Eastwood Endoscopy Centre
Privacy Notice for Employees
How your information will be used
1. As your employer, Eastwood Endoscopy Centre needs to keep and process information about you for normal employment purposes. The information we hold and process will be used for our management and administrative use only. We will keep and use it to enable us to run the endoscopy Centre and manage our relationship with you effectively, lawfully and appropriately, during the recruitment process, whilst you are working for us, at the time when your employment ends and after you have left. This includes using information to enable us to comply with the employment contract, to comply with any legal requirements, pursue the legitimate interests of the endoscopy centre and protect our legal position in the event of legal proceedings. If you do not provide this data, we may be unable in some circumstances to comply with our obligations and we will tell you about the implications of that decision.
2. We may sometimes need to process your data to pursue our legitimate business interests, for example to answer a complaint, deal with a clinical incident, prevent fraud, administrative purposes or reporting potential crimes. The nature of our legitimate interests is to provide a service to our patients that are safe and effective and to ensure that we all work within accepted legislation regarding the welfare of all our staff, contractors and patients. We will never process your data without your consent and only in your best interests.
3. Much of the information we hold will have been provided by you, but some may come from other internal sources, such as your manager, or in some cases, external sources, such as referees.
4. The sort of information we hold includes your application form and references, your contract of employment and any amendments to it; correspondence with or about you, for example letters to you about a pay rise or, at your request, a letter to your mortgage company confirming your salary; information needed for payroll, benefits and expenses purposes; contact and emergency contact details; records of holiday, sickness and other absence; information needed for equal opportunities monitoring policy; and records relating to your career history, such as training records, appraisals, other performance measures and, where appropriate, disciplinary and grievance records.
5. You will, of course, inevitably be referred to in documents and records that are produced by you and your colleagues in the course of carrying out your duties e.g. Team Meetings, Patient documentation. You should refer to the Data Protection Policy which is available on the shared Drive.
6. Where necessary, we may keep information relating to your health, which could include reasons for absence and GP reports and notes. This information will be used in order to comply with our health and safety and occupational health obligations – to consider how your health affects your ability to do your job and whether any adjustments to your job might be appropriate. We will also need this data to administer and manage statutory and company sick pay.
7. Where we process special categories of information relating to your racial or ethnic origin, religious and philosophical beliefs, union membership or sexual orientation, we will always obtain your explicit consent to those activities unless this is not required by law or the information is required to protect your health in an emergency. Where we are processing data based on your consent, you have the right to withdraw that consent at any time.
8. In addition, we monitor computer and telephone/mobile telephone use, as detailed in our employment handbook. We also keep records of your hours of work by way of signing in and out for Bank staff.
9. Other than as mentioned below, we will only disclose information about you to third parties if we are legally obliged to do so or where we need to comply with our contractual duties to you, for instance we have to pass on certain information to our external payroll provider, NHS pensions, NEST pensions and accountant.
10. Your personal data will be stored for the whole period of employment with Eastwood Endoscopy Centre and it will be
11. If in the future we intend to process your personal data for a purpose other than that which it was collected we will provide you with information on that purpose and any other relevant information.
1. Under the General Data Protection Regulation (GDPR) and The Data Protection Act 2018 (DPA) you have a number of rights with regard to your personal data. You have the right to request from us access to and rectification or erasure of your personal data, the right to restrict processing, objects to processing as well as in certain circumstances the right to data portability.
2. If you have provided consent for the processing of your data you have the right (in certain circumstances) to withdraw that consent at any time which will not affect the lawfulness of the processing before your consent was withdrawn.
17. You have the right to make a complaint to the Information Commissioners’ Office (ICO) if you believe that we have not complied with the requirements of the GDPR or DPA (2018) with regard to your personal data. Identity and contact details of controller and data protection officer
18. Eastwood Endoscopy Centre is the controller [and processor] of data for the purposes of the DPA and GDPR (2018).
19. If you have any concerns as to how your data is processed you can contact:
Kumar Nair (Data Protection Officer):
Eastwood Endoscopy Centre
348 Rayleigh Road
Leigh on Sea
Telephone: 01702 524984
For independent advice about data protection, privacy and data-sharing issues, you can contact:
The Information Commissioners Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF Phone: 0303 123 1113