This privacy notice is intended to let you know how and why we use the data you provide to us. You don’t need to do anything, but please read this document carefully. We update this document from time to time, so please make sure you are familiar with the content and check it regularly.
This notice sets out how we process personal information about prospective, current and former employees; applicants; former employees; temporary employees, including agency; contracted employees and those on our bank; volunteers; trainees and students; and those carrying out work experience.
Please see our overarching privacy statement for more information about other ways we use personal data.
What data do we collect about you?
The personal data we collect and process in relation to employment, volunteering and training is provided to us by individuals at the point of application for a role at St Catherine’s Hospice or by the agency where we engage agency employees.
We collect personal data about you, with the aim of meeting regulatory and, where applicable, contractual obligations to enable us to carry out our duties as an employer.
We use the following lawful bases for processing your personal data:
- 6(1)(a) – Consent
- 6(1)(b) – Contract
- 6(1)(c) – Legal Obligation
- 6(1)(f) – Legitimate Interest
We use the following legal bases for processing special category data:
- 9(a) – Explicit Consent
- 9(b) – Employment, social security and social protection (if authorised by law)
- 9(f) – Legal claims or judicial acts
- 9(h) – Health or Social Care (with a basis in law)
In order to carry out our activities and obligations as an employer of paid and voluntary unpaid workforce, the personal data we collect and handle in relation to this may include some of the following:
- Contact details (names, addresses, telephone number/s, email addresses, emergency contact/s)
- Personal Demographics (including special category data: gender, age, race, ethnicity, sexual orientation, religion, etc.)
- Employment records including professional memberships, references and proof of ID/eligibility to work in the UK and security checks (DBS certificate number and date of issue)
- Offences (including alleged offences, criminal proceedings, outcomes and sentences)
- Bank Details, National Insurance Number, Photo images, Vehicle Details including registration documents, insurance and MOT certificates
- Medical Information including physical health and mental health conditions, immunization status & occupational health information
- Copies of qualifications and professional registration numbers (e.g. GMC, NMC)
- Employment Tribunal applications, complaints, accidents and incidents details
- Information relating to Health and Safety
- Trade Union membership
- Records of your correspondence with us
- Information you may send to us or enter onto our website such as speculative CVs or applications forms
We aim to maintain high standards and adopt best practice for our record keeping. Your information is never collected or sold for direct marketing purposes. We also do not undertake automated decision making such as profiling.
Our Records Management and Standards Policy sets out the criteria we use for data retention. We will retain personal data for the minimum period required by legislation or national guidance provided by statutory authorities. When this is no longer required for day-to-day processing, personal information will be archived either electronically or if in hard copy stored in a secure location and then destroyed when the retention period has ceased.
How we use the data we collect about you?
We use your personal data for a number of purposes including the following:
- To process enquires and expressions of interest
- To complete our recruitment process
- Staff administration and management including details of your contract of employment, pay and pension, salary sacrifice and keeping records of employment related matters
- Accounting, auditing and records
- Provision of education and training
- Heath administration and services
- Crime prevention and prosecution of offender
- To deliver our own services as an employer and volunteering involving organization
- For our own internal administration process
- For statistical purposes appropriate to our services
- To comply with relevant law and regulations
The provision of personal data is therefore part of the contractual requirement, including the fulfilment of an agreement to volunteer or be a trainee/student at St Catherine’s Hospice.
Failing to provide the personal data required would consequently mean we would be unable to complete your recruitment process and we could not engage you in a contract of employment or offer of volunteering.
Sharing your information
We are allowed by law to process your data for one or more of the following reasons:
- You have provided consent
- It is necessary for us to be legally compliant
We share a learning management system with a number of other hospices, and as such your name, training record and email address may be accessed, for the purpose of processing training requests, by Administrators of this system in other hospices.
We will not routinely disclose any information about you without your express permission. We will never share, swap or rent your data to third parties for marketing purposes.
We will only provide authorised parties with the data they need to deliver relevant services.
Examples include, HMRC, Health & Safety Executive, Pension Schemes, Edenred (Childcare Vouchers) and occupational health.
We use uCheck as a third party processor to support the completion of DBS applications for our staff and volunteers. For more information on how uCheck process and store your personal data, you can read the uCheck privacy notice.
Updating your personal data
We want to ensure that your data is accurate and up to date. Please let us know if your details change or need to be updated by contacting us at:
HR Department or Volunteering Team, St Catherine’s Hospice, Grace Holland Avenue, Pease Pottage, RH11 9SL.
You have the right under the Data Protection Act 2018 to ask to:
- Request access to your personal data by making a Subject Access Request
- Amend incorrect or out-of-date data
- Erase data if it is no longer necessary to hold for its original purpose
- Restrict the processing of data that you cannot delete (e.g. retained for legal obligations) so we cannot process it for other purposes
- Object to processing data where this is justified
- Make a complaint to the ICO
Should you wish to lodge a complaint about the use of your information, please see details of our Complaints Policy.
How you can gain access to your record
The Data Protection Act 2018 gives you, or someone acting for you, the right to see or have a copy of your records. We can arrange for you to view your record on a hospice computer with a member of staff or for a paper copy to be provided.
Anyone wanting to access a copy of the record we hold about you, please email HumanResources@stch.org.uk if you are an employee or volunteering@stch.org.ukor if you are a volunteer, alternatively you can write to us at St Catherine’s Hospice, Grace Holland Avenue, Pease Pottage, West Sussex, RH11 9SL. We will ask for a form to be completed with details of the request, and which parts of the record are required. We may ask for proof of identity (like a passport) and if someone claims to be acting on your behalf we will contact you to confirm the request. There is no charge for these requests.
Contacting us and complaints
Questions, comments and requests regarding this privacy notice are welcomed and should be addressed to qualityteam@stch.org.uk or St Catherine’s Hospice, Grace Holland Avenue, Pease Pottage, RH11 9SL.
You also have the right to complain to the Information Commissioner’s Office (ICO) if you believe we have not handled your request in an appropriate manner. Information on contacting the ICO can be found on the ICO’s website.
Version 3 – Reviewed June 2026
