THE LEADERSHIP TEAM
NEW ROAD SIDE
Trinity Rawdon collects and processes personal data relating to its employees to manage the
employment relationship. Trinity Church is committed to being transparent about how it collects
and uses that data and to meeting its data protection obligations.
WHAT INFORMATION DO WE COLLECT?
Trinity Church collects and processes a range of information about you. This includes:
• your name, address and contact details, including telephone number, date of birth and gender;
• the terms and conditions of your employment;
• details of your qualifications, skills, experience and employment history, including start and end dates, with previous employers and with the organisation;
• information about your remuneration, including entitlement to benefits such as pensions or insurance cover;
• details of your bank account and national insurance number;
• information about your marital status, next of kin, dependants and emergency contacts;
• information about your nationality and entitlement to work in the UK;
• details of your schedule (days of work and working hours) and attendance at work;
• details of your expenses, mileage, telephony or other reimbursements
• Details of your utilities or service providers and payment details which we agree to pay as part of your contract terms e.g. water suppliers, telephone suppliers
• details of periods of leave taken by you, including holiday, sickness absence, family leave and the reasons for the leave;
• details of any disciplinary or grievance procedures in which you have been involved, including any warnings issued to you and related correspondence;
• assessments of your performance, including appraisals, performance reviews, performance improvement plans and related correspondence;
• information about medical or health conditions, including if you have a disability for which we need to make reasonable adjustments; and
• equal opportunities monitoring information including information about your ethnic origin, sexual orientation and religion.
We may collect this information in a variety of ways directly from you. For example, data might be collected through application forms, CVs or resumes; obtained from your passport or other identity documents such as your driving licence; from forms completed by you at the start of or during employment; from correspondence with you; or through interviews, meetings or other assessments.
We may collect personal data about you from relevant third parties, such as references supplied by former employers or referees. We would only do so with your consent.
We do not collect more information than we need to fulfil our stated purposes and will not retain it for longer than is necessary.
Data will be stored in a range of different places, for example – in paper copy or electronic documents including word excel, email.
WHY DOES TRINITY CHURCH PROCESS PERSONAL DATA?
As your employer, Trinity Rawdon needs to keep and process information about you for normal employment purposes. The information we hold and process will be used for our management and administrative use only. We will keep and use it to enable us to run the Church business and manage our relationship with you effectively, lawfully and appropriately, during the recruitment process, whilst you are working with us, at the time when your employment ends and after you have left.
This includes using information to enable us to comply with the employment contract, to comply with any legal requirements, pursue the legitimate interests of Trinity Rawdon and to protect our legal position in the event of legal proceedings.
Trinity Rawdon is required by law to process personal data to enter into an employment contract with you and to meet our obligations under your employment contract. For example: we need to process your personal data to provide you with an employment contract; to pay you in accordance with your employment contract; and to administer benefit, pension and insurance entitlements. In some cases, we need to process data to ensure that we are complying with our legal obligations e.g. it is necessary to check an employee’s entitlement to work in the UK; to calculate income tax; to comply with health and safety laws; and to enable employees to take periods of leave to which
they are entitled.
In other cases, we have a legitimate interest in processing personal data before, during and after
the end of the employment relationship. Processing employee data also allows us to:
• run recruitment processes;
• maintain accurate and up-to-date employment records and contact details (including details of who to contact in the event of an emergency) and records of employee contractual and statutory rights;
• operate and keep a record of disciplinary and grievance processes to ensure acceptable conduct within the workplace;
• Operate and keep a record of employee performance and related processes, to plan for development, succession planning and workforce management purposes;
• Operate and keep a record of absence and absence management procedures, to allow effective workforce management and ensure that employees are receiving the pay or other benefits to which they are entitled;
• Obtain occupational health advice, to meet our obligations under health and safety law, to
• ensure that we comply with duties in relation to individuals with disabilities, and ensure that employees are receiving the pay or other benefits to which they are entitled;
• operate and keep a record of other types of leave (including maternity, paternity, adoption, parental and shared parental leave), to allow effective workforce management, to ensure that we comply with duties in relation to leave entitlement, and to ensure that employees are receiving the pay or other benefits to which they are entitled;
• ensure effective general HR and business administration;
• provide references on request for current or former employees; and
• respond to legal claims, if necessary.
Some special categories of personal data, such as information about health or medical conditions, are processed to carry out our employment law obligations (such as those in relation to employees with disabilities). When we make an offer of employment to you, we may ask that you complete a health questionnaire which will help us to determine if you are fit to undertake the work that you have been offered, or advise us if any adjustments are needed to the work environment or systems so that you may work effectively.
Where we process other special categories of personal data, such as information about ethnic origin, sexual orientation or religion or belief, this is done for the purposes of monitoring our equal responsibilities. Data that we use for these purposes is anonymised and is only collected with your express consent, which can be withdrawn at any time. Employees are entirely free to decide whether to provide such data or not, and there are no consequences of failing to do so.
WHO HAS ACCESS TO DATA?
Your information may be shared internally, including with the Leadership Team, Leadership Team, Finance Committee or Property Committee, a recruitment team, managers in the business area in which you work if access to the data is necessary for performance of their roles.
We may also share your data with external third parties in order to obtain pre-employment references from other employers or referees.
Other than as mentioned above, we will only disclose information about you to third parties if we are legally obliged to do so or where we need to comply with our contractual duties to you, for instance we may need to pass on certain information to banks, the tax office, utilities companies, the pension administrator.
Where eligible your details will be provided to an agreed pension provider who is the administrators of the Pension Scheme.
You may be auto-enrolled into a pension scheme and the details provided to the pension provider will be: your name; date of birth; gender; home address; national insurance number; employee number; salary; and contribution rate. Your bank details will not be passed to the pension provider at this time.
HOW DOES THE TRINITY RAWDON PROTECT DATA?
We take the security of your data seriously. We have policies and controls in place to try to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by appropriate members in the performance of their duties.
Policies are available on the Church Website and through the Leadership Team.
HOW LONG DOES TRINITY RAWDON KEEP YOUR DATA FOR?
Trinity Church will hold your personal data for the duration of your employment. The periods for which your data is held after the end of employment are set out in our Retention Schedule found in our general Privacy Notice.
Under the General Data Protection Regulation (GDPR) and the Data Protection Act 1998 (DPA) you have a number of rights with regard to your personal data.
You have the right to request:
• to be informed about the collection and use of your personal data.
• to access your personal data and supplementary information on request
• to have inaccurate personal data rectified, or completed if it is incomplete
• to have personal data erased i.e. the right to be forgotten
• to request the restriction or suppression of your personal data
• to obtain the personal data you have provided to us and is stored electronically
• to object to the processing of your data where the Trinity Church is relying on its legitimate interests as the legal ground for processing
• not to be subject to decisions based solely on automated processing, including profiling which significantly affects you.
ACCESS TO PERSONAL INFORMATION
Trinity Church tries to be as open as it can be in terms of giving you access to your personal information. Individuals can find out if we hold any personal information by making a ‘subject access request’ under the Data Protection Act 1998. If we do hold information about you we will:
• give you a description of it;
• tell you why we are holding it;
• tell you who it could be disclosed to; and
• let you have a copy of the information in an intelligible form.
To make a request to Trinity Rawdon for any personal information we may hold you need to put the request in writing addressing it to Trinity Rawdon Leadership Team on the data controller address given in this document.
COMPLAINTS OR QUERIES
Trinity Rawdon tries to meet the highest standards when collecting and using personal information. If you feel our collection or use of information is unfair, misleading or inappropriate please bring this to the attention of the Leadership Team immediately.
If you believe that Trinity Church has not complied with your data protection rights, you can complain to the Information Commissioner’s Office. Their address is Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF.
WHAT IF YOU DO NOT PROVIDE PERSONAL DATA?
You have some obligations under your employment contract to provide Trinity Church with data. In particular, you are required to report absences from work, information about criminal convictions or other matters under the implied duty of good faith. You may also have to provide us with data to exercise your statutory rights, such as in relation to statutory leave entitlements.
Failing to provide the data may mean that you are unable to exercise your statutory rights and we may be unable in some circumstances to comply with our legal obligations. Where this occurs, we will tell you about the implications of that decision.
Certain information, such as contact details, your right to work in the UK and payment details, must be provided to enable us to enter a contract of employment with you. If you do not provide other information, this will hinder our ability to administer the rights and obligations arising as a result of the employment relationship efficiently.
CHANGES TO THIS PRIVACY NOTICE
We keep our privacy notice under regular review. This privacy notice was last updated on June 2018
Approval and Version Control
Status: Approved 01.06.2018
By: Trinity Rawdon Leadership Team
P Lambert Trinity Rawdon Administrator
Next Version Review Date: 19.06.2023