Applicant, Staff & Volunteer Privacy Notice
This privacy notice tells you what to expect us to do with your personal information when you work for us.
Contact Details
Cedar Park Healthcare
Post: Boundary Lane, South Hykeham, Lincoln, LN6 9NQ, GB
Telephone: 01522 275049
Email: mail@cedarparkhealth.co.uk
What Information We Collect and Use, and Why
Staff Recruitment, Administration and Management
We collect or use the following personal information as part of staff recruitment, administration and management:
- Contact details (e.g. name, address, telephone number or personal email address)
- Date of birth
- National Insurance number
- Gender
- Photographs (e.g. staff ID card)
- Copies of passports or other photo ID
- Copies of proof of address documents (e.g. bank statements or bills)
- Marital status
- Next of kin or emergency contact details
- Employment history (e.g. job application, employment references or secondary employment)
- Education history (e.g. qualifications)
- Right to work information
- Details of any criminal convictions (e.g. DBS checks)
- Political, conflict of interest or gift declarations
- Security clearance details (e.g. basic checks and higher security clearance)
- Performance records (e.g. reviews, disciplinary records, complaints or disciplinary action)
- Training history and development needs
- Monitoring employees' IT use
- CCTV footage or other recordings
Special Category Information
We also collect or use the following special category information for staff recruitment, administration and management. This information is subject to additional protection due to its sensitive nature:
- Racial or ethnic origin
- Genetic information
- Biometric information
- Health information
Salaries and Pensions
We collect or use the following personal information as part of managing salaries and pensions:
- Job role and employment contract (e.g. start and leave dates, salary, changes to employment contract or working patterns)
- Time spent working (e.g. timesheets or clocking in and out)
- Expense, overtime or other payments claimed
- Leave (e.g. sick leave, holidays or special leave)
- Maternity, paternity, shared parental and adoption leave and pay
- Pension details
- Bank account details
- Payroll records
- Tax status
Special Category Information
We also collect or use the following special category information for managing salaries and pensions. This information is subject to additional protection due to its sensitive nature:
- Racial or ethnic origin
- Genetic information
- Biometric information (where used to identify someone)
- Health information
Staff Health and Wellbeing
We collect or use the following personal information for managing staff health and wellbeing:
- General health and wellbeing information
- Occupational health referrals and reports
- Sick leave forms or fit notes (e.g. Statement of Fitness for Work from a GP or hospital)
- Accident at work records
- Access needs or reasonable adjustments
Special Category Information
We also collect or use the following special category information for managing staff health and wellbeing. This information is subject to additional protection due to its sensitive nature:
- Racial or ethnic origin
- Genetic information
- Biometric information (where used to identify someone)
- Health information
Lawful Bases and Data Protection Rights
Under UK data protection law, we must have a lawful basis for collecting and using your personal information. Which lawful basis we rely on may affect your data protection rights. You can find out more about your data protection rights and the exemptions which may apply on the ICO's website.
Your right of access
You have the right to ask us for copies of your personal information. There are some exemptions which means you may not receive all the information you ask for.
Your right to rectification
You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete.
Your right to erasure
You have the right to ask us to delete your personal information.
Your right to restriction of processing
You have the right to ask us to limit how we can use your personal information.
Your right to object to processing
You have the right to object to the processing of your personal data.
Your right to data portability
You have the right to ask that we transfer the personal information you gave us to another organisation, or to you.
Your right to withdraw consent
When we use consent as our lawful basis you have the right to withdraw your consent at any time.
If you make a request, we must respond to you without undue delay and in any event within one month. To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.
Our Lawful Bases for the Collection and Use of Your Data
Our lawful bases for collecting or using personal information as part of staff recruitment, administration and management are:
Our lawful bases for collecting or using personal information as part of managing salaries and pensions are:
Our lawful bases for collecting or using personal information as part of managing staff health and wellbeing are:
For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.
Where We Get Personal Information From
We collect your information from the following places:
- Directly from you
- Employment agency
- Schools, colleges, universities or other education organisations
- Referees (external or internal)
- Security clearance providers
- Occupational Health and other health providers
- Pension administrators or government departments (e.g. HMRC and DWP)
- Public sources (e.g. LinkedIn or other websites)
- CCTV footage or other recordings
How Long We Keep Information
Cedar Park to complete — insert retention schedule here before publishing.
For more information on how long we store your personal information or the criteria we use to determine this please contact us using the details provided above.
Who We Share Information With
In some circumstances, we may share information with the following organisations:
- HMRC
Data Processors
We use the following data processors:
Duncan and Toplis Accountants
Process our payroll
Paul Couldrey, STC Services
Data Controller PCDC, DPO Service, Manages our IT System
Joint Data Controllers
We have a joint controller relationship with Duncan and Toplis Accountants. We process your personal information with that joint controller for the following reason: Payroll Purposes.
How to Complain
If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice. If you remain unhappy with how we have used your data after raising a complaint with us, you can also complain to the ICO.
Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire SK9 5AF
Helpline number: 0303 123 1113
Website: ico.org.uk/make-a-complaint
Last updated: 19 March 2026
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