Schedule Category of personal data Disclosure recipients Purpose of processing Legal basis of processing Assessment of employees’ interests Time limit for deletion Contact/bank details (name, address, tel email/bank account details/ Passport or driver licence number/NI number/photograph) Disciplinary and grievance records Members of the organisation who supervise or are involved in the service provision and payroll functions/ pension providers/ Legal/HR/Employment Law Advisors Members of your organisation who may be involved in investigating and/or determining a grievance/disciplinary Legal/HR/Employment Law Advisors To ensure correct and legal information under contract of employment and with legislative bodies such as HMRC. To enable payment of salary/wages/NI/tax/ pension contributions/ expenses To ensure employees’ have access to effective recourse if they have any concerns their employment To take appropriate action in the event of Necessary for the performance of a contract to the data subject is a party Necessary for the performance of a contract to which the data subject is a Necessary for the legitimate interests of the organisation Impact on data subject rights and freedoms is very low Impact on data subject rights and freedoms is very low Processing is in data subject interests Six years after employment ceases Six years after employment ceases
Absence records (holiday and sickness) Members of the organisation who supervise and/or may be involved in performance monitoring/payroll/ advisors/ potential employers any conduct or performance concerns To maintain appropriate levels of conduct and performance To take appropriate action in the event of any conduct or performance concerns To maintain appropriate levels of conduct and performance Necessary for the performance of a contract to which the data subject is a party. Necessary for the legitimate interests of the organisation Impact on data subject rights and freedoms is very low Processing is in the data subject interests Six years after employment ceases Category of special category data Disclosure recipients Purpose of processing Legal basis of processing Assessment of employees’ interests Time limit for deletion
Medical information Members of your organisation who may be involved in managing absence Payroll provider To ensure employees’ legal rights are met To protect employees’ health and safety Necessary for the performance of a contract to which the data subject is a party Impact on data subject rights and freedoms is very low Processing is in data Six after employment ceases Criminal Records Information Legal/HR advisors/Employment Law Advisors Members of the organisation who may be involved in recruitment and/or supervision of data subject//Legal/HR Advisors/Disclosure and Barring Service/ Police/Safeguarding Teams/Employment Law Advisors To take appropriate action in the event of any concerns about an employee’s attendance and/or health To plan staffing levels and any necessary absence cover To ensure legal rights are met To protect clients/others involved in client care To take appropriate action in the event of any concerns raised about an employee/volunteer Necessary for compliance with a legal obligation Necessary for the legitimate interests of the organisation Necessary for the performance of a contract to which the data subject is a party Necessary for compliance with a legal obligation Necessary for the legitimate interests of the organisation subject interests Impact on data subject rights and freedoms is low Six years after employment ceases