Your Personal Data is processed by the Health Board to meet its legitimate interests as an employer and provider of health care.
The Health Board may use this data to form an employment contract with you or as part of your terms of engagement and to meet the obligations of this contact/engagement – this includes making sure that you get paid and deduct tax and National Insurance as appropriate.
As a health organisation we are committed to making sure that people in our care are safeguarded against exploitation and harm. Checking your qualifications, DBS status and professional registration etc. are important tools in recruiting safely and making sure that our patients are safe. We may also use your personal data to check that you are legally entitled to work or volunteer in the UK.
Where necessary, we may keep Personal Data relating to your physical and mental health or disability status, which could include reasons for absence and medical reports. This information will be used in order to comply with our health and safety and occupational health obligations such as considering how your health affects your ability to perform your role and whether any adjustments might be appropriate.
We also need this Personal Data to make sure that payroll is informed about any sickness and that you are paid statutory and contractual sick pay as appropriate.
Other examples of how your data is used include:
· To make a decision about your recruitment or appointment
· Ensuring acceptable conduct within the workplace by keeping a record of disciplinary and grievance processes
· To conduct monitoring for the purpose of ensuring appropriate access to our information and communication systems
· Planning for career development, succession planning and workforce planning
· Ensuring that you are paid appropriately and other obligations on us are met when you are on leave (including maternity, paternity, adoption, parental and shared parental leave)
· Providing references for current or former employees
· Informing the authorities of your suitability to be appointed to certain jobs involving children or vulnerable people
· Responding to and defending against legal claims
· Maintaining and promoting equality and equal opportunities in the workplace.
We will only use your personal information for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If we need to use your personal information for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.
We may process special categories of sensitive personal information in the following circumstances
We may need to use your particularly sensitive personal information in the following ways:
· We will use information relating to leaves of absence, which may include sickness absence or family related leave, to comply with employment and other laws.
· We will use information about your physical or mental health, or disability status, to ensure your health and safety in the workplace and to assess your fitness to work, to provide appropriate workplace adjustments, to monitor and manage sickness absence and to administer benefits.
· We will use information about your race or national or ethnic origin, religious, philosophical or moral beliefs, or your sexual orientation, to ensure meaningful equal opportunity monitoring and reporting.
· We will use trade union membership information to pay trade union premiums, register the status of a protected employee and to comply with employment law obligations.