Privacy Statement - Employees, volunteers and applicants The information we collect and the legal basis We will collect and store the information necessary to form and fulfil your contract of employment, and to fulfil the requirements of employment law. Given the nature of our work with vulnerable children and adults, we are required to maintain parts of employment records for longer periods than might be the case with other employers. Most of the information will be obtained directly from yourself or generated through your employment. Some will be obtained from other sources, e.g. your DBS certificate. Autism Anglia employees receive a separate copy of this information. If you … On the Legal Basis of We will store Third Parties with access to your information * We will keep it for/until Apply for a job with Autism Anglia Forming and Fulfilling a Contract Your name; personal contact details; academic and employment history; medical history; documentation to support a DBS application; interview records; confidential references None 6 months, if your application is unsuccessful. Your application will become part of your employee record, if successful Forming and Fulfilling a Contract Evidence collected for pre-employment checks: DBS and evidence of your right to work in the UK None 6 months if your application is successful. If you are unsuccessful, we will destroy the evidence when the successful candidate starts Are employed by Autism Anglia Forming and Fulfilling a Contract Interview records; records and histories of your probation, supervisions and appraisals. MHR; Perspective; Vantage 7 years following the end of your employment + A summary record with minimal information will be created, so we can continue to provide basic employment references. Legal Requirement. Many of these are also required for your contract of employment, but the requirement to comply with employment law takes precedence. Your name; personal contact details; date of birth; gender; marital status; next of kin; National Insurance Number; academic and employment history; evidence of your right to work in the UK; evidence of your driving licence; records and histories of your roles, salary, absences, rotas of shifts worked; information about your race, ethnicity, religious beliefs, sexual orientation and political opinions; information about your health, including any medical condition, health and sickness records and details of any disability for which we may need to make reasonable adjustments; records of training and qualifications MHR; Planday; Microsoft 7 years following the end of your employment + A summary record with minimal information will be created, so we can continue to provide basic employment references. Records of criminal convictions and offences; documentation to support a DBS application MHR; uCheck 6 months Your name; personal contact details; date of birth; gender; National Insurance Number; histories of your roles, salary, absences, rotas of shifts worked; bank account, pay and tax records; Pension records Sage; Planday We will share some information with your pension provider, or for auto-enrolment on a pension scheme. 10 years following the end of your employment. Safeguarding concerns My Concern (Children Services), Vantage (Adult Services), Microsoft (All) If an allegation regarding a child is made about a member of staff, records will be kept until the staff member’s normal retirement age, or for 10 years, whichever is later. If an allegation regarding a vulnerable adult is made about a member of staff, records will be kept for a minimum of 15 years. Investigation and disciplinary records MHR When expunged Legal Requirement Your name is likely to be in records of our service provision, e.g. learner records in Children Services or care records in Adult Services. Microsoft; Vantage; TeacherCloud (Evidence for Learning); MyConcern; SchoolPod; Inventry; Purple Mash; Dependent on the service provision Volunteer with Autism Anglia Consent and Legal Requirement (depending on the role you volunteer for) Your name; personal contact details; date of birth; gender; next of kin; National Insurance Number; academic and employment history; records of training and qualifications; evidence of your right to work in the UK; information about your race and your ethnicity. Depending on the role you volunteer for, we may also collect information about your health, including any medical condition, health and sickness records and details of any disability for which we may need to make reasonable adjustments; evidence of your driving licence; records and histories of your roles, salary, absences, rotas of shifts worked; Vantage 7 years following the end of your volunteering Records of criminal convictions and offences; documentation to support a DBS application Vantage; uCheck 6 months Legal Requirement Depending on the role you volunteer for, your name may be in records of our service provision, e.g. learner records in Children Services or care records in Adult Services. Microsoft; Vantage; TeacherCloud (Evidence for Learning); MyConcern; SchoolPod; Inventry; Purple Mash; Dependent on the service provision Key to the organisations listed above: Inventry operate and maintain our signing in system (those based at or visiting Doucecroft School only).MHR (Midland HR) operate and maintain iTrent, our HR database.Microsoft operate and maintain SharePoint, our cloud-based document storage system.MyConcern operate and maintain our safeguarding records (Children Services only).Perspective operate and maintain our performance management system (Child Services only).Planday operate and maintain our duty management system.Purple Mash provide online access to learning resources (Children Services only).Sage provide our accounts software, payroll software and online payslips.School Pod operate and maintain attendance and behaviour records (Children Services only).TeacherCloud operate and maintain Evidence for Learning, our database of student learning records (Children Services only).uCheck fulfil our online DBS checks.Vantage operate and maintain bespoke database recording systems for the Adults We Support and Residential Handovers for Children Services. * All these companies may only access records of our employees with our direct permission, which will only be given when we need technical support. They are legally bound to not use your information for any purpose other than provide their services to us. + This period can be extended if there is an ongoing safeguarding concern, not necessarily relating to you How we store your information Your information will be held in our HR Database (iTrent), in our payroll system (Sage) and our duty management system (Planday). Access to these databases is restricted to our HR and Finance teams and IT (for support only). Documents attached to your personnel file will be held in a restricted access area on our head office servers or on SharePoint (Microsoft’s cloud storage). Your name and other details may also be held on any of the other databases listed above as part of our overall record keeping for the services we provide. Manage Cookie Preferences