Ensure consistent application of processes across NHS Scotland; To minimise duplication of processing (particularly on boarding) throughout rotations for clinical placements; Promote continuity and consistency in payroll arrangements; Ensure access to appropriate high-quality training experiences; Effective information sharing between Boards and the management and performance of trainees DDiT. Indicate how the data controllers will decide upon changes in the purposes of the sharing Jointly or independently Jointly Legal basis for the processing and constraints If sharing personal data: Under the General Data Protection Regulations: 6(1)(b) – processing is necessary for the performance of a contract with the data subject or to take steps to enter into a contract; or 6(1)(e) – processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller. 9(2)(a) – Explicit consent of the data subject, unless reliance on consent is prohibited by EU or Member law; or 9(2)(b) – processing is necessary for carrying out obligations employment, social security or social protection law, or a collective agreement. Description of the information to be shared Data category Data Controller status PD* / SPD* STAFF ENGAGEMENT DATA: Data Controller – Employing and Placement NHS Scotland Boards PD Given Name Data Controller – Employing and Placement NHS Scotland Boards PD Surname Data Controller – Employing and Placement NHS Scotland Boards PD Date of Birth Data Controller – Employing and Placement NHS Scotland Boards PD NdpUserID Data Controller – Employing and Placement NHS Scotland Boards PD Known As Data Controller – Employing and Placement NHS Scotland Boards PD Middle Names Data Controller – Employing and Placement NHS Scotland Boards PD Previous Surname Data Controller – Employing and Placement NHS Scotland Boards PD
Telephone Number Data Controller – Employing and Placement NHS Scotland Boards PD National Insurance Number Data Controller – Employing and Placement NHS Scotland Boards PD Next of Kin Given Name Data Controller – Employing and Placement NHS Scotland Boards PD Next of Kin Surname Data Controller – Employing and Placement NHS Scotland Boards PD Next of Kin Relationship Data Controller – Employing and Placement NHS Scotland Boards PD Next of Kin Telephone Number Data Controller – Employing and Placement NHS Scotland Boards PD Emergency Contact Given Name Data Controller – Employing and Placement NHS Scotland Boards PD Emergency Contact Surname Data Controller – Employing and Placement NHS Scotland Boards PD Emergency Contact Relationship Data Controller – Employing and Placement NHS Scotland Boards PD Emergency Contact Telephone Number Data Controller – Employing and Placement NHS Scotland Boards PD Bank Name Data Controller – Employing and Placement NHS Scotland Boards PD Bank Sort Code Data Controller – Employing and Placement NHS Scotland Boards PD Bank Account Number Data Controller – Employing and Placement NHS Scotland Boards PD NHS Pension Data Controller – Employing and Placement NHS Scotland Boards PD Non NHS Employment Data Controller – Employing and Placement NHS Scotland Boards PD Non NHS Employment Weekly Hours Data Controller – Employing and Placement NHS Scotland Boards PD Non NHS Employer Name Data Controller – Employing and Placement NHS Scotland Boards PD Bank Address Data Controller – Employing and Placement NHS Scotland Boards PD Contact Address Data Controller – Employing and Placement NHS Scotland Boards PD Emergency Contact Address Data Controller – Employing and Placement NHS Scotland Boards PD Gender Data Controller – Employing and Placement NHS Scotland Boards PD Ethnic Origin Data Controller – Employing and Placement NHS Scotland Boards SCD Sexual Orientation Data Controller – Employing and Placement NHS Scotland Boards SCD Religion Data Controller – Employing and Placement NHS Scotland Boards SCD Marital Status Data Controller – Employing and Placement NHS Scotland Boards PD Transgender Data Controller – Employing and Placement NHS Scotland Boards SCD Disability Data Controller – Employing and Placement NHS Scotland Boards SCD Work Permit Expiry Data Controller – Employing and Placement NHS Scotland Boards SCD Residency Status Expiry Data Controller – Employing and Placement NHS Scotland Boards SCD
Services Member Data Controller – Employing and Placement NHS Scotland Boards PD Public Body Member Data Controller – Employing and Placement NHS Scotland Boards PD Registration Body Data Controller – Employing and Placement NHS Scotland Boards PD Registration Number Data Controller – Employing and Placement NHS Scotland Boards PD Registration Type Data Controller – Employing and Placement NHS Scotland Boards PD Registration Renewal Date Data Controller – Employing and Placement NHS Scotland Boards PD Is UK EU EEA National Data Controller – Employing and Placement NHS Scotland Boards SCD Visa Entitlement Data Controller – Employing and Placement NHS Scotland Boards SCD Visa Expiry Date Data Controller – Employing and Placement NHS Scotland Boards SCD Requires Visa Data Controller – Employing and Placement NHS Scotland Boards SCD Nationality Data Controller – Employing and Placement NHS Scotland Boards SCD Student Load Not repaid Data Controller – Employing and Placement NHS Scotland Boards PD Repaying Directly to SLC Data Controller – Employing and Placement NHS Scotland Boards PD Student Load Type Data Controller – Employing and Placement NHS Scotland Boards PD Finished Studies Before Last Data Controller – Employing and Placement NHS Scotland Boards PD Starter Checklist Employee Statement Data Controller – Employing and Placement NHS Scotland Boards PD Drivers Licence Declaration Data Controller – Employing and Placement NHS Scotland Boards PD Maintain Medical Defence Organisation Declaration Data Controller – Employing and Placement NHS Scotland Boards PD Convicted of Criminal Offence Data Controller – Employing and Placement NHS Scotland Boards SCD Criminal Offence Details Data Controller – Employing and Placement NHS Scotland Boards SCD Subject of Fitness to Practice Proceedings Data Controller – Employing and Placement NHS Scotland Boards PD Fitness to Practice Proceedings Details Data Controller – Employing and Placement NHS Scotland Boards PD Data Consent Declaration Data Controller – Employing and Placement NHS Scotland Boards PD Qualifications Data Controller – Employing and Placement NHS Scotland Boards PD Previous NHS Service Data Controller – Employing and Placement NHS Scotland Boards PD Copy of Passport Data Controller – Employing and Placement NHS Scotland Boards PD Payslip Upload Data Controller – Employing and Placement NHS Scotland Boards PD P45 Upload Data Controller – Employing and Placement NHS Scotland Boards PD OCCUPATIONAL HEALTH DATA:
For each of the Disease Immunisations – Response – True/False and Dates Data Controller – Employing and Boards Occupational Health Teams SCD For each of Health History questions – Response – True/False and Notes Data Controller – Employing and Boards Occupational Health Teams SCD Family Doctor Name Data Controller – Employing and Boards Occupational Health PD Family Doctor Address Data Controller – Employing and Boards Occupational Health PD Family Doctor Telephone Number Data Controller – Employing and Boards Occupational Health PD Recent Sickness Periods Data Controller – Employing and Boards Occupational Health SCD Work Affecting Illness Data Controller – Employing and Boards Occupational Health Teams SCD Work Affecting Illness Notes Data Controller – Employing and Boards Occupational Health Teams SCD Work Adjustments Required Data Controller – Employing and Boards Occupational Health Teams SCD Work Adjustments Required Notes Data Controller – Employing and Boards Occupational Health Teams SCD Ongoing Treatments Data Controller – Employing and Boards Occupational Health Teams SCD Ongoing Treatments Notes Data Controller – Employing and Boards Occupational Health Teams SCD Alcohol Dependency Data Controller – Employing and Boards Occupational Health Teams SCD Drug Dependency Data Controller – Employing and Boards Occupational Health Teams SCD Skin Problems Data Controller – Employing and Boards Occupational Health Teams SCD Alcohol Drug Skin Notes Data Controller – Employing and Boards Occupational Health SCD Health Issues for Discussion Data Controller – Employing and Boards Occupational Health Teams SCD Performing EPP Data Controller – Employing and Boards Occupational Health Teams SCD Working in Tissue Retrieval Data Controller – Employing and Boards Occupational Health Teams SCD Requested Borne Virus Testing Data Controller – Employing and Boards Occupational Health SCD Abnormal Chest X-ray Data Controller – Employing and Boards Occupational Health SCD BCG Vaccination Data Controller – Employing and Boards Occupational Health Teams SCD BCG Vaccine Data Controller – Employing and Boards Occupational Health Teams SCD X-ray Data Controller – Employing and Boards Occupational Health Teams SCD Chicken Pox Antibodies Data Controller – Employing and Boards Occupational Health Teams SCD Diphtheria Whooping Cough Data Controller – Employing and Boards Occupational Health Teams SCD Fever Data Controller – Employing and Boards Occupational Health SCD Had Chickenpox Data Controller – Employing and Boards Occupational Health Teams SCD Hepatitis B Antibody Data Controller – Employing and Boards Occupational Health Teams SCD
Hepatitis B Surface Antigen Data Controller – Employing and Boards Occupational Health Teams SCD Hepatitis B Vaccination Data Controller – Employing and Boards Occupational Health Teams SCD Hepatitis C Antibody Data Controller – Employing and Boards Occupational Health Teams SCD HIV Antibody Data Controller – Employing and Boards Occupational Health Teams SCD Interferon Gamma Data Controller – Employing and Boards Occupational Health Teams SCD Mantoux Data Controller – Employing and Boards Occupational Health SCD Mumps Data Controller – Employing and Boards Occupational Health Teams SCD Night Sweats Data Controller – Employing and Boards Occupational Health Teams SCD Persistent Productive Cough Data Controller – Employing and Boards Occupational Health Teams SCD Recently Outside UK Data Controller – Employing and Boards Occupational Health Teams PD TB Contact Data Controller – Employing and Boards Occupational Health SCD TB Diagnosis Data Controller – Employing and Boards Occupational Health Teams SCD TB Skin Test Data Controller – Employing and Boards Occupational Health SCD T Spot Test Data Controller – Employing and Boards Occupational Health Teams SCD Unexplained Weight Loss Data Controller – Employing and Boards Occupational Health Teams SCD Consent Given Data Controller – Employing and Boards Occupational Health Teams PD Employment History Data Controller – Employing and Boards Occupational Health Teams Job Title Data Controller – Employing and Boards Occupational Health Teams PD Employer Name Data Controller – Employing and Boards Occupational Health Teams PD From - To Data Controller – Employing and Boards Occupational Health Teams PD Notes Data Controller – Employing and Boards Occupational Health Teams PD Upload of multiple files with proof of immunisation Data Controller – Employing and Boards Occupational Health Teams SCD OUTCOME OF OH REVIEW: Cleared / not cleared for work Data Controller – Employing Boards Medical Staffing Team and HR Team with level 1 and 2 access PD Adjustments detail Data Controller – Employing Boards Medical Staffing Team and HR Team with level 1 and 2 access SCD Training Programme Information Data Controller – Employing Boards Medical Staffing Team and HR Team with level 1 and 2 access Programme (whole programme) Data Controller – Employing Boards Medical Staffing Team and HR Team with level 1 and 2 access PD
Parent Education Provider (current and next) Data Controller – Employing Boards Medical Staffing Team and HR Team with level 1 and 2 access PD Programme Duration Data Controller – Employing Boards Medical Staffing Team and HR Team with level 1 and 2 access PD Data Controller – Employing Boards Medical Staffing Team and HR Team with level 1 and 2 access PD Specialty (current and next) Data Controller – Employing Boards Medical Staffing Team and HR Team with level 1 and 2 access PD Reported sickness absence from SSTS (days/hours lost) Data Controller – Employing Boards Medical Staffing Team and HR Team with level 1 and 2 access SCD PAYROLL DATA: Title Data Controller – Employing and Placement NHS Scotland Boards PD Name Data Controller – Employing and Placement NHS Scotland Boards PD Surname Data Controller – Employing and Placement NHS Scotland Boards PD Date of Birth Data Controller – Employing and Placement NHS Scotland Boards PD Unique ID Data Controller – Employing and Placement NHS Scotland Boards PD GMC Number Data Controller – Employing and Placement NHS Scotland Boards PD Tax Code Data Controller – Employing and Placement NHS Scotland Boards PD Pay Number Data Controller – Employing and Placement NHS Scotland Boards PD Pay Band Data Controller – Employing and Placement NHS Scotland Boards PD Pay Point Data Controller – Employing and Placement NHS Scotland Boards PD Incremental Date Data Controller – Employing and Placement NHS Scotland Boards PD Employer Code Data Controller – Employing and Placement NHS Scotland Boards PD (*) PD – Personal Data (*) SCD – Special Category Data The parties agree this is the minimum amount of data needed to properly fulfil the purposes of this agreement. Description and manner of information sharing Data flows The Turas platform consists of a set of databases and web applications hosted in Azure that communicate and share data via web apis. The 3 databases used by Turas People are: Turas TPM SWISS