Privacy policy

Privacy & Cookie Notice

This notice was updated in April 2018

We aim to make things as easy as possible for our staff and that includes being clear and open about how and why we use your personal information. We have written this privacy notice in plain English to make it simple and easy to read. If you have any questions or concerns regarding this notice, please feel free to contact us at the details provided below.

Please read this notice carefully as you should only submit personal information to us if you agree we may use it in accordance with this notice.

We may make amendments to this notice to reflect changes to our business, website or any changes in data protection laws at any time. We therefore ask that you revisit this page on a regular basis to ensure you are familiar with it.

This website is provided by Northumbria Healthcare NHS Foundation Trust. This notice only applies to our website and it does not cover any links to external websites. When following any links to external sites we would therefore encourage you to read their privacy notice.

This notice explains how Northumbria Healthcare NHS Foundation Trust uses your personal data. We are committed to protecting your privacy and will be clear and open with you about why we collect your personal information and how we use it. Where you have choices or rights, we’ll explain them to you.

Information we collect

We collect information from you in order for you to receive or use the services we provide.

In general, we will collect the information we need to enable us to effectively run the staff lottery and allow those staff who wish to participate to do so. Without such information we are unable to run the staff lottery service.

Types of information we will only collect are:

  • Full name
  • Email address
  • Payroll Number
  • Bank Details (Not initially collected, please see below)

We collect your information to enrol you into the lottery and ensure that we are able to contact you in the event that you win, your payroll number is required to arrange for payment to be set up to participate and check eligibility to participate.

In the event that you win, we will only collect your bank details at this point to allow us to process payment of any winnings. A form will be emailed to you to provide this information which can be submitted to us either electronically or via post. Please note the staff lottery system will not be used to collect bank details. Your bank details along with the form you submitted will then be provided to our Finance team for processing of the prize. The form will then be stored in a secure location for a period of 6 years in line with legal obligations. At the end of this period, the form will be securely destroyed.

How and why we use your personal information

By entering your details, you enable the Trust and its service providers to provide you with the services advertised. Any information provided will only be used by us as part of the staff lottery and will not be disclosed unless we are obliged or permitted to by law to do so. We will use the information we hold about you to meet legal or regulatory obligations.

Providing our services

There are certain things we have to do in order to be able to provide you with our services. We use your information to enable you to use our site and to set up your account. We will not share your information with any external organisation for any purpose other than for facilitating the staff lottery.

The information collected is necessary for contractual purposes which are essential in order for us to provide you with the staff lottery. If you do not want your data used in this way, your option is to not use our services.

Legal and Regulatory Requirements

We need to comply with a range of legal and regulatory requirements, some of which involve the use of personal information. We will only your personal information for as long as you participate in the staff lottery.

We are also subject to laws and regulations relating to other aspects of our business, such as payment processing or complaint handing.

Information Security

Under Data Protection laws, we have a legal duty to protect any information we collect from you. We use leading technologies and encryption software to safeguard your data and keep strict security standards.

Only authorised personnel and contractors have access to your information. We ensure that all your information is secure by taking appropriate technical and organisational measures against unauthorised or unlawful processing and against accidental loss, disclosure, destruction or damage.

How long do we keep your information?

We will hold your personal information on our system for as long as you participate in the staff lottery, and remove it when you no longer wish to continue your subscription, the staff lottery no longer runs a service or in the event that your participation in the staff lottery scheme has been cancelled.

Your rights

Data Protection laws allows 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 held by the Staff Lottery Team.

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. Where this is the case we will advise you of the reasons.

Under Data Protection laws, 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;
  • The right to have any inaccuracies in your personal information corrected;
  • You may have the right to erasure of your personal information held by us, in certain circumstances;
  • Right to data portability.

 You have the right to withdraw consent at any time, where consent has been given.

If you wish to exercise any of your rights under data protection laws, please contact us on the details provided below. We will aim to respond to all queries within a reasonable time, ensuring that any statutory deadlines are met.

Use of cookies

When we provide services, we want to make them easy, useful and reliable. Where services are delivered on the internet, this sometimes involves placing small amounts of information on your device, for example, computer or mobile phone. These include small files known as cookies. They cannot be used to identify you personally.

These pieces of information are used to improve services for you through, for example:

Enabling a service to recognise your device so you don’t have to give the same information several times during one task
Recognising that you may already have given a username and password so you don’t need to do it for every web page requested
Measuring how many people are using services, so they can be made easier to use and there’s enough capacity to ensure they are fast.
You can manage these small files yourself through your browser setting.

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 notice, please contact a member of the Staff Lottery team. If you do not feel comfortable doing this you can also find out more by contacting the Information Governance Department or the 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

Information Governance team

Information Governance Digital Services

Northumbria House

7 -8 Silver fox way

Cobalt Business Park

North Shields

Tyne and Wear

NE27 0QJ

0191 203 1645 or; IGOfficer@northumbria-healthcare.nhs.uk

 

Data Protection Officer

Tracey Best

Digital Services

Northumbria House

7 -8 Silver fox way

Cobalt Business Park

North Shields

Tyne and Wear

NE27 0QJ

Tracey.best@northumbria-healthcare.nhs.uk