. Without the information, we will be unable to affect the terms of the contract. Legal obligation – where processing is for health and safety purposes. |
| Survey responses | Employee Engagement Survey responses, and other survey responses from time to time. | To help us identify how we can improve your experience of working at the Trust. These are anonymous. | Legitimate interest. The Trust has a legitimate interest to review your responses to our surveys. It is also in your legitimate interest. |
| Use of systems information | Information about your use of our information and communications systems. | To ensure compliance with internal policies and procedures and for health, safety, and security reasons. | Legitimate interest. The Trust has a legitimate interest to monitor use in this way, to ensure a safe environment for all staff. Legal obligation – where processing is for health and safety purposes. |
Last Edited: 08 December 2023
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