Staff, Volunteer and Sub-Contractor Privacy Notice

This notice applies whether you are applying for a role, volunteering, working for us, or providing services as a sub-contractor.

The Mary Stevens Hospice is the data controller for the personal information described in this notice. This means we are responsible for deciding how and why your personal data is processed.

What Information We Collect

We may collect and process personal data during recruitment and throughout your employment, volunteering or contractual relationship with us. This may include:

• Personal Data
• Name
• Contact details (telephone numbers, email address, postal address)
• Date of birth
• Employment history, including previous roles and salary details
• Academic and professional qualifications
• Gender
• Marital status
• Results of recruitment assessments or testing (e.g. psychometric testing, where applicable)
• Proof of identity (e.g. passport or other official identification)
• Right to work and immigration status
• Photographs or video recordings (e.g. ID badges, CCTV where applicable)

Special Category Data

Where relevant and necessary, we may also process special category personal data, such as:

• Ethnic origin
• Health information (for example, to support occupational health requirements or reasonable adjustments)

We will only collect and process special category data where there is a lawful basis and appropriate safeguards in place.

Third-Party Information

We may process personal data relating to third parties provided by you, such as referee contact details. You are responsible for ensuring that those individuals are aware that you have shared their information with us.

Payroll and Financial Information

For salaried employees, we collect bank account details to pay salary and an email address to issue secure electronic payslips and statutory documents (such as P60s). Relevant information is shared with HMRC, pension providers and other authorised bodies where required by law.

When We Collect Your Personal Information

We may collect your personal data:

• When you apply to work or volunteer with The Mary Stevens Hospice
• During recruitment, selection and onboarding processes
• Throughout your employment, volunteering or contractual engagement
• If you contact us about current or future roles
• From recruitment agencies you have registered with
• From third parties such as referees or background check providers, where permitted by law

How We Use Your Information

We process personal data for recruitment, employment, volunteering and contractual purposes, including:

• Managing applications and communicating with you
• Assessing skills, experience and suitability for a role
• Verifying identity, qualifications, employment history and right to work
• Carrying out background checks, including DBS checks where legally permitted and required
• Administering contracts, payroll, pensions and benefits
• Meeting legal, regulatory and safeguarding obligations
• Managing internal processes and complying with organisational policies

Lawful Basis For Processing

We process your personal data under one or more of the following lawful bases:

• Performance of a contract
• Compliance with a legal obligation
• Legitimate interests (where these are not overridden by your rights)
• Employment and social protection law
• Explicit consent (where required, and which may be withdrawn at any time)

Data Retention

• If your application is unsuccessful, your personal data will normally be retained for six months following the end of the recruitment process, after which it will be securely deleted.
• If you become an employee, volunteer or sub-contractor, your data will be retained for the duration of your engagement and for a defined period afterwards, in line with legal and regulatory requirements.

Who Has Access To Your Data

Your personal data may be shared internally with:

• Senior leadership and trustees (where appropriate)
• Human resources and support staff
• Finance and payroll teams
• Your line manager

We may also share personal data externally where required, including with:

• The Care Quality Commission (CQC) during inspections
• HMRC, pension providers and regulatory bodies
• Trusted third-party service providers acting on our instructions

We do not permit third-party processors to use your data for their own purposes and require them to apply appropriate security measures.

Your Rights

Under UK data protection law, you have rights in relation to your personal data, including the right to:

• Access your personal data
• Request correction of inaccurate or incomplete information
• Request erasure of data where it is no longer necessary
• Restrict or object to processing in certain circumstances
• Request data portability
• Withdraw consent where processing is based on consent

Not all rights apply in every situation. To exercise your rights or request further information, please contact our Privacy Officer.

Further Information and Contact Details

If you have questions about this Privacy Notice or how your data is handled, please contact:

Simon Henwood, Privacy Officer, Mary Stevens Hospice, 221 Hagley Road, Oldswinford, Stourbridge, West Midlands, DY8 2JR
Telephone: 01384 443010 Email:Privacy.Officer@marystevenshospice.co.uk

If you have concerns about how we process your data, we encourage you to contact us in the first instance. You also have the right to raise a complaint with the Information Commissioner’s Office (ICO), the UK data protection regulator. www.ico.org.uk