Biomedical Fieldworker - Bristol

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Data controller:                     National Centre for Social Research

Contact:                                 Joanne Apicella, Head of Data Collection – Internal Services

 joanne.apicella@natcen.ac.uk

Data protection officer:        dpo@natcen.ac.uk

The purposes of the processing

The National Centre for Social Research (NatCen) collects and processes personal data relating to its freelance workers in order to manage the working relationship and to meet all relevant legal requirements. The organisation is committed to being transparent about how it collects and uses that data and to fulfilling its data protection obligations.

As defined by the General Data Protection Regulation (GDPR) The National Centre for Social Research is the Data Controller and ultimately responsible for ensuring the data you provide is kept secure, processed correctly and that you understand your legal rights in relation to the data you provide.

The recruitment software we use via this website is supplied by IRIS Software Group Limited and they are defined as a Data Processor under the GDPR. They will only process your data in accordance with our instructions.

IRIS can be contacted at: 4th Floor Heathrow Approach, 470 London Road, Slough, England, SL3 8QY

For Data Protection enquiries, please contact the Help Desk at support@networxrecruitment.com

The nature of the data

The organisation collects and processes a range of information about you. This includes:

• your name, address and contact details, including email address and telephone number, date of birth and gender;
• details of your qualifications, skills, experience and employment history, including start and end dates, with previous employers and with NatCen;
• information about your remuneration, including entitlement to benefits such as pensions or insurance cover;
• details of your bank account and national insurance number;
• information about your marital status, next of kin, dependants and emergency contacts;
• information about your nationality and entitlement to work in the UK;
• information about any criminal offences;
• details of your schedule i.e. days of work
• details of extended periods of leave taken by you, including sickness absence, family leave and sabbaticals, and the reasons for the leave;
• details of any disciplinary or grievance procedures in which you have been involved, including any warnings issued to you and related correspondence;
• assessments of your performance, including performance and development reviews, supervisions, telephone monitoring, recalls and training you have participated in, performance improvement plans and related correspondence;
• information about medical or health conditions, including whether or not you have a disability for which the organisation needs to make reasonable adjustments;
• equal opportunities monitoring information, including information about your ethnic origin, sexual orientation, health and religion or belief.

The organisation collects this information in a variety of ways. For example, data is collected through application forms, CVs, from your passport or other identity documents which you have provided to us such as your driving licence, from correspondence with you, through interviews, meetings or other assessments.

In some cases, NatCen collects personal data about you from third parties, such as references supplied by former employers and DBS checks where applicable. 

Data is stored in a range of different places, including in your personnel file, in the NatCen management systems and in other IT systems (including NatCen’s email system).

The lawful basis for the processing

Because we process data both for worker contracts and for managing NatCen’s wider fieldforce capability, we rely on more than one lawful basis.

We rely on contract as the lawful basis for processing your data in order to meet our contractual obligations towards you. For example, we need to process your data to pay you in accordance with your worker contract and to administer benefits, pension and insurance entitlements.  Other examples are:

• operate recruitment and progression processes;
• maintain accurate and up-to-date records and contact details (including details of who to contact in the event of an emergency), and records of any freelance workers statutory rights;
• operate and keep a record of disciplinary and grievance processes, to ensure acceptable conduct within the workplace;
• operate and keep a record of performance and related processes, to plan for progression and workforce management purposes;
• operate and keep a record of absence and absence management procedures, to allow effective workforce management and ensure that workers are receiving the pay or other benefits to which they are entitled;
• obtain occupational health advice, to ensure that it complies with duties in relation to individuals with disabilities, meet its obligations under health and safety law, and ensure that all workers are receiving the pay or other benefits to which they are entitled;
• operate and keep a record of other types of leave (including maternity, paternity, adoption, parental and shared parental leave), to allow effective workforce management, to ensure that the organisation complies with duties in relation to leave entitlement, and to ensure that freelance workers are receiving the pay or other benefits to which they are entitled;
• provide references on request for current or former workers; and
• respond to and defend against legal claims;

In some cases, our lawful basis for processing your data is to comply with legal obligations. For example, we are required to check any worker’s entitlement to work in the UK, to deduct tax, to comply with health and safety laws and to enable any workers to take periods of leave to which they are entitled. For some positions, it is necessary to carry out criminal records checks to ensure that individuals are permitted to undertake the role in question.

Thirdly, we rely on legitimate interest for processing some of your personal data, in particular where it allows us to:

• ensure effective general HR and business administration;
• maintain and promote equality in the workplace.

Where the organisation relies on legitimate interests as a reason for processing data, it has considered whether or not those interests are overridden by the rights and freedoms of workers and has concluded that they are not.

Special category data

Some special categories of personal data are processed to carry out employment law obligations, such as those in relation to workers with disabilities, for health and safety purposes, and for carrying out right to work checks.  This may include biometric data and information about health or medical conditions,

Where the organisation processes other special categories of personal data, such as information about ethnic origin, sexual orientation, health or religion or belief, this is done for the purposes of equal opportunities monitoring. Data that the organisation uses for these purposes is anonymised or is collected with the express consent of freelance workers, which can be withdrawn at any time. Workers are entirely free to decide whether or not to provide such data and there are no consequences of failing to do so.

NatCen’s lawful basis for processing special category data is explicit consent.

Whether you are under a statutory or contractual obligation to provide personal data

You have some obligations under your contract to provide services to provide NatCen with data. In particular, you may be required to provide information about disciplinary or other matters under the implied duty of good faith. You may also have to provide NatCen with data in order to exercise your statutory rights, such as in relation to statutory leave entitlements. Failing to provide the data may mean that you are unable to exercise your statutory rights.

Certain information, such as contact details, your right to work in the UK and payment details, have to be provided to enable the organisation to enter into a working relationship with you.

The recipients or categories of recipients of the personal data

Your information will be used principally within NatCen, including by members of the Field HR team and payroll, your line manager, managers in the business area in which you work and IT staff if access to the data is necessary for performance of their roles.

NatCen may share your data with third parties for purposes such as obtaining criminal records checks from the Disclosure and Barring Service, for carrying out right to work checks, and for corresponding with you, including sending you fieldwork materials.  If you work on surveys which are being carried out in collaboration with another data collection organisation, information such as your name and address may be shared with them for the purpose of fieldwork administration.

NatCen may also share your data with third parties that process data on its behalf, for reasons such as payroll, the provision of benefits and the provision of occupational health services.

The details of transfers of the personal data to any third countries or international organisations

Where the organisation transfers your data to countries outside the UK and European Economic Area, this will either be on the basis of an adequacy decision under the UK GDPR or safeguards will be put in place in the form of standard data protection clauses specified in the Data Protection Act 2018.  NatCen’s Data Protection Officer would be able to provide a copy of those safeguards in the event of a transfer outside the EEA taking place.

The retention periods for the personal data

The organisation will hold your personal data for the duration of your contract. The periods for which your data is held after the end of contracts are six years.

The details of the existence of automated decision-making

No automated decision-making will take place which relates to you using any data you provide.

The rights available to you in respect of the processing

As a data subject, you have a number of rights. You can:

·       access and obtain a copy of your data on request

·       require the organisation to change incorrect or incomplete data

·       require the organisation to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing

If you would like to exercise any of these rights, please contact Jo Apicella, Head of Data Collection – Internal Services, joanne.apicella@natcen.ac.uk. You can make a subject access request by completing the organisation's form for making a subject access request.

If you believe that the organisation has not complied with your data protection rights, you can complain to the Information Commissioner.

The right to withdraw consent

If you would like to withdraw your consent for NatCen to process any “special category” data you have provided, please contact Jo Apicella, Head of Data Collection – Internal Services, joanne.apicella@natcen.ac.uk.

The right to lodge a complaint with a supervisory authority

If you believe we have not complied with your data protection rights you can contact us on dpo@natcen.ac.uk.  You also have the right to lodge a complaint with the Information Commissioner’s Office at:

Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

Tel: 0303 123 1113

Website: https://ico.org.uk/concerns

If you believe that the organisation has not complied with your data protection rights, you can complain to the Information Commissioner’s Office at www.ico.org.uk

By signing this form I acknowledge the content of this privacy notice and I give NatCen permission to process my personal data for the reasons and in the ways described.  I also give NatCen my permission to process “special category” data which relates to me (such as my ethnic background and health) where it is necessary for NatCen to do so.