This document provides further specific information concerning staff and volunteers. It should be read within the wider context of our overall approach to privacy within the Data Protection Act 1998 and the General Data Protection Regulations (GDPR).


Working for Trinity Hospice or Brian House Children’s Hospice means being part of a very special local charity. We rely on the skills, passion and commitment of our amazing team to ensure our patients, their families and those close to them get the quality of care they deserve.

We are proud of our colleagues here who have worked tirelessly delivering patient and family satisfaction levels of 4.94 out of 5 during 2017-18. Trinity has also been rated ‘Overall Outstanding’ by the Care Quality Commission as well as achieving ‘Investors in People Gold’. We could not achieve this without our wonderful team.

Recruitment and employment

If you work or volunteer for us, or apply to do so, we will process your personal data, including sensitive personal data, to comply with our contractual, statutory and management responsibilities.

This data may include:

• Name, address and contact details;
• Nominated emergency contact, next of kin and family members;
• Relevant health-related information;
• Racial or ethnic origin and ethic opportunity monitoring;
• Any criminal convictions;
• Driving offences;
• Previous employment record;
• Skills, qualifications, training and development including mandatory training undertaken;
• References (for applications);
• Work permits;
• Bank account for volunteer expenses;
• Payroll, National Insurance, PAYE codes, pension provider details, bank account, and other relevant information (for employees);
• Absence, sick pay, leave and maternity pay (for employees);
• Appraisal information (for employees);
• Disciplinary matters (for employees).

Use of sensitive personal data

In certain circumstances, Trinity may legally collect and process sensitive personal data without the explicit consent of a member of staff or volunteer:

• Processing data concerning a member of staff’s health where it is necessary, for example, to record sickness absence, pay statutory sick pay, to make an occupational health referral, or necessary arrangements in the case of disability. This process would not normally happen without the employee’s knowledge, and certainly where necessary, without their consent.
• Where volunteered, the processing of data in line with the monitoring and upholding of Trinity’s equal opportunities policy.
• Holding data about a member of staff’s or volunteer’s DBS Check as necessary.

Retaining information

• Staff and volunteer records are held for six years after they leave;
• Information relating to unsuccessful job applications is held for one year;
• Disciplinary sanctions such as written warnings will be placed on the employee’s file in line with Trinity’s Disciplinary Policy. The warning will normally be spent after 12 months (although, in exceptional cases, the warning may specify a longer period) subject to the employee’s conduct and work performance having been satisfactory throughout that period.

Sharing information

Your data may be shared internally for the process of managing the recruitment process or managing your employment or volunteering with us.

Your data will only be shared with other organisations to check your application once you have been offered a position here at Trinity (unless you indicate you are happy for us to do so beforehand). We are obliged to share the following information with relevant third parties:

• Personal and financial information with regard to payroll and pensions management;
• Personal information with professional bodies and regulators;
• Payroll information with HMRC.

We will only use your data for the purposes outlined and will contact you using that data where appropriate and ensure consent where necessary.

Find out more:

If you have any queries about this policy, please call Trinity Hospice on 01253 358881 and ask for our Volunteer and Support Services Department. They can put you through to the relevant member of staff in HR or Volunteering.

Your choices:

Under the Data Protection Act 1998, you can request access to any information we hold about you by contacting us on the above details.

Please note:
We may change this policy from time to time to ensure it is up to date and in line with any changes in legislation. Please visit our website periodically to keep up to date with changes.

Updated May 2018

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