Staff Privacy Notice

This privacy notice tells you what to expect us to do with your personal information when you work for us.

BASICS SCOTLAND CONTACT DETAILS
Post: Sandpiper House, Maidenplain Place, Aberuthven Enterprise Park, Aberuthven, Perthshire, PH3 1EL
Telephone: 01764 663671
Email: admin@basics-scotland.org.uk

WHAT INFORMATION WE COLLECT, USE, AND WHY
Staff recruitment, administration and management

We collect or use the following personal information as part of staff recruitment, administration and management

  • Contact details (eg name, address, telephone number or personal email address)
  • Date of birth
  • National Insurance number
  • Photographs (eg staff ID card)
  • Passports or other photo ID
  • Proof of address documents (eg bank statements or bills)
  • Next of kin or emergency contact detail
  • Employment history (eg job application, employment references or secondary
  • employment)
  • Education history (eg qualifications)
  • Right to work information
  • Details of any criminal convictions (eg Disclosure Scotland checks)
  • Performance records (eg reviews, disciplinary records, complaints or disciplinary
    action)
  • Training history and development needs

Salaries and pensions
We collect or use the following personal information as part of managing salaries and
pensions:

  • Occupational health referrals and reports
  • Sick leave forms or fit notes (eg Statement of Fitness for Work from a GP or hospital)
  • Accident at work records
  • Access needs or reasonable adjustments

LAWFUL BASES AND DATA PROTECTION RIGHTS

Under UK data protection law, we must have a “lawful basis” for collecting and using your personal
information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful
bases on the ICO’s website.

Which lawful basis we rely on may affect your data protection rights which are set out in brief below.
You can find out more about your data protection rights and the exemptions which may apply on the
ICO’s website:

If you make a request we must respond to you without undue delay and in any event within one month.
To make a data protection rights request please contact us using the contact details at the top of this
privacy notice.

Our lawful bases for the collection and use of your data
Our lawful bases for collecting or using personal information as part of staff recruitment,
administration and management:

  • Contract – we have to collect or use the information so we can enter into or carry outa contract with you. All of your data protection rights may apply except the right to object.
  • Legal obligation – we have to collect or use your information so we can comply with
    the law. All of your data protection rights may apply, except the right to erasure, the
    right to object and the right to data portability.
  • Legitimate interests – we’re collecting or using your information because it benefits
    you, our organisation or someone else, without causing an undue risk of harm to
    anyone. All of your data protection rights may apply, except the right to portability.
  • Our legitimate interests are:
    • For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.
    • Vital interests – collecting or using the information is needed when someone’s
      physical or mental health or wellbeing is at urgent or serious risk. This includes an
      urgent need for life sustaining food, water, clothing or shelter. All of your data
      protection rights may apply, except the right to object and the right to portability.
    • Public task – we have to collect or use your information to carry out a task laid down
      in law, which the law intends to be performed by an organisation such as ours. All of
      your data protection rights may apply, except the right to erasure and the right to
      portabilit

Our lawful bases for collecting or using personal information as part of managing salaries
and pensions are:

  • Contract – we have to collect or use the information so we can enter into or carry out
    a contract with you. All of your data protection rights may apply except the right to
    object.
  • Legal obligation – we have to collect or use your information so we can comply with
    the law. All of your data protection rights may apply, except the right to erasure, the
    right to object and the right to data portability.

Our lawful bases for collecting or using personal information as part of managing staff
health and wellbeing are:

  • Consent – we have permission from you after we gave you all the relevant
    information. All of your data protection rights may apply, except the right to object.
    To be clear, you do have the right to withdraw your consent at any time.
  • Contract – we have to collect or use the information so we can enter into or carry out
    a contract with you. All of your data protection rights may apply except the right to
    object.
  • Legal obligation – we have to collect or use your information so we can comply with
    the law. All of your data protection rights may apply, except the right to erasure, the
    right to object and the right to data portability.
  • Vital interests – collecting or using the information is needed when someone’s
    physical or mental health or wellbeing is at urgent or serious risk. This includes an
    urgent need for life sustaining food, water, clothing or shelter. All of your data
    protection rights may apply, except the right to object and the right to portability.

WHERE WE GET PERSONAL INFORMATION FROM
We collect your information from the following places:

  • Directly from you
  • Referees (external or internal)
  • Occupational Health and other health providers
  • Pension administrators or government departments (eg HMRC and DWP)
Type of record Retention Period
Job Applications (unsuccessful): 1 year (after interview/advert closing
Personnel Files (General):6 years after employment terminates
Employment Contracts/Amendments:6 years after end of employment
Payroll & Tax Records:6 years + current tax year
Working Time Records:2 years from creation
Disciplinary & Grievance Records:6 years from last correspondence
Health Records (General): 3 years after employment.
Health Records (COSHH/Hazardous Exposure):40 years
Right to Work Documents:2 years after employment termination.
Pension Records: 12 years after benefit ceases

For more information on how long we store your personal information or the criteria we use to determine this please contact us using the details provided above

WHO WE SHARE INFORMATION WITH
In some circumstances, we may share information with the following organisations:

  • HMRC
  • Data processors

We use the following data processors for the following reasons:

Morris & Young Chartered Accountants, Payroll Department
This data processor does the following activities for us: they process our payroll information

HOW TO COMPLAIN

If you have any concerns about our use of your personal data, you can make a complaint to us using the
contact details at the top of this privacy notice.

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.

The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113
Website: https://www.ico.org.uk/make-a-complain