Privacy Notice for Staff
Our personal records include information about our employees. This privacy notice describes the type of personal information that we hold, why we hold it, and what we do with it. Please read this notice carefully and make sure that you understand it.
About us
We are Dene Lodge Dental Practice operating at Dene Lodge 9 London Road Guildford
David Kelly, Anh Tran & Elaine Dang are responsible for keeping secure the information that we hold about you. Those who have access to your personal information include the practice owners, the practice manager, and sometimes the practice accountant.
Our data protection officer, Sarah Kelly, ensures that the practice complies with data protection requirements to ensure that we collect, use, store and dispose of your information responsibly. You can contact our data protection officer, Sarah Kelly, by email at denelodge@btconnect.com
Information that we hold
We can only keep and use information for specific reasons set out in the law. If we want to keep and use information about your health, we can only do so in particular circumstances. Below, we describe the information we hold and why, and the lawful basis for collecting and using it.
Recruitment records
We keep information that you provide when applying for a job at the practice, including the application form, CVs, any notes made during the interview and any references that we request and receive. We keep this information securely for 12 months following your start date in case there is a dispute.
Contact details
We hold personal information about you including your name, date of birth, national insurance number, passport details or information about your right to live and work in the UK, and your address, telephone number and email address. If you are registered with the GDC, we will also hold for details of your registration. This helps us to manage your employment with us.
Disclosure checks
We obtain disclosure checks from the Disclosure and Barring Service for England and Wales to help us assess your suitability for the work that you will be required to undertake. We keep records of the results of these checks. This is a legal requirement for working in a dental healthcare setting.
Contract of employment
Your contract of employment with us describes our mutual rights and obligations. We may amend the contract from time to time and will ensure that you have a copy of the latest version. This is a legal requirement.
As part of your employment records and to help us manage your employment, we also hold information about
- Your attendance and time-keeping, annual leave, illness and/or injury-related absences, fit-notes, and medical opinions and occupational health reports
- Your health, including immunisations against hepatitis B and other blood-borne viruses, conditions that might affect your ability to work or that require us to provide support or assistance
- Your performance as an employee, including appraisals and disciplinary or capability procedures
- Other work-related information such as grievances raised by you
- Correspondence with you and with third-parties in relation to your employment at the practice
Financial information
We hold information about your salary or rate of pay, the amounts we have paid you and your bank details. This is a legal requirement and is necessary to help us manage your employment with us.
How we use your information
We need up-to-date and accurate personal information to:
- Ensure that your contract of employment properly reflects your role and that you and the practice understand and can meet our respective contractual obligations
- Allow us to carry out appropriate risk assessments and assess your capacity to undertake your work responsibilities
- Comply with the legal obligations required by HMRC, the GDC, NHS, CQC and other regulators or government bodies.
We will use the contact details provided by you to contact you by telephone, email or letter in relation to matters relating to or arising from your employment with us.
We process the following payroll information electronically: details of your pay, deductions, tax contributions, attendance and leave entitlements.
Sharing information
Your information is normally used only by the practice but there may be instances where we are asked to share it – for example, by
- HMRC
- With a new or prospective practice owner, if the practice is sold (in accordance with the TUPE regulations)
- NHS bodies, the GDC NHS, CQC or the Ombudsman.
- If you leave us and find another job we may, at your request, provide your new or prospective new employer with a reference about you.
We will only disclose your information on a need-to-know basis and will limit any information that we share to the minimum necessary.
In certain circumstances or if required by law, we may need to disclose your information to a law enforcement or other government agency, our insurers, indemnity provider, professional association or legal advisers.
Keeping your information safe
We store your personal information securely on our practice computer system and in a manual filing system. Your information cannot be accessed by those who do not work at the practice. Only authorised team members have access to your information (on a need-to-know basis). They understand their legal responsibility to maintain confidentiality and follow practice procedures to ensure this.
We take precautions to ensure security of the practice premises, the practice filing systems and computers
We use high-quality specialist dental software to record and use your personal information safely and effectively. Our computer system has a secure audit trail and we back-up information routinely. We use sage to process the payroll, this is completed on site by the practice manager so your data is secure. We do have to send certain data to HMRC to comply with their rules. Data is send via a secure method
We keep your employment records for 6 years after the end of your employment, or after the conclusion of any proceedings relating to your employment, whichever is the longer. Information on your dates of service, pay and other financial matters may be kept for longer to allow us to provide references, for tax purposes and for calculating pension entitlements.
We keep details of any criminal convictions for six months only but may continue to keep a record of the fact that you have a conviction. When the conviction is spent, we will delete all information relating to it.
Access to your information and other rights
You have a right to access the information that we hold about you and to receive a copy. We do not usually charge you for copies of your information; if we pass on a charge, we will explain the reasons.
You can also request us to
- Correct any information that you believe is inaccurate or incomplete. If we have disclosed that information to a third party, we will let them know about the change.
- Erase some of the information we hold, including some contact details. After a period of time, we may be able to delete other records relating to your employment with us. For legal reasons, we may be unable to erase certain information (for example, some payroll information).
- Stop using your information for some, non-essential purpose.
- Stop using information if you believe the information is inaccurate or you believe we are using your information illegally.
All requests should be made by email to our data protection officer, Elaine Dang at denelodge@btconnect.com
If you do not agree
If you do not wish us to use your personal information as described, please discuss the matter with us. If you have any concerns about how we use your information and you do not feel able to discuss it with your dentist or anyone at the practice, you should contact The Information Commissioner’s Office (ICO), Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF (0303 123 1113 or 01625 545745).
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