Employee Privacy Notice

At Welltrust Healthstaff Ltd (hereinafter referred to as "Welltrust" or “we” or “us” or “our” or the “Organization”), we are committed to delivering trusted, high-quality care services. As an employer, Welltrust must fulfil its contractual, legal, and operational responsibilities. We are equally committed to protecting the privacy and security of your personal information and ensuring it is handled in accordance with relevant data protection laws.

This privacy notice outlines what you can expect when Welltrust collects and processes personal data about you. It applies to all employees, ex-employees, contractors, volunteers, trainees, and board members. However, the type of data we collect and process may vary depending on your specific role and circumstances. Welltrust is the data controller for this information unless otherwise specified.

Data Protection Principles

We comply with data protection legislation, which requires that personal information must be:

Processed lawfully, fairly, and transparently.
Collected for specified, legitimate purposes and not used in any way incompatible with those purposes.
Adequate, relevant, and limited to what is necessary.
Accurate and kept up to date.
Retained only as long as necessary.
Processed securely.

Collection of Information

We collect personal data from you and other relevant sources such as previous employers, background check providers, professional bodies, and benefit providers.

Examples of data we collect include:

Contact Information: Name, address, phone numbers, email addresses, emergency contacts.
Identification Data: Date of birth, gender, national insurance number, proof of right to work.
Employment Information: Job history, qualifications, references, appraisals, contracts, disciplinary records.
Remuneration Details: Bank account info, tax codes, payroll data, pensions, benefits.
Leave Records: Holiday, sickness, parental, compassionate, and other leave types.
Performance Data: Work location, service delivery records, call logs, and performance feedback.
Health Information: Health conditions, disabilities, vaccination status, fit notes.

Legal Basis for Processing

We process employee data under the following lawful bases:

Contract Performance: For fulfilling our obligations under your employment contract.
Legal Obligation: For compliance with employment, tax, and other legal requirements.
Vital Interests: To protect your life or that of another individual.
Legitimate Interests: For operational purposes such as HR, payroll, IT, and health & safety.
Special Category Data: May be processed based on employment rights, vital interests, or legal claims.

Data Retention

We retain personal data only for as long as necessary, guided by our internal retention policy. This considers:

The purpose of collection.
Legal and statutory requirements (e.g. payroll/tax data).
Potential legal claims and safeguarding concerns.
Archival and reporting requirements.

When no longer needed, data is securely deleted or destroyed.

Data Sharing

We may share personal data with:

Clients who engage our workforce
Government bodies (e.g. HMRC, NHS)
Benefit providers
Financial institutions
Regulatory and licensing bodies
Legal and professional advisers
Auditors
Third-party service providers (e.g. payroll, HR platforms)

Purposes include:

Fulfilling contractual obligations
Conducting background checks
Providing statutory reports
Processing benefits and payroll
Supporting audits and legal matters
Complying with regulations

Background Checks and Audits

You expressly authorise Welltrust and its clients to perform periodic background checks and compliance audits. This is based on legal obligation, legitimate interests, and substantial public interest, particularly in safeguarding vulnerable individuals.

Consent for Communication

You may add your mobile number to receive essential service updates by text.
Message/data charges may apply.
You can opt out at any time by replying "STOP."

Data Processors

We use third-party processors to deliver services including:

Payroll and HR software
Recruitment platforms
Benefit and pension providers
Training systems
IT and cybersecurity support

Each processor is contractually bound to:

Use data only for the agreed purpose
Maintain security and confidentiality
Notify us of any data breaches
Cooperate during audits

Your Rights

You have the following rights under data protection law:

Access: To see the personal data we hold about you.
Rectification: To correct inaccurate or incomplete data.
Erasure: To request deletion of data in certain circumstances.
Restriction: To limit how we process your data.
Objection: To object to processing under legitimate interest.
Portability: To request a copy of your data in a usable format.
Withdraw Consent: Where data is processed based on your consent.

International Data Transfers

Where data needs to be transferred outside the UK/EEA, we ensure adequate safeguards are in place such as:

Standard contractual clauses
Approved codes of conduct or certification mechanisms

Additional Information

Personnel Files

You can request a copy of your personnel record by contacting us at info@welltrusthealthstaff.co.uk.

Reference Requests

We may provide references with your consent or when legally required.

Monitoring

We may monitor access to systems and physical premises to protect company property, ensure compliance, and safeguard staff and service users.

Disclosure Requests

We respond to lawful requests for employee information from clients, agencies, law enforcement, legal representatives, or regulators, based on our internal assessment and procedures.

Contact Us

If you have any questions about this privacy notice or your personal data:

info@welltrusthealthstaff.co.uk

120 Cranberry Lane, E16 4PE

07424 764440

Updates

We reserve the right to amend this notice. When changes are made, you will be notified, and the updated notice will be made available to you.