Privacy Notice for Staff and Volunteers

Dr Gerald Eko's Surgery staff/volunteers privacy notice.

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

Contact Details:

Post: Darton Health Centre, Church Street, Darton, Barnsley S75 5HQ

Telephone: 01226219123

Email:

syicb-barnsley.dart.surg@nhs.net

What informaton we collect and 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
• Gender
• Photographs (eg NHS Smart Card)
• Copies of passports or other photo ID
• Copies of proof of address documents (eg bank statements or bills)
• Next of kin emergency contact details
• Employment history (eg job application, employment references or secondary employment
• Education history (eg qualifications)
• Right to work information
• Details of any criminal convictions (eg Vetting and Barring checks)
• Performance records (eg reviews, disciplinary records, complaints or disciplinary action)
• Training history and development needs
• CCTV footage or other recordings

Salaries and Pensions

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

• Job role and employment contract (eg start and leave dates, salary, changes to employment contract or working patterns)
• Time spent working (eg time sheets, rotas etc)
• Expense, overtime and other payments claimed
• Leave (eg sick leave, holidays or special leave)
• Maternity, paternity, shared parental and adoption leave and pay
• Pension details
• Bank account details
• Payroll records
• Tax status

Staff Health and Wellbeing

We collect or use the following personal information for managing staff health and wellbeing:

• Sick leave forms or fit notes (eg Statement of Fitness for Work from a GP or hospitla)
• Accident at work records

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 examptions which may apply on the ICO's website.

• Your right of access - You have the right to ask us for copies of your personal information.  You can request other information such as details about where we get personal information from and who we share personal information with.  There are some exemptions which means you may not receive all the information you ask for.  
• Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete.
• Your right to erasure - You have the right to ask us to delete your personal information.
• Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information.
• Your right to object to processing - You have the right to object to the processing of your personal data.
• Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you.
• Your right to withdraw consent - When we use consent as our lawful basis, you hve the right to withdraw your consent at any time.

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 the4 contact details at the top of this privacy notice.

Our lawful basis for the collection and use of your data

Our lawful basis for collecting or using your personal information as part of staff recruitment, administration and management are:

• 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 basis for collecting or using personal information as part of management salaries and pensions are:

• 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 basis for collecting or using personal information as part of managing staff health and wellbeing are:

• 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.

Where we get personal information from

We collect your information from the following places:

• Directly from you
• Referees (external or internal)
• Security clearance providers
• Pension administrators or government departments (eg HMRC and DWP)

How long with keep information

Retention Periods

• General Personnel Files and Training Records:  6 years from the end of employment
• Financial and Payroll Records:  3 years from the end of the relevant taxyear
• Sickness Absence Records: 3 months 
• Pension Benefit Records: 12 years from the end of any benefit payable
• Parental Leave Records: 5 years from the birth or adoption of a child or 18 years if the child receives a disability allowance
• Immigration Checks: 3 years after the termination of employment

Who we share information with

In some circumstances, we may share information with the following organisations:

• HMRC 
• Employee Benefit Schemes (ie Pensions Agency)

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-complaint

Last Updated:  16/09/2025