Privacy Policy

Introduction

This notice tells you what to expect when we collect and use your personal information. It applies to information we collect about: individuals who sign up to FlexiShift who are part of the Lead Employer Trust, bank of Doctors to work throughout the region.

The Lead Employer Trust hosted by Northumbria Healthcare NHS Foundation Trust is the data controller for the information you provide through the FlexiShift website unless otherwise stated. The information discussed within this leaflet is processed by the Trust on a contractual & legitimate interest’s basis.

What we do with the information you provide to us?

All the information you provide during the FlexiShift account will only be used for the purposes of arranging/ booking shifts and for processing payments to staff members working those shifts. This may include the Lead Employer Trust writing to you direct about the service provided.

What information do we ask for and why?

We do not collect more information than we need to fulfill our stated purposes and will not retain it for longer than is necessary. The information we collect through FlexiShift includes:

  • Name;
  • Date of birth;
  • Gender;
  • Address;
  • Contact number;
  • Professional information (Sector, profession, grade, specialty);
  • Email address;
  • Engagement status;
  • ESR number;
  • NI Number
  • Educational supervisor details;
  • Any compliance documents according to Trust requirements.

This information is necessary in order for us to communicate with you and book shifts. Additionally the following information is also held by us:
• Bank details – to process salary payments and any additional expenses. All salary payments for are processed by (NHS Payroll) Northumbria Healthcare.

• Information for the NHS Pension scheme (where appropriate)
Information Sharing

We will not share any of the information you provide with any third parties for marketing purposes or store any of your information outside of the European Economic Area / EU. The information you provide will be held securely by us and/ any data processors whether the information is in electronic or physical format. Some of the information you provide (Name, grade, specialty) will be shared with other NHS Organisations for the purpose of booking shifts. The recipient of this information will only be the organisation which you are booking work with.

Information will also be shared with the appropriate payroll department provided by Northumbria Healthcare NHS Foundation Trust.

Other than described above we may share your information in very limited circumstances, usually this is only done with your consent. However there may be occasion when we need to share your information without this, such as if there is a legal requirement for us to do so. For example, the Police investigating a crime

How long is the information retained for?

The information you provide will be retained by us as part of your file for the duration of your time signed up to Flexishift. Following your removal from Flexishift your profile will be removed but payroll information and historic shift data will be retained for as long as required by law.
Your rights

Under Data Protection laws, you have rights which allow you to find out what information is held about you, on computer and in certain manual records. This is known as “right of subject access”, and applies to your information relating to your employment and the recruitment process.

If you want to see or receive a copy of your records speak to a member of the information governance team on the details provided below. In certain circumstances access to your records may be limited, for example, if it is felt to be in your best interest or for the protection of others.
Under the law, you may also have additional rights in relation to your information. For example:

  • You also have the right to request any decisions taken by automated decision making with regards to your information;
  • You may have the right to erasure of your personal information held by us, in certain circumstances.
    You have the right to withdraw consent at any time, where consent has been given.

Further Information

If you would like to know more about how we use your information or if, for any reason you do not wish to have your information used in any of the ways described in this leaflet, please speak to the HR Department at the Lead Employer Trust. If you do not feel comfortable doing this you can also contact Northumbria Healthcare NHS Foundation Trust designated Data Protection Officer using the below contact information. Further guidance about data protection can be obtained at www.ico.org.uk. You also have the right to lodge a complaint with the Information Commissioners Office.

Contact Information

Data Protection Officer
Tracey Best
Digital Services
3rd Floor
Cobalt Business Exchange & Conference Centre
Cobalt Park Way
Newcastle upon Tyne
NE28 9NZ

Tracey.Best@northumbria-healthcare.nhs.uk