St Wilfrid's Hospice - Privacy notice for applicants, employees and volunteers

St Wilfrid's Hospice is committed to being fair, open, honest and transparent in relation to the collection, processing and sharing of your personal data - in full accordance with the new General Data Protection Regulations 2016/679 (GDPR) and the Data Protection Act 2018.

St Wilfrid’s Hospice is a local charity in Eastbourne that provides specialist palliative care and hospice care across a number of services. Further information about us can be found on our website www.stwhospice.org.
We do not collect more information than we need to fulfil our stated purposes and will not retain it for longer than is necessary.

What information do we ask for and why?

During the recruitment and selection process you will be asked to share your basic contact details and some additional information relevant to the role you are applying for including your employment and education history if you are applying for an employed position. Owing to the vulnerability of people receiving healthcare, you may also be asked to disclose details of any criminal convictions. The processing of criminal offence data for this purpose meets the conditions of the Data Protection Act 2018.

Should you be successful in securing employment or a volunteering position with St Wilfrid’s Hospice you will be required to ensure that any changes to your basic personal details are shared, this could include; name, address, telephone number, bank details (employees only), emergency contact, professional memberships etc. Employees will also be asked to share information relating to sickness absence and on occasion, where necessary, your medical history. The processing of health information is necessary for the purpose of assessing the working capability of the employee or volunteer.

The information we ask for is used to assess your suitability for employment or volunteering, and subsequently manage the employment or volunteer relationship. You don’t have to provide what we ask for but it might affect your application or the way in which we can support you if you don’t and without this information we would not be able to fulfil our function as a responsible employer or volunteer involving organisation.

Application stage

We ask you for your personal details including name and contact details. We will also ask you for information relevant to the role you have applied for such as your previous experience, education, referees and other information that qualifies you for the position. Our recruitment team will have access to all of this information.
You will also be asked to provide equal opportunities information. This is not mandatory information – if you don’t provide it, it will not affect your application. This information will not be made available to any staff outside of our recruitment team, including hiring managers, in any way which can identify you. Any information you do provide, will be used only to produce and monitor equal opportunities statistics.

Shortlisting stage

The hiring managers will shortlist applications for interview with the support of the HR Department. They will not be provided with your equal opportunities information if you have provided it.
Volunteer applicants will usually be invited to discuss their volunteering with voluntary services or with the hiring manager depending on the role.

Assessment events

We might ask you to participate in assessments; complete tests; and/or to attend an interview – or a combination of these. Information will be generated by you and by us. For example, you might complete a written test or we might take interview notes. This information is held by St Wilfrid’s Hospice.
If you are unsuccessful following assessment for the position you have applied for, we will retain your details for a period of twelve months.

The offer of employment or a volunteering role

If we make an offer of employment or a volunteering role we will ask you for information so that we can carry out pre-employment/volunteering checks. You must successfully complete pre-employment/volunteering checks as the offer is conditional upon them being satisfactory.

We are required to confirm the identity of our employees and volunteers, their right to work in the United Kingdom and seek assurance as to their trustworthiness, integrity and reliability.
You will therefore be required to provide:

  • Proof of your identity, including your right to work in the UK – you will be asked to attend our premises with original documents, and photocopies.
  •  Proof of your qualifications – you will be asked to attend our premises with original documents and photocopies or membership numbers. 
  • You will be asked to complete a criminal records declaration to declare any unspent convictions.
  • Where applicable you will be asked to complete a Disclosure and Barring Service (DBS) application form for a Criminal Record check via the Disclosure and Barring Service, which will verify your declaration of unspent convictions.
  • In order to obtain references we will contact your referees directly, using the details you provide in your application. For retail volunteering you are asked to contact your referees directly and request that they complete a self gathering reference form which will be checked by voluntary services on receipt.
  • For employees we will also ask you to complete a questionnaire about your health. This is to establish your fitness to work. This is done through an NHS Occupational Health Service. Volunteers are able to raise any health related concerns or additional support requirements so that suitable roles can be adapted where possible to suit individuals.


To complete your personal file and process your employment or volunteering activities efficiently and effectively, we will also ask you for the following as applicable:

  • Bank details – to process salary and/or expenses payments.
  • Emergency contact details – so we know who to contact in case you have an emergency.
  • (Employees only) Membership of a NHS Pension scheme – As a directional employer you may be eligible to re-join your previous scheme.

During employment or volunteering

Throughout your employment or volunteering at St Wilfrid’s Hospice you will be required to ensure that any changes to your basic personal details are shared, this could include; name, address, bank details, emergency contact etc. You will be asked to update this with the HR or Voluntary Service Team.

Professional memberships and insurances

If your employment or volunteering position is conditional upon a valid membership or insurance, evidence of renewal will be requested.

Management of short and long term sickness absence (employees only)

It will be necessary for you to share basic information relating to reasons for sickness absence from work. Where we have cases of prolonged or persistent sickness you may be asked to disclose more detailed information relating to your medical history or medical condition. We use occupational health services to advise and guide us appropriately on individual cases of prolonged or persistent sickness. You will be reminded of your rights at the time an occupational health referral is requested.

Maternity/Paternity/Adoption/Parental leave (employees only)

You will be asked to provide documentation and information that confirms your eligibility to take leave.

Where a volunteer’s circumstances change and there is an impact on how they are able to carry out their role, we will review the role and tasks with the volunteer and implement appropriate support or changes as necessary and where possible. This will be kept on the volunteers’ record.

Access to your personal information

St Wilfrid’s tries to be as open as it can be in terms of giving people access to their personal information. Individuals can find out what we hold in terms of personal information by making a ‘Subject access request’ under the GDPR. If we do hold information about you we will:

  • give you a description of it
  • tell you why we are holding it;
  • tell you who it could be disclosed to;
  • tell you the envisaged retention period;
  • remind you of your right to correct, erase, or restrict the processing of the data;
  • tell you how we collected the information;
  • give you details of any regulated automated decision making, and;
  • let you have a copy of the information in an intelligible form.


To make a request to St Wilfrid’s for any personal information we may hold you need to put the request in writing addressing it to the Registered Manager.

In all cases we will respond to your request within one month.

There is no charge for SAR requests.

Data sharing within St Wilfrid's Hospice

For St Wilfrid’s to be capable of delivering a comprehensive service, it will be necessary at times to share data between departments within St Wilfrid’s.

The information you provide will be held securely by us and/or our data processors whether the information is in electronic or physical format.

What will we do with the information you provide us?

All of the information you provide during the recruitment and selection process will only be used for the legitimate interest of progressing your application, or to fulfil legal or regulatory requirements as necessary. We will not share any of the information you provide during the recruitment process with any third parties for marketing purposes.

We will use the contact details you provide to us to contact you to progress your application. We will use the other information you provide to assess your suitability for the role you have applied for.

Other information that you provide during the course of your employment or volunteering will be used to legitimately and appropriately manage the employment or volunteering relationship. This could be information relating (but not limited) to the, updating of personal contact details, renewal of professional memberships, provision of benefits or disclosing medical conditions.

Where appropriate, information will be shared with managers through the recruitment and selection process.

Use of data processors

Data processors are third parties who provide elements of our people service for us. We have contracts in place with our data processors. This means that they cannot do anything with your personal information unless we have instructed them to do it. They will not share your personal information with any organisation apart from us. They will hold it securely and retain it for the period we instruct.

Carval (employees)

Carval is an internally used HR and Payroll records system from Civica. Your personal details will be held on Carval from the point at which you have received an offer of employment with us, until six years post termination of employment.
All information relating to, your employment role and pay details are added to Carval and will continue for the duration of your time with St Wilfrid’sHospice.
A GDPR contract exists between St Wilfrid’s Hospice and Civica in relation to any processing of data for circumstances where the hospice need Civica to resolve any application issues.

Raiser's Edge (volunteers)

Volunteer data is administered via our RaisersEdge/NXT database, hosted in the EU(Amsterdam) by Blackbaud, the world’s largest cloud software company supporting non-profit organisations. Blackbaud, Inc. is the parent company of Blackbaud Europe Ltd and is a certified member of Privacy Shield, with headquarters in the United States of America.

The terms and policy referring specifically to the relationship between Blackbaud and St Wilfrid’s Hospice’s, where Blackbaud is the data processor, can be found under the Business Solutions Agreement, with further specific detail under the Hosting Services agreement: https://www.blackbaud.com/terms

Volunteers have the option to engage with the hospice as a supporter as well as a volunteer. As such the fundraising department will respect the wishes of volunteers and capture their communication preferences in relation to the receipt of newsletters, appeals, events etc. Volunteers not wishing to receive such communications will have their records flagged accordingly.

Email communication to volunteers

Voluntary services are currently transitioning from using Mailchimp for email communications to Online Express ( which is part of the Blackbaud suite of applications used elsewhere in the Hospice by our fundraising department).

Mailchimp

Mailchimp is an e-mail marketing tool which is used for communicating information to large groups of volunteers at a time. As such Mailchimp’s website would hold the name, email address and content of messages sent from the Voluntary services team. Mailchimp is hosted in the US and subscriber information may be passed to third parties in order to provide support or to make you aware of other services. ( https://mailchimp.com/legal/privacy/ )

Online Express

Online Express is an e-mail marketing tool which is used for communicating information to large groups of volunteers at a time by e-mail. Online Express is used to send information linked to volunteering at the hospice, for example our monthly newsletter Hospice Voice and information about new volunteer roles and volunteering events.

Pension providers (employees)

Your details will be provided to NHS Pensions who are the administrators of the NHS Pension Scheme of which St Wilfrid’s are members, or People’s Pension, who are the administrators of the St Wilfrid’s Hospice Auto Enrolment Pension Scheme. You will be enrolled into the pension scheme and details shared with the provider will be your name, address, date of birth, National Insurance number, pension reference number and salary. Your bank details will not be passed to the provider at this time.

Here is a link to NHS Privacy Notice: https://www.nhsbsa.nhs.uk/privacy
Here is a link to People’s Pension Privacy Notice: https://thepeoplespension.co.uk/privacy/

Occupational Health Services (employees only)

Occupational Health Services (a division of Brighton and Sussex University Hospitals NHS Trust) provide our Occupational Health service. If we make you an offer, we will ask that you complete a questionnaire which will help to determine if you are fit to undertake the work that you have been offered, or advise us if any adjustments are needed to the work environment or systems so that you may work effectively.

Your offer pack will contain a paper version of the questionnaire which, once complete, we ask you to send direct to Occupational Health Services. The information you provide will be held by Occupational Health Services who will provide us with a fit to work certificate or a report with recommendations. You are able to request to see the report before it is sent to us. If you decline for us to see it, then this could affect your employment offer. If an occupational health assessment is required, this is likely to be carried out by Occupational Health Services.

Here is a link to Occupational Health Services Privacy Notice: https://www.bsuh.nhs.uk/terms-and-conditions/

DBS checking

Many people who apply to work in a hospice, whether as a paid employee or a volunteer, will be required to undergo a Disclosure and Barring Service (DBS) check to ensure they are suitable to work with those they care for. Both Standard and Enhanced DBS checks will detail both spent and unspent convictions, as well as any cautions, warnings or reprimands an applicant has on their record (as long as they’re not protected).

In order to obtain a DBS check we use M G Care Executive Limited trading as uCheck located at Chiltern House, Sigford Road, Marsh Barton, Exeter, EX2 8NL. Further information is available from the links below:

Website https://www.dbsassist.co.uk/ucheck/ 
Privacy Statement https://hrplatform-cdn.s3.amazonaws.com/docs/Privacy%20Policy%20v2.3.pdf 
Information security statement https://s3.eu-west-2.amazonaws.com/hrplatform-cdn/docs/Information%20Security%20Policy%20Statement%20v1.5.pdf 
Ucheck. https://www.ucheck.co.uk/about-us/ 

How long is the information retained for?

For volunteers, we don’t keep data for longer than it is necessary for the purposes for which it is used. This might include information about your interests and skills in order to match you to a suitable volunteer role.
If you are successful in securing an employment or volunteering role, the information you provide during the application process will be retained by us as part of your employee/volunteer file for the duration of your employment/volunteering plus six years following the end of your employment/volunteering. This includes your criminal records declaration, fitness to work (employees only), records of any security checks and references.

If you are unsuccessful at any stage of the recruitment and selection process or you do not become a volunteer, the information you have provided until that point will be retained for twelve months from the closure of the campaign.
Equal opportunities information is retained for twelve months following the closure of the campaign.

For equal opportunities we may also ask for the following information about you:

For more information please contact the HR Manager on [email protected]

  • Any recognised disability, learning difficulty or special educational learning difficulty
  • Racial and ethnic origin
  • Religious or similar beliefs
  • Relationship status

Why do you need to keep information about me?

If you are applying for a role at the hospice then we need to keep information in the first instance so that we can contact you following your application. We will ask what your preferred method of communication is.

For volunteers we keep a record of your personal information so that we can:

  • Manage our own internal administrative purposes and to keep a record of your relationship with us
  • Manage your communication preferences
  • To analyse internal volunteering trends and processes
  • To send you information regarding your volunteering and to contact you regarding your volunteering
  • To comply with applicable laws and regulations

Data subject rights

Under the GDPR you have rights as an individual which you can exercise in relation to the information we hold about you. The specific rights are;

  • The right of access to allow individuals to be aware of and verify the lawfulness of the processing in relation to personal data.
  • The right to rectify personal data if it is inaccurate or incomplete.
  • The right to be forgotten enabling an individual to request the deletion or removal of personal data where there is no compelling reason for its continued processing.
  • The right to withdraw consent, at any time, to the holding and processing of personal data. This is only applicable where consent is relied upon as the grounds for data processing. You will not be penalised for wishing to withdraw consent.
  • The right not to be subject to automated decision taking, including profiling.
  • The right to transparency
  • The right to data portability
  • The right to lodge a complaint with a supervisory authority

What should I do if I have concerns?

St Wilfrid’s Hospice will endeavour to meet the highest standards when collecting and using personal information. For this reason, we take any complaints we receive about this very seriously. We encourage people to bring it to our attention if they think that our collection or use of information is unfair, misleading or inappropriate. We would also welcome any suggestions for improving our procedures.

If you would like to make a complaint about the way we have processed your personal employment or volunteering information, you should contact the Head of People on [email protected]

Whilst St Wilfrid’s Hospice is not currently required to appoint a legally defined role of Data Protection Officer, we continue to demonstrate our strong commitment to data protection, security and confidentiality with the following key IG roles in place:

Dr David Barclay – Caldicott Guardian
Colin Twomey – Senior Information Risk Officer (SIRO )
Steve Clarke – IG Lead

As a data controller, St Wilfrid’s Hospice main address is:
St Wilfrid’s Hospice,
1 Broadwater Way,
Eastbourne,
East Sussex,
BN22 9PZ.

Changes to this information notice

Our privacy notices are reviewed a minimum of every 2 years and updated when there is a known change to our systems or processes. This information notice was last updated Sept 2018.

This privacy notice does not provide exhaustive detail of all aspects of St Wilfrid’s collection and use of personal information. However, we are happy to provide any additional information or explanation needed.

Any requests for this should be sent to [email protected]