Privacy Notice for Staff and Volunteers

Last updated: 10th July, 2025

This notice explains how Waterfields Healthcare Ltd (“we”, “our”, “us”) uses the personal information of staff, contractors, and volunteers.

1. What Information We Collect
We may collect:
Name, address, phone number, email
Employment history, references, training records
Payroll, pension, tax details (for staff)
DBS checks and professional registrations
Emergency contact information

2. Why We Collect This Information
We use this information to:
Manage recruitment, employment, and payroll
Ensure staff are trained, qualified, and fit for their roles
Comply with legal and regulatory obligations (e.g. CQC, HMRC, NHS)
Maintain safeguarding and security standards

3. Who We Share Your Information With
We may share staff data with:
HMRC and pension providers
Professional registration bodies (e.g. NMC, GMC)
DBS (Disclosure and Barring Service)
Regulators (CQC, NHS Digital)
We will not sell or use your data for marketing purposes.

4. How We Keep Your Information Safe
HR records are stored securely and accessible only to authorised managers
Payroll and sensitive data are encrypted and password-protected
Paper files are locked in secure cabinets

5. How Long We Keep Staff Records
We keep records in line with employment law and the NHS Records Management Code of Practice. Some information must be retained for up to 6 years after employment ends.

6. Your Rights
Staff and volunteers have the right to:
Access the personal data we hold
Request corrections
Request deletion (where lawful)
Restrict or object to processing

7. Contact Us
If you have questions about your information:
Data Protection Lead - Anna Akinmolayan - Registered Manager
Waterfields Healthcare Ltd
📍 10 Floathaven Close, Thamesmead. London SE28 8SN
📧 [email protected]
📞 0330 223 7992

If you are not satisfied, you can raise a complaint with the Information Commissioner’s Office (ICO): www.ico.org.uk.