What is the purpose of this document?
Marie Curie collects, stores and processes information about prospective, current and former staff, including applicants, employees (and former employees), workers (casual and contracted), trustees, volunteers, trainees and those carrying out work experience.
Marie Curie is committed to being transparent about how it collects and uses that data to meet its data protection obligations. Personal information will be held in compliance with the UK General Data Protection Regulation (EU) 2016/679 and the Data Protection Act 2018.
What types of personal data do we handle?
The personal data we collect, store and process in relation to employment, volunteering and training enables us to meet out our duties as an employer including meeting regulatory and statutory obligations. It is provided to us by individuals at the point of application or by the agency where we engage agency staff.
Please note that we may process your personal information without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.
The types of personal data we collect include the following:
- personal demographics (including gender, date of birth, ethnic origin, sexual orientation, religion or belief)
- contact details such as names, addresses including email, telephone numbers and emergency contacts
- employment records (including professional registrations, insurance details, references, proof of eligibility to work in the UK, proof of qualifications and security checks)
- bank details and National Insurance number.
- pension details
- medical information including health conditions (occupational health records)
- information relating to health and safety including accidents and incidents
- vehicle registration numbers and driving licence and insurance details
- offences (including alleged offences), criminal proceedings, outcomes & sentences
- employment Tribunal applications and complaints
- any information you may send to us e.g. CVs, or enter into our website.
When you visit our website, we use analytics tools and cookies to collect information; please refer to our Privacy Notice on the website for further details.
How do we collect and use personal data?
We use your personal data for a number of purposes including:
- processing job enquiries and completing recruitment processes
- internal administrative purposes including administering pay and pensions, health requirements, your contract of employment, or other employment matters
- managing our car park and hospice vehicles
- delivering our services as an employer
- business management and planning
- accounting and auditing
- complying with laws and regulations.
Marie Curie is committed to protecting the privacy and security of your personal information. We aim to maintain high standards for our record keeping and security. We do not undertake automated decision making, such as profiling, in relation to employment.
What is the legal basis for collecting and processing your personal information?
We collect and use your information under one or more of the following lawful bases:
- where we have your consent
- where it is necessary for performance of an employment contract or contract for services
- where it is necessary for compliance with a legal obligation
- where it is necessary for the purposes of legitimate interests pursued by Marie Curie or by a third party
- where processing is necessary to protect your vital interests or the vital interests of another person
- where it is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the organisation.
Provision of personal data is therefore part of a contractual requirement for staff or trainees or the fulfilment of a trustee or volunteer agreement at Marie Curie. Failing to provide the personal data required would consequently mean we would be unable to complete our relevant recruitment processes or meet our contractual employment obligations.
What about other third parties?
We may need to share your personal information with a regulator or to otherwise comply with the law. This may include:
- carrying out criminal records check both prior to the start of or during your employment with Marie Curie
- making returns to HMRC and the Office of National Statistics
- assisting with crime prevention, detection of fraud and prosecution of offenders including supporting with the National Fraud Initiative
- ‘Know your customer’ checks as required for ongoing business administration.
- in the case of trustees, meeting our statutory reporting and filing requirements at Companies House, the Charity Commission, the Office of the Scottish Charity Regulator and Healthcare Improvement Scotland and any other legal or regulatory requirements.
Any disclosures of personal data are made on case-by-case basis, using the minimum personal data necessary for the specific purpose and circumstances and with the appropriate security controls in place. Information is only shared with those agencies and bodies who have a "need to know" or where you have consented to the disclosure of your personal data to such persons.
Retention
Your data is kept in accordance with the statutory retention periods, staff members/Trustees please visit the Information Governance intranet to view this.
Trustee information
Information provided to support with AML (Anti Money Laundering) checks is held for the duration of the Trustee’s term of office.
Transferring information outside the EEA
We do not routinely transfer information overseas but when this is necessary, we ensure that we have appropriate safeguards in place.
Change of purpose
We will use your personal information for the purposes for which it is collected. If we need to use your personal information for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.
Your duty to inform us of changes
We want to make sure that your personal information is accurate and up to date. Staff should use the Oracle self-service facility to update personal details. Trustees should inform the General Counsel and Company Secretary of any changes to their personal details.
Your Personal Information Rights:
What rights do I have over my personal data?
You can:
- access your data by making a Subject Access Request
- rectify, erase or restrict your data where this is justified
- request transfer on your data where this is justified
- object to the processing of your data where this is justified
- object to how your information is used.
Concerns about your records
If you have questions about this Privacy Notice, or if you’d like to exercise any of your privacy rights, please contact us by email infogov@mariecurie.org.uk.
If you are dissatisfied with our response, or if you have any further queries regarding how your personal data is processed, you should contact Marie Curie’s Data Protection Officer at DPO@mariecurie.org.uk.
If you are still unhappy with the outcome of your enquiry, you have the right to object to data processing in certain circumstances, which you can do by contacting the Information Commissioner’s Office.
The Information Commissioner
Wycliffe House, Water Lane
Wilmslow, Cheshire SK9 5AF
Wycliffe House, Water Lane
Wilmslow, Cheshire SK9 5AF
Changes to this Privacy Notice
We reserve the right to update this Privacy Notice at any time, and we will provide you with a new Privacy Notice when we make any substantial updates. We may also notify you in other ways from time to time about the processing of your personal information.