Privacy Policy

Privacy Notice: NW Surrey Alliance Talent Hub The below privacy notice is regularly reviewed and was last updated by Ashford & St Peter’s Hospitals NHS Foundation Trust on 1 July 2024. This notice applies to all individuals whose information is used for North West Surrey Talent Hub (Talent Hub) activities. It links to and supplements the information held in partners’ main notices and those for specific services. We will review this information regularly and update it as required - we would therefore recommend that you check this webpage regularly to ensure that you remain informed about how we use your information. Who we are This privacy notice applies to the Talent Hub. The Talent Hub is a team working on behalf of the North West Surrey Alliance (NWSA) partner organisations plus, some additional associated care and Voluntary, Community and Social Enterprise (VCSE) sector organisations within North West Surrey, England. The Talent Hub team are acting on behalf of these organisations to effectively and proactively source talent to support the recruitment across our partner and associated organisations. The Talent Hub is a dedicated team acting on behalf of the NWSA organisations and associated VCSE sector organisations to source talent for organisations’ employment opportunities. This will involve but is not limited to the following activities: • Building a North West Surrey-wide talent pool • Job matching and showcase exciting job opportunities • Run targeted campaigns to reach a variety of skilled and talented individuals • Offer application and interview support. The partner organisations act as joint data controllers of your information. This means that they are jointly responsible for ensuring that your data is used safely and lawfully. Please visit the North West Surrey Alliance website for further information. Partner and associated organisations are registered with the Information Commissioner’s Office (ICO) as Data Controllers. You can search the ICO’s public register for further information using the registration numbers provided at the end of this notice. Whose information we hold Any member of the public can sign up to and create a profile on the Talent Hub’s jobs board. As part of signing up to a profile, the individual will willingly supply their information and consent to the Talent Hub storing, sharing and using their data for recruitment purposes. Types of information used To allow us to undertake the activities above we will use different types of information, this includes: • Identifiable Personal Data – you can easily be identified from this information, which relates to you. We will only use this where there is no other viable alternative. Identifiable personal data includes: • Personal Data (for example your name, contact details, or date of birth) • Special Categories of Personal Data (which includes data relating to ethnicity and data relating to physical or mental health) • Non-Identifiable / De-identified Personal Data – this includes: • ‘Pseudonymised Personal Data’ where personal data which could be used to identify you has been replaced with a pseudonym; • Anonymised Data – you cannot be identified from this, even if it is added to other information. How we will obtain this information The Talent Hub will obtain this information upon members of the public creating a profile on the Talent Hub central jobs board, where they will supply this information. You will be asked to consent to the privacy notice and confirm your consent prior to finalising your profile. You will be asked to confirm your consent to the Talent Hub storing and sharing your information with our partner and associated organisations, as listed above. How we will use this information and why The Talent Hub will use the information to carry out the following activities: • Store in a North West Surrey-wide talent pool for possible job matching • Contact you about employment opportunities, support and careers events across our partner and associated organisations • Share information with our partner and associated organisations for recruitment purposes only Your information cannot be collated or shared without your consent and sign up to the Talent Hub jobs board. Your information will be stored securely on a secure internal digital platform and can be deleted at any time by the member of the public choosing to opt-out. Your information will only be accessed by the Talent Hub team, internal recruitment teams at our partner organisations and the NWSA project team. The digital provider will only have access to your information in exceptional circumstances relating to system maintenance, error resolution and/or improvements. Lawful basis Consent to store your information (and where necessary, CV) with the Talent Hub will be obtained when you sign up to the Talent Hub jobs board and this will include consent to the Talent Hub: • Collating and storing your information • Contacting you about job opportunities, support and events • Contacting you to offer application and interview support • Sharing your information with our partner and associated organisations Who your information will be shared with We may share your personal information with the following organisations, for recruitment purposes only: • Ashford & St. Peter’s Hospital Foundation Trust • Surrey Heartlands • Central Surrey Health • North West Surrey Integrated Care Services (NICS) Limited • Surrey and Borders Foundation Trust Partnership • Surrey County Council • Woking Borough Council • Woking & Sam Beare Hospice • Acacia Homecare Ltd • Sight for Surrey • Surrey Care Association • White Lodge Charity • Chertsey Health Centre • Crouch Oak Surgery • Ottershaw Surgery • Sheerwater Health Centre • Studholme Medical Centre • Sunnymead Surgery • Organisations that have a legal right to obtain this from us (such as NHS England, the NHS Counter Fraud Authority, the Police, and certain Government Departments). Our platform provider Tribepad, will also have access to your information however this will only occur in exceptional circumstances where they may need to resolve system errors or updates. How long we keep information for? Our Talent Hub and partner organisations will hold records containing personal data for a limited time and securely destroy them when no longer required. We will ensure that records are held in accordance with the guidance and retention schedules included within the 2021 Records Management Code of Practice for Health and Social Care. If any profiles on the jobs board are inactive, the individual will be contacted via email to confirm if their information is up to date and if they still wish to be opted in to sharing their information. If an account has been idle for six months, the account will be ‘scrubbed’ which essentially removes the profile from the jobs board and any personal information we have access to, appearing as ‘scrubbed’. At any point, you can choose to opt-out which will result in your information being securely deleted. How to contact the Data Protection Officer (DPO) If you require further information relating to your rights, please contact the Surrey Heartlands Integrated Care Board (ICB) Information Governance Team. The Surrey Heartlands ICB Information Governance team may also direct you to Ashford and St. Peter’s Hospital Foundation Trust’s Information Governance team as they are the overall host of the Talent Hub, on behalf of the North West Surrey Alliance.