About us

Staff privacy notice

To fulfill our role as your employer, we must hold certain information about you.

We need to obtain this information fairly and lawfully, so you'll probably already be aware of what we hold.

Why we process your information

In our role as your employer, we'll process your personal information to:

  • pay you
  • make sure you work in a safe environment
  • check you're fit to work.
  • monitor the diversity of our staff
  • administer the NHS Pension Scheme
  • analyse patterns and trends within information from employees, applicants to and leavers of the NHSBSA, and staff survey responses - we'll use this to plan and improve workforce retention and our employment and recruitment processes
  • manage building and car park occupancy throughout NHSBSA buildings

Your employment contract

We process information in line with your contract, and our policies and procedures. This is so we can:

  • assess your job applications
  • provide you with employee benefits
  • identify learning and development opportunities as part of managing your work performance
  • detect and prevent any possible mistakes or fraud
  • check you're complying with the terms of your employment

Our legitimate interests

We'll use certain information to promote our values and interests, which may include:

Where we process your information

Your information will not be transferred outside the UK or European Economic Area (EEA), unless the UK has approved the country as having comparable data protection laws.

Sharing your personal information

We may share your information with:

  • Amiqus and TransUnion verification services to complete pre-employment checks
  • the Disclosure and Barring Service (DBS), if your role requires a DBS check
  • medical professionals, to assess your fitness to work and any reasonable adjustments that you need
  • organisations you choose to make payments to through our payroll service, such as Give as You Earn
  • organisations you're placed with, such as through the NHS Management Graduate Training Scheme to allow them to manage your the placements - those organisations will share information with us about your employment status and any health and safety incidents
  • your next of kin in an emergency situation
  • the National Fraud Initiative, to help prevent and detect fraud
  • people who request it, in circumstances detailed in our Freedom of Information policy and Data Protection policy
  • providers of business travel, accommodation or car hire that we book and pay for - if a hire car is dropped off at your home address, a profile is created to help with any subsequent car hire bookings which can be updated or deleted on request
  • organisations you've asked us to provide references to, such as a prospective employer, landlord or mortgage provider
  • any other organisation who has a legal right to it

Keeping your personal information

Your information will be deleted from our systems as detailed in our records retention schedule, under the Function Grouping ‘Human Resources’.

When you leave the NHSBSA, we need to retain summary information to allow us to:

  • provide previous employer references
  • make sure the correct financial benefits and allowances have been calculated
  • make sure you're paid the correct pension benefits when you retire
  • assess any future health and safety claims you may have
  • provide information relevant to any ongoing public inquiry relevant to your role- this includes the UK Covid-19 Inquiry, in accordance with the UK Coronavirus Inquiry privacy notice for current and past NHSBSA employees

Your rights

The information you provide will be managed as required by Data Protection law.

You have the right to:

  • receive a copy of the information we hold about you
  • request your information be changed if you believe it was not correct at the time you provided it – you can update your information through the ESR self-service facility or by contacting your line manager

You can:

  • access your annual pension benefits information through Total Rewards Statement (TRS) and My NHS Pension
  • access your employment details through ESR self service
  • access your attendance details through the time recording system
  • access your performance information in meetings with your manager
  • object to your image or comments being used
  • request that your information be deleted if you believe we're keeping it for longer than necessary

Find out more about your rights and how we process information.

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