Norwood’s Workforce and Volunteer Privacy Statement

Norwood takes the privacy of its workforce and volunteers very seriously and is committed to maintaining the accuracy, confidentiality and security of your personal information. This workforce and volunteer privacy statement has been put in place to protect your rights under data protection legislation, and it is important that you understand what personal information Norwood collects from or about you, how we use it and to whom it is disclosed.

Who Are We and What Personal Information do we Collect?show

For the purposes of this statement, Norwood Ravenswood Limited, and all associated entities (Norwood), is the ‘data controller’ and personal information, for the purpose of this policy, is information from which you can be identified. Reference to the processing of information includes: the collection, use, storage and protection of personal information.

We collect and maintain different types of personal information in respect of those individuals who seek to be, are, or were employed by, or have volunteered for, Norwood. This includes the personal information contained in:

  • CVs and applications
  • References and interview notes
  • Letters of offer and acceptance of employment
  • Training and personal development records
  • Payroll information, including wage and benefit information
  • Information relating to employee health and welfare
  • Beneficiary and emergency contact information

In addition to the examples listed above, personal information also includes information such as name, address, telephone, personal e-mail address, date of birth, employee identification number, marital status and any other information necessary for Norwood’s business purposes, which is disclosed in the course of an employees application for employment.

As a general rule, Norwood collects personal information directly from you. In most circumstances where the personal information that we collect about you is held by a third party, we will obtain your permission before we seek out this information from such sources (such permission may be given directly by you, or implied from your actions). An example of this would be an employment reference.

Is Norwood’s processing of your personal information lawful?show

Organisations are permitted to process personal information if they have a lawful basis for doing so. Norwood processes information on its workforce and volunteers, on the basis that:

  • The processing of the personal information is necessary in relation to a contract or agreement which the person has entered into or because the person has asked for something to be done so they can enter into a contract or agreement; and/or
  • the person whose information is being processed has given their informed consent; and/or
  • Norwood has a legitimate interest in processing the personal information; and/or
  • There is a legal obligation on Norwood to process the personal information.

Where Norwood relies solely on consent as the basis for processing personal information, we are required to obtain and keep records of your consent. You can modify or withdraw this consent at any time by notifying us in writing, although this may affect the extent to which we are able to interact with you in future.

Notwithstanding any change to this statement, we will continue to process your personal information in accordance with your rights and our obligations in law.

Why do we collect personal information?show

The personal information collected is used, and disclosed, for our business purposes, including: establishing, managing or terminating your employment or volunteering relationship with Norwood. Such uses include:

  • determining eligibility for initial employment/volunteering, including the verification of references and qualifications
  • administering pay and benefits
  • processing employee/volunteering work-related claims (e.g. compensation, insurance claims, etc.)
  • establishing training and/or development requirements
  • conducting performance reviews and determining performance requirements
  • assessing qualifications for a particular job or task
  • gathering evidence for disciplinary action, or termination
  • establishing a contact point in the event of an emergency (such as next of kin)
  • complying with applicable labour or employment statutes
  • compiling directories
  • ensuring the security of company-held information
  • such other purposes as are reasonably required by Norwood

When Do We Share Your Personal Information?show

We may share your personal information with our employees, contractors, consultants and other parties who require such information to assist us with establishing, managing or terminating our employment/volunteer relationship with you, including: parties that provide products or services to us or on our behalf and parties that collaborate with us in the provision of products or services to you. An example of this is the provision of payroll services by Bottomline, a third party organisation providing processing services to Norwood.

Also, your personal information may be disclosed:

  • as permitted or required by applicable law or regulatory requirements. In such a case, we will not disclose more personal information than is required under the circumstances
  • to comply with valid legal processes such as search warrants, subpoenas or Court orders
  • as part of Norwood’s regular reporting activities
  • to protect the rights and property of Norwood
  • during emergency situations or where necessary to protect the safety of a person or group of persons
  • where the personal information is publicly available
  • with your consent where such consent is required by law

How Long is Your Personal Information Retained?show

Except as otherwise permitted or required by applicable law or regulatory requirements, Norwood will retain your personal information only for as long as it believes is necessary to fulfil the purposes for which the personal information was collected (including, for the purpose of meeting any legal, accounting or other reporting requirements or obligations). In most cases your data will be deleted six years after you have left the company. If you have applied to work for Norwood and have been unsuccessful, your data will be deleted after 12 months.

How is Your Personal Information Protected?show

Norwood endeavours to maintain physical, technical and procedural safeguards that are appropriate to the sensitivity of the personal information in question. These safeguards are designed to protect your personal information from loss and unauthorized access, copying, use, modification or disclosure.

Updating Your Personal Informationshow

It is important that the information contained in our records is both accurate and current. If your personal information happens to change during the course of your employment, please keep us informed of such changes.

Your rights in relation to your personal Informationshow

You may request details of personal information which we hold about you. Any such request must be submitted in writing (e-mail is fine) and be as specific as you can about the information you require. A small fee may be payable if an information request is particularly onerous. Once Norwood is satisfied that that you are entitled to this information, you should receive a response within 30 days. If we cannot provide you with access to your personal information, we will try to inform you of the reasons why, subject to any legal or regulatory restrictions.

You, as the data subject, may request deletion of your information at any time in writing, subject to any overriding legal requirement for its retention.

You may choose to restrict or ‘block’ or repress the processing of your personal information, subject to the circumstances and any other legal or statutory obligations Norwood may have.

We may use your personal information to send you information about Norwood and matters relating to Norwood’s activities which we think may be of interest to you. We will only share information with trusted third parties as stated above, or where necessary for us to communicate with you (such as mailing companies for postal communications or through email campaigns or newsletters) or as stated above, and only once we are satisfied that any such use of data will accord with our privacy policy. We will not sell or share your personal information with any other businesses or marketing companies without your explicit consent.

You can obtain further information about the General Data Protection Regulation (GDPR) and privacy laws from the Information Commissioner’s Office (ICO), the UK’s independent authority set up to uphold information rights in the public interest. The ICO’s contact details are:

Information Commissioner’s Office
Wycliffe House
Water Lane, Wilmslow
Cheshire, SK9 5AF
Tel: 0303 123 1113 (local rate)
Tel: 01625 545 745 (national rate number)
Website: www.ico.org.uk

Contactshow

A full copy of Norwood’s Privacy Policy is available on Norwood’s website at: www.norwood.org.uk and paper copies are available upon request.

If you have any questions regarding data protection Norwood’s privacy practices or data protection, please contact our Data Protection Officer. You can do this:

By email, to: dataprotectionofficer@norwood.org.uk
By telephone: 020 8809 8809
By writing to: Data Protection Officer, Broadway House, 80-82 The Broadway, Stanmore, HA7 4HB