Annex 2 – Schedule of personal information shared
Depending on the circumstances, your information may be shared in accordance with the following.
Annex 2
| Shared with third parties | Purpose |
| External reference and background check organisations, and your former employers’ and personal referees. | To obtain pre-employment references from employers and others (this will be done either directly by the Trust or through external organisations working on our behalf). |
| The Disclosure and Barring Service (DBS), where necessary for the role. | To undertake criminal records checks for the purpose of determining suitability for the role. |
| External recruitment services providers, where appropriate. | For recruitment purposes. |
| External human resource partners, including banking services, external payroll, benefits, medical health insurance, and pension administrators. | For salary and expenses payments, and for benefits and pension administration purposes. |
| External occupational health service providers. | To obtain health information and reports on how best to support the health, safety, and wellbeing of employees. |
| Motor insurance providers and vehicle licence check companies. | To support health and safety requirements. |
| External corporate travel providers. | For business travel arrangements. |
| Information technology partners. | For business continuity purposes, and facilitation of information technology services. |
| External legal advisors, employer’s insurance notice providers and loss adjustors and debt recovery agencies. | In support of legal or debt recovery claims or pre-action disclosure requests claims. |
| External auditors and other consultants, and research companies (including employee survey providers). | To comply with Trust’s internal audit processes and manage internal risk. To obtain management information and business intelligence to support human resources activities and action planning. |
| Regulators. | To ensure compliance with regulations. |
| Official authorities, organisations, and regulators (e.g., police, Trading Standards, DVLA, HMRC, Fire and Rescue Services, CCTV operators, The Environment Agency, insurance companies). | For official Trust business (e.g., identification, evidential and instigative purposes), or where there is otherwise a lawful basis to share the information, or the information sharing is exempt from the provision of the UK GDPR barring disclosure (for example where the police request information for the purpose of criminal investigations). |
| His Majesty’s Revenue and Customs | For tax, customs, and revenue purposes. |
| Home Office or other immigration agencies. | For immigration and compliance purposes where requests for information are made or it is appropriate to disclose information in any event. |
| Drug and Alcohol Testing organisations (Medigold / Hampton Knight). | For drug and alcohol testing purposes. |
| Any other external agents we have instructed to undertake employment services on our behalf. | For effective administration of your employment. |
| External mail communication services. | For effective, bespoke, and targeted emails in relation to your employment. |
Last Edited: 08 December 2023
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