PRIVACY NOTICE – STAFF

Step by Step Supporting Independence LTD.

Data protection statement and privacy notice (staff)

This statement explains how Step by Step Supporting Independence LTD handles and uses personal data we collect about our staff. Where in this statement we refer to ‘we’ or ‘our’ or ‘us’ we are referring to Step by Step supporting independence LTD, and where we refer to ‘you’ or ‘your’ we are referring to our staff.

We are committed to protecting your personal information and to being transparent about what information we hold. Step by Step supporting independence LTD understands its obligations to you to help you understand how and why we process your personal data. This notice tells you about these uses and should be read in conjunction with the Step by Step supporting independence LTD data protection policy.

 Why we hold your personal data

We are required to hold your personal data for various legal and practical purposes, without which we would be unable to employ you.

Holding your personal data enables us to meet various administrative and legal obligations (eg for tax purposes).

We will also process your personal information in other circumstances, provided you have given your consent for us to do so.

Lawful basis for processing personal data

The lawful basis for processing the personal data of Step by Step employees as described in this document is to fulfil a contract with an individual.

There is a contractual requirement for you to provide much of the information detailed. Without this we will be unable to fulfil our obligations which could result in the employment contract terminating.

Personal data held by Step by Step supporting independence LTD

The information we hold about you is primarily information you provided when applying for your job, supplemented by information generated in the course of your employment and information required to keep you on as paid employee.

In common with all employees we will hold:

  • Your name
  • Your contact details
  • Unique personal identifiers and biographical information (e.g. date of birth)
  • Your application and curriculum vitae
  • Details of your career and work history;
  • References.
  • Your contract of employment
  • Staff rotas with your hours of work
  • Supervision and appraisal records
  • Disciplinary, grievance and capability records, including records of meetings and letters sent.
  • Sickness and holiday records
  • Records of accidents/incidents at work;
  • Training provided and copy certificates.
  • Photographs of you
  • Personal data provided by you for a specific purpose or purposes (for example, disability, medical info)
  • Financial information such as bank details, NI and Tax info gathered for the purposes of administering wages.
  • Copies of info to confirm ID such as passports, driving licences, birth or marriage certificates, letter proving recent address.
  • Details of your education, qualifications.
  • Outcomes of DBS Checks and DBS reference numbersHow your personal data is used by Step by Step Supporting Independence LTD.

         Your data is used by us for a number of purposes including : 

  • Administrative purposes such as paying wages.
  • Staff record keeping in line with CQC requirements and for our own procedures such as disciplinary and grievance procedures.
  • Responding to data access requests you make.
  • Contacting you, your next of kin, or other relevant contact in case of an emergency.
  • Images may be used in Marketing (i.e. company website) with your consent. This will be via a separate consent form.
  • Service users safety and for managing anxiety about who will be coming in; Images will be used for staff id cards and for photo-boards at the service users property.

Communications to you may be sent by post or by telephone. Your personal home and mobile phone number will only be used by the management team and stored confidentially at the main office. If you have concerns or queries about any of these purposes, or how we communicate with you, please contact us.

Sharing your data with others 

Within Step by Step, personal data, including sensitive personal data, may be shared between members of the management team, but only those who legitimately need the information to carry out their normal duties to support your time with us.

We endeavour to ensure that sensitive personal data is only shared with colleagues with your explicit consent. However, circumstances may arise where this data is shared with colleagues without gaining your consent. This will only occur if it is necessary to protect your vital interests or the vital interests of another person; or for certain other reasons where it is not possible or appropriate to gain your consent such as disclosures to the police for prevention or detection of crime, or to meet statutory obligations relating to equality monitoring.

Relevant data may be shared with your next of kin but only with your consent or in an emergency. With your permission we may share your image on the company website and general information about what you do for the company.

Otherwise, Step by Step does not share data with any third party, except as required by law (i.e. in police investigations).

How long data is kept

We will keep your personal data only as long as is necessary for the purpose(s) for which it was collected, and in accordance with our Data Protection Policy. Data will be securely destroyed when no longer required.

Your data is stored in Locked cupboards and password protected computers. It can only be accessed by the senior management team.

We will always respect a request by you to stop processing your personal data, and in addition your statutory rights are set out below.

To be informed This Privacy Notice provides the information you are entitled to receive

Access

Please contact us if you would like confirmation that your data is being processed and access to your personal data. There is no charge for us providing you with this data and it will usually be provided within a month of the request (unless the request is unfounded or excessive).

Rectification

Please inform us of any data which you would like rectified and we will usually respond within a month of the request.
Erasure You may exercise your right to have your personal data erased in a number of circumstances (eg if the data is no longer necessary in relation to the purpose for which it was created or you withdraw your consent). Where possible we will comply with all such requests.
Restrict processing You can tell us that we can keep your data but must stop processing it, including preventing future mailings and communications.
Data portability We will do our best to provide all  information in a portable format .
To object If we can, we will stop processing your data if you object to processing based on legitimate  reasons.

Where you leave our employment and exErcise your right to erasure, we will continue to maintain a core set of personal data (name, dates of working at Step by Step Supporting Independence LTD and date of birth) to maintain your record for archive purposes. We may also need to retain some financial records about you for statutory purposes (e.g. accounting matters).