Employee Privacy Notice


We are committed to ensuring that any personal data we hold about you is protected in accordance with data protection laws and is used in line with your expectations.

This privacy notice explains what personal data we collect, why we collect it, how we use it and how we protect it.

What personal data do we collect?

We collect personal data about you to manage the employment relationship you have with us. Personal details that we collect about you include:

  • your name, address, date of birth, gender, telephone number
  • work and employer history, qualifications and training
  • your membership of any professional bodies
  • your right to work in the UK
  • your work pattern and periods of leave
  • performance related data

We collect this information from your application form during interview held with you and through other correspondence (if relevant). Our purpose for processing this information is to assess your suitability for a role you have applied for. We will use the contact details you give us to contact you to progress your application. Our recruitment team will have access to all this information.

If you are unsuccessful after assessment for the role. We keep these records for 6 months. We may ask if you would like your details retained in our reserve list. If you say yes, we would proactively contact you should any further suitable vacancies arise.

We do not collect more information than we need to fulfil our stated purposes and will not keep it longer than necessary.


Conditional Offer

If we make a conditional offer of employment, we’ll ask you for information so that we can carry out pre-employment checks.

You must therefore provide:

  • • Proof of your identity – you will be asked to attend our office with original documents, 1 photographic and 2 proof of address. we’ll take copies
    • Proof of your qualifications – you will be asked to attend our office with original documents; we’ll take copies
    • a criminal records declaration to declare any unspent convictions
    • We will contact you to complete an application for an Access NI, which will verify your declaration of unspent convictions and Early Years Vetting forms and Health Declaration form
  • • We’ll contact your referees, using the details you provide in your application, directly to obtain references

If we make a final offer, we’ll also ask you for the following:

  • • Bank details, p45 or p46 including National Insurance Number – to process salary payments
    • emergency contact details – so we know who to contact in case you have an emergency at work

You will also need to declare any secondary employment.

We will not share any of the information you provide with any third parties for marketing purposes.

Why we collect this information and the legal basis for handling your data

We use personal data about you in order to fulfil the employment contract you have entered into. This includes using your data to:

  • fulfil the terms of our employment relationship with you
  • pay your salary

We also process your personal data in line with our legitimate interest for the following reasons:

  • maintain accurate records, including emergency contact details
  • to implement our employment policies and procedures and keep appropriate records
  • to keep record of absences
  • to ensure effective management of employee related issues
  • planning, management and forecasting regarding the setting

We also process Special categories of data to comply with legal obligations. This includes:

  • information on health and medical conditions
  • information relating to criminal records
  • certain types of leave for example sickness, maternity, paternity, etc., and to make appropriate payments

With your consent we may wish to take photographs of you to promote the setting. If this is the case we will ask for your consent and provide further details. You will also have the right to withdraw your consent at any time.


Who we share your data with

In order for us to fulfil the terms and conditions of our employment relationship and to meet our legal obligations we will also share your data as required with the following categories of recipients:

  • AccessNI to establish suitability for employment in the setting
  • an umbrella body that is able to process AccessNI applications on our behalf
  • HMRC for taxation purposes
  • banking services to pay your salary
  • to comply with automatic enrolment pension obligations
  • our insurance underwriter, if you have an accident at work
  • with parents and service users so that they have an understanding of your qualifications and experience

We will also share your data if:

  • We are legally required to do so, for example Social Services, by law, by a court or the Charity Commission
  • to enforce or apply the terms and conditions of your contract with us
  • to protect a child or children, for example by sharing information with the Designated Officer, Gateway Team, Early Years Social Services Chairperson, social services or the police
  • it is necessary to protect our rights, property or safety
  • with our legal advisor where it is necessary to apply the terms and conditions of your employment contract or where there is a dispute

We will never share your data with any other organisation to use for their own purposes.

How do we protect your data?

We protect unauthorised access to your personal data and prevent it from being lost, accidentally destroyed, misused, or disclosed by:

Storing all data in locked cupboards or on password protected computers.          

How long do we retain your data?

We retain your personal data as follows:

  • records – 6 years after employment ceases
  • wages/salary records (including overtime, bonuses, expenses) – 6 years
  • Statutory Maternity Pay (SMP) records – 3 years after the end of the tax year in which the maternity period ends
  • Income Tax and National Insurance returns/records – at least 6 years after the end of the tax year to which they relate
  • Pension Records - indefinitely
  • staff accident/medical records/reportable health and safety incidents (including those specified by the Control of Substances Hazardous to Health regulations (COSHH) 2002) – kept according to legal requirements

For further information see our Data Protection Policy.


We also offer opportunities for volunteers.

Volunteers are asked to complete a volunteers registration for to provide more information about your skills and experience and invite you to an informal interview.

You will also be asked to complete an Access NI checks, Early Years Vetting forms and provide references.

We will ask for emergency contact details – so we know who to contact in case you have an emergency at the centre.

This information is kept until the end of the volunteer role ends unless there has been an accident, a complaint or a safeguarding issue.


We also offer work experience for students.

Schools/colleges provide us with all the necessary information needed for placement

This information is kept until the end of the placement unless there has been an accident, a complaint or a safeguarding issue.

Your rights with respect to your data

You have the right to:

  • request access, amend or correct your personal data
  • request that we delete or stop processing your personal data, for example where the data is no longer necessary for the purposes of processing
  • request that we transfer your personal data to another person

If you wish to exercise any of these rights at any time or if you have any questions, comments or concerns about this privacy notice, or how we handle your data please contact us. If you continue to have concerns about the way your data is handled and remain dissatisfied after raising your concern with [me/us], you have the right to complain to the Information Commissioner Office (ICO). The ICO can be contacted at Information Commissioner’s Office- Northern Ireland, 3rd Floor, 14 Cromac Place, Belfast, BT7 2JB or ico.org.uk/


Changes to this notice

We keep this notice under regular review. You will be notified of any changes where appropriate.

LOCC May 2018