HR and volunteer data

If you are applying for a role at Woking & Sam Beare Hospice we will ask you upon application for personal information.

For example this will include: 

• Personal details such as names, addresses, telephone numbers and email addresses
• Education, training and career history 
• References [past employers]

For equal opportunities we may also ask for the following information about you: 

• Your eligibility to work in the UK 
• Any recognised disability, learning difficulty or special educational learning difficulty
• Racial and ethnic origin
• Offences [including alleged offences], criminal proceedings, outcomes and sentences
• Trade union membership
• Religious or similar beliefs
• Relationship status
• Employment tribunal applications, complaints, accidents, and incident details

If you are applying for a role at the hospice then we need to keep information in the first instance so that we can contact you following your application. We will ask what your preferred method of communicate is. 

When applying for an employment or a volunteer opportunity, the information you share with us will be used to assess your suitability for the role you are applying for. 

The types of personal information we keep about our employees includes:

• Personal details such as names, addresses, telephone numbers and email addresses
• Next of kin and family details as is appropriate
• Education, training and career history for staff and volunteers
• Employment details for those that work for us either directly or are commissioned by us to provide a service
• Financial details, where we provide payment for services or access to funds for individual patients if our support is required
• Third party service providers or partner organisation details such as names, their title, addresses, telephone numbers and email addresses
• Lifestyle and social circumstances
• Visual images, personal appearance and behaviour
• CCTV images as part of building security
• Dietary requirements, food allergies or other allergies
• Responses to surveys, where individuals have responded to surveys about healthcare issues

Information kept on our staff may also be of a more sensitive nature and information that may include:

• Any recognised disability, learning difficulty or special educational learning difficulty
• Medical information
• Racial and ethnic origin
• Offences (including alleged offences), criminal proceedings, outcomes and sentences
• Trade union membership
• Religious or similar beliefs
• Relationship status
• Employment tribunal applications, complaints, accidents, and incident details

Our Human Resources Department and Volunteer Services Team will keep personal records on all individuals who are employed by Woking & Sam Beare Hospice and those that volunteer for us. This information is used for:

• Salary payments for paid staff by our payroll
• Make pension contributions for contracted paid staff
• To ensure we can best support wellbeing
• To make any reasonable adjustments in accordance with the Equalities Act 2010
• Safeguarding
• Monitor progress and achievement
• Training and development
• Holiday and absences management
• To contact next of kin or an emergency contact if required
• For organisational evaluation and improvement

Sharing of sensitive personal information is strictly controlled by law (Data Protection Act 1998). However, there are times when we will share your data without your consent. For example:

• Our obligations to comply with current legislation
• Our duty to comply with a Court Order
• Our obligation in response to a crime or official investigation
• An infectious disease risk

If you are applying for a role at Woking & Sam Beare Hospices and/or you have been invited for an interview we will process information provided by applicants for the management of their application and the subsequent selection process. This involves providing details to the short-listing and selection panels. Other details are kept to help fulfill our obligations to monitor equality and diversity within the organisation and in the application process. You can find out more information about the use of personal data throughout the application process.

Information will be retained on interview performance and the application in line with the retention periods of Woking & Sam Beare Hospice. Our HR Department can provide you with more information or should you have further questions on how we might use your personal information.

We do need your consent for us to be able to contact you. Additionally, it is important that you have confirmed how you would like us to communicate with you - by post, telephone or email. It is therefore important when you apply to use that you have given consent and made your preferences clear.