Privacy Notice

We, Midlands Partnership University NHS Foundation Trust (the Trust), are a data controller. Our address for communications is:

Trust Headquarters
St George's Hospital
Corporation Street
Stafford
ST16 3SR

Our telephone number is 0300 790 7000

We are registered to process personal and sensitive information under the Data Protection Act 2018 - our registration number is ZA523971.

Our Caldicott Guardian (senior person responsible for sharing of patient information) is Dr Abid Khan. He is also the Responsible Officer and Chief Medical Officer. 

Our Senior Information Risk Owner (SIRO) is Richard Morris (Director of Corporate Affairs and Communications).

Our Data Protection Officer is responsible for information, and advising on data protection regulations and national law. The Data Protection Officer can be contacted by email infogov@mpft.nhs.uk.

We ask information about you so that you can receive care and treatment. We keep this information, together with details of your care, because it may be needed if we see you again, and allows continuity of your care. If you have a complaint regarding this care we will also collect any data you provide to us.

We collect your personal information if you apply for a job or to volunteer with the Trust. We also collect your information if you work for us. 

As data controllers under the GDPR we process personal data (under Article 6) and sensitive data which the GDPR terms as Special Categories (under article 9).

Personal data is defined as information relating to a living individual that can identify them. Examples include name, date of birth, NHS Number or a combination that can also identify an individual.
Special Categories are defined as: race, ethnic origin, politics, religion, trade union membership, genetics, biometrics (where used for ID purposes), health, sex life and sexual orientation.

We act as joint data controllers with Staffordshire County Council to deliver services in relation to Learning Disability, Older People. Physical and Sensory Disability and Mental Health. As part of this agreement data may need to be shared with them. This applies in Staffordshire only and mental health in the north of the county does not fall within this remit. 

Records about you are used by those caring for you to:

• Provide a good basis for all healthcare decisions by you and care professionals
• We may offer you services, referrals or information based on your profile Enable you to work in partnership with those providing care
• Make sure the care we provide is safe and effective care
• Work effectively with others providing you with care
• To provide chaplaincy and pastoral care services
• Remind you about appointments.

Others within the Trust and the NHS may also need to access records about you to:

• Check the quality of care (called clinical audit)
• Protect the health of the general public
• Keep track of NHS spending including goods and services the Trust provides
• Manage the health service
• Help investigate untoward incidents, complaints or legal claims
• Teach healthcare staff
• Help with research. If we need to use information that identifies you, for more than your direct care or to check the quality of that care we will always seek your consent beforehand.
• To keep you informed of the work of the Trust such as new services and to carry out surveys.

The Trust processes personal information only when it has a legal basis for doing so.

The primary purpose for which the Trust processes personal information is in order to support its healthcare activities as set out in the National Health Service and Community Care Act 1990. This is the Trust’s source of “official authority.”

The basis for the Trust processing your information is described in Article 6 (Lawfulness of processing) and Article 9 (processing of special categories of personal data) of the General Data Protection Regulation.

The legal basis for using your data will depend on what we need to do but includes:

• Consent - We have been given clear consent to process the personal data for a specific purpose
• Contract - The processing is necessary for a contract that we have with an individual
• Legal obligation - the processing is necessary for us to comply with the law
• Vital interest - the processing is necessary to protect someone's life
• Public Task - the processing is necessary to perform a task in the public interest or for official functions, and the task or function has a clear basis in law.
• The legislation does not prevent us sharing information if there is a safeguarding concern and data may be shared if it falls into this arena.

For statistics and research data the lawful basis is Article 9.2(j) processing is necessary for archiving purposes in the public interest, scientific or historical research purposes in accordance with Article 89(1) and DPA Schedule 1 part 1(4).

Categories of personal data

Our guiding principle is that we hold your records in strict confidence.

For patients

Information we collect includes:

• Your name and address
• Your medical conditions, allergies and medications
• Treatment provided and contact you have had with us
• Results of investigations, such as x-rays, MRI/ CT and laboratory tests
• Reports about your health and the care you need
• Relevant information from other health professionals
• Smoking status
• Any learning disabilities
• Religion
• Marital status
• NHS number
• Occupation
• Overseas status
• Place of birth
• Preferred name or maiden name
• Where applicable, the date, cause and place of death
• Your ethnic origin, in order to help in planning services and ensuring equal access
• School details
• Child/ adult protection status
• Email address
• Your religious, spiritual or pastoral beliefs (or none)
• Family details
• Sexual life
• Next of kin details
• Where applicable, the date, cause (if died in hospital) and place of death
• Power of Attorney Status/ Deputyship under the Mental Capacity Act (Health and Personal Welfare)
• Photographs, audio and video recordings
• Financial information for private care

Special category data

Special category data is personal data which the GDPR says is more sensitive (very like sensitive data under the DPA 1998), and so needs more protection:

• Race
• Ethnic origin
• Politics
• Religion
• Trade union membership
• Genetics
• Biometrics (where used for ID purposes)
• Health
• Sex life
• Sexual orientation.

The Care Records Guarantee outlines the duty we have to maintain accurate records of the care we provide to you; keep these records confidential and secure; and provide information in a format that is accessible to you.

For staff, volunteers and job applicants and others

• Employees, job applicants, apprentices, complainants, enquirers, survey respondents, suppliers, professional experts, consultants, people captured in closed circuit television images
• Information is also held on job applicants for the purposes of processing their application and ensuring equality and patient safety
• Information on staff, volunteers and apprentices may be shared with third parties that provide services to the trust and in order to comply with statutory requirements and to facilitate the running of the Trust.
• Staff, Volunteers and apprentices need to be aware however their information will be processed as part of their contract/ agreement with the Trust. This will be fully explained to you by The Human Resources team and/ or your manager.
• Staff, volunteers and job applicants should contact the Trust Human Resources department for further information on how their information is processed.

Not a patient or staff?

It is possible that the Trust holds information on you as part of someone else’s record. Under GDPR you may still be entitled to receive a copy of this information, so long as it would not breach the confidentiality of the person whose records hold the information, or there is another reason not to provide it.

We will share information with you the patient and other parts of the NHS and those contracted to provide services to the NHS in order to support your healthcare needs.

We will also share information as required by law, for example, to comply with a court order.

We will anonymise or pseudonymise your information wherever possible to protect confidentiality. In particular, as a patient we will inform your GP and others involved in your care of your progress unless you ask us not to.

You need to be aware however that there are possible consequences if you do not allow us to share. These will be fully explained to you by your clinician, and could include delays in receiving care and you being harmed.

We may share your information with other organisations and individuals where it may benefit you or we are required to do so, for example with:

• Hospitals and Health care organisations
• Social services
• Community services
• General Practitioners (GP)
• Clinical commissioning groups (who commission hospital services– usually information is partly or fully anonymised)
• Education Services, such as research at universities and examining bodies.
• Ambulance services 
• Companies that provide services on behalf of the trust.) this maybe via an Integrated Clinical Care Record (IDCR)
• Family, associates and representatives (with your consent or under Lasting Power of Attorney/Deputyship under Mental Capacity Act – Personal Welfare)
• Staff
• Healthcare social and welfare organisations
• Suppliers, service providers
• Auditors and audit bodies
• Financial organisations; including in order to process payments you make for goods and services.
• Professional advisers and consultants, legal representatives, debt recovery
• Security organisations
• Voluntary sector providers, such as patient groups or health charities
• Care homes including private sector care homes
• Private health care providers
• Police forces
• Chaplaincy & Pastoral Care
• Hospital Hotel Services
• The Health and Safety Executive

Patient information may also be used to help us to:

• Carry out clinical audit
• Service Evaluation to make sure our services meet patient’s needs in the future
• To obtain feedback about your experience, through Surveys, including our Friends & Family survey in order make changes/improve services.  Further information is available via the Contact Us webpage
• Investigate concerns, complaints, claims or untoward incidents
• Provide statistics on NHS performance and activity
• Train and educate our staff (you have the right to choose whether to be involved personally)
• Receive payment for the care we provide.
• Conduct health research and development

When we share your information with other organisations the sharing will be covered by an agreement describing how the information is to be used (an Information Sharing Protocol)

We are also required by law to report certain information to the appropriate authorities. 

Whenever we share information with other organisations we will do this line with the Data Protection Act and the NHS Confidentiality Code of Practice (2003).

We may obtain your personal information from the organisations or individuals listed above that we share with or others that have information that may assist with the provision of your care.

The Trust does not carry out automated decision making but will endeavour to identify people who may benefit from additional services (profiling) for example those who attend our emergency department frequently.

Appropriate staff, for example clinicians, would make the actual decisions based on the available information.

It may sometimes be necessary to transfer personal information overseas. When this is needed information is only shared within the European Economic Area (EEA) unless additional safeguards have been put in place to protect your information.

Any transfers made will be in full compliance with all aspects of the Data Protection legislation. If this is to happen you will be informed by the Trust.

We retain health records for at least eight years from the last date that you presented at the Trust and until 25th birthday for children. 

These are the minimum times for which we keep information; we may keep it for longer if we believe doing so will be of benefit to you or in regard to any other legal obligation.

We have a duty to:

• Maintain full and accurate records of the care we provide to you
• Keep records about you confidential and secure

You have the right to see, or have a copy, of your personal information.

You do not need to give a reason, and normally there will be no charge.

We may charge a 'reasonable fee' when a request is manifestly unfounded or excessive, particularly if it is repetitive.

We may also charge a reasonable fee to comply with requests for further copies of the same information.

Any fee will be based on the administrative cost of providing the information.

If you want to access your health records please log your request via our online portal. The portal contains various application forms and guidance on how to make your request. Further information can be found on the 'Your Rights' page (under 'Accessing your Health and Social Care Records').

You may also make a written request to the Trust's Subject Access Team at the following address:

Records Manager
Records Department
St. George's Hospital
Trust Headquarters
Corporation Street
Stafford
ST16 3SR

Email: health.records@mpft.nhs.uk
Telephone: 0300 790 7000

The Records Department can provide you with a paper form, however this is not a requirement as long as you provide us with the information we require to process your request. We can also take verbal requests for records.

We will normally provide your information within one month (four weeks) of receiving all the information we need to respond to your request. It maybe that we have to extend the time period by a further two months (eight weeks) if your request is complex, numerous, or large. We will inform you within the month of receipt if this is the case and explain why the extension is necessary.

Please be as detailed as possible when requesting information, for instance stating date ranges, appointment types, or specific letters.

Before records are released we will seek the advice of the consultant in charge of the patient care to ensure that no information about an individual's physical or mental health or condition will be released if it would be likely to cause harm to either them or another person's physical or mental health condition. We will also withhold information provided by third parties where we don't have consent to release it or where the patient has made it clear that they did not want the information disclosed.

Before providing any information we will need to verify your identity and may request further information from you so we may progress your query as quickly as possible.

Your right to be informed

This means you have a right to be informed about the way we collect and use your data.

Your right to rectification

This means you have the right to have inaccurate (incorrect or misleading as to any matter of fact) personal data corrected or completed.

Your right to have your personal information erased

This right is not absolute and only applies in certain circumstances. 

You have the right to restrict the processing of your information in any one of the following circumstances:

• you contest the accuracy of your personal data and we are verifying the accuracy of the data.
• we no longer need the personal data but you need to keep it in order to establish, exercise, or defend a legal claim
• you have objected to the Trust processing your data under Article 21(1) of UK GDPR, and the Trust is considering whether the Trust's legitimate grounds override yours (the individual).

Your right to data portability

This means that you can request a secure transfer of your data to another Data Controller.

The right to data portability only applies when all the following apply:

• the automated means data is about you and that it was provided by you to the Trust
• where the processing is based on your consent or for the performance of a contract
• when processing is carried out by automated means

If the Trust provides your information to you under the right to portability no fee will be payable and the information will be provided within one month.

Your right to object

This means that you have the right to object to the Trust processing your data where the processing is based on all of the following:

• legitimate interests or the performance of a task in the public interest / exercise of official authority (including profiling)
• direct marketing (including profiling)
• processing for purposes of scientific / historical research and statistics
• you must have an objection on "grounds relating to your particular situation"

Your right to withdraw your consent

This means that once you have given your explicit consent for your information to be processed you have the right to both:

• withdraw your explicit consent for the processing of your information
• withdraw your consent by informing the department / team that took your consent (you can do this in writing or verbally)

Should you wish to discuss any of the rights listed above, then please e-mail infogov@mpft.nhs.uk.

• For documents produced by AI (used in our Trust by some teams): Please note this information has been produced using AI-powered translation apps and therefore there may be some inaccuracies in direct translation. Please ensure you check through the information with your care provider, the Trust is not liable for any inaccuracy in translation. It is recommended that AI-powered translation is only used for general information and service information, not for consultations or treatment plans or information/consent.
• For service users using AI to interpreter/translate letters and documents: Please note that the Trust is not liable for any inaccuracies in translation if you chose to use AI apps or tools to translate the information sent/provided by the Trust. The Trust does have its own Interpreter and Translation service, and you are requested to record your communication and language needs with our staff so that they can provide their information and communication in the format/language you require.

The Trust makes use of CCTV systems including body worn cameras for crime prevention in line with the Information Commissioners CCTV code of practice. You have a right of access if you wish to request your data captured on CCTV.

We use a computer system called GP Connect to support your direct care. GP Connect makes patient information available to all appropriate clinicians when and where they need it, to support direct patient care, leading to improvements in both care and outcomes.

GP Connect is not used for any purpose other than direct care.

Authorised Clinicians such as GPs, NHS 111 Clinicians, Care Home Nurses (if you are in a Care Home), Secondary Care Trusts, and Social Care Clinicians are able to access the GP records of the patients they are treating via a secure NHS Digital service called GP connect.

The NHS 111 service (and other services determined locally e.g. other GP practices in a Primary Care Network) will be able to book appointments for patients at GP practices and other local services.

Legal basis for sharing this data

In order for your Personal Data to be shared or processed, an appropriate "legal basis" needs to be in place and recorded. The legal bases for direct care via GP Connect is the same as the legal bases for the care you would receive from your own GP, or another healthcare provider:

• for the processing of personal data: Article 6.1 (e) of the UK GDPR: "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".
• for the processing of "Special Category Data" (which includes your medical information): Article 9.2 (h) of the UK GDPR:  "processing is necessary for the purposes of preventive or occupational medicine, for the assessment of the working capacity of the employee, medical diagnosis, the provision of health or social care or treatment or the management of health or social care systems and services".

Your rights

Because the legal bases used for your care using GP Connect are the same as used in other direct care situations, the legal rights you have over this data under UK GDPR will also be the same (these are listed elsewhere in our privacy notice).

Find out more about GP Connect on the NHS England website.

Midlands Partnership University NHS Foundation Trust (MPFT) is working collaboratively with other partners in the region (GP Practices, local authorities, other hospital trusts, acute, community and mental health) as well as commissioning groups to create an integrated care record which will contain data about all patients seen and treated at MPFT. This is not the full record but a snapshot of the data held to help clinicians to provide the most appropriate care.

This will be a central library of information that each organisation can access (for their own patients only) so that clinicians will have a complete picture of a patient's needs, medications, etc..

• One Health and Care Privacy Notice

NHS England is collecting information for medicine given to patients by hospitals in England when that data is recorded on a computer system.

Protection has been put in place to ensure the information is securely transferred from hospitals to NHS England is stored safely and can only be accessed by organisations that have a legal basis and legitimate need to use it. The information will be analysed with the main objective being that it will improve safety for patients.

Some examples of what this data will be used for are to examine how antibiotics are used in hospitals, to see how new medicines are used, and to monitor medicine usage.

NHS England will collect the information every week from 13 January 2025, and will collect older information back to June 2018 (or from when the computer system started to be used if after June 2018)

Patient’s rights

To read more about the information NHS England collects, the reasons for collecting this information and what choices and rights patients have, please click Keeping data safe and benefitting the public - NHS England Digital

NHS England has published a Transparency Notice which shows the legal basis for collecting and sharing this data.

Because legal directions have been issued for this collection, patients cannot opt-out of this data being provided to NHS England but can opt-out of NHS England providing it for research to organisations applying through the Data Access Request Service.

The legal basis for secondary care providers to provide this data to NHS England

NHS England has been legally Directed to collect and analyse this data by the Secretary of State for Health and Social Care, by Directions known as the Secondary Care ePMA Directions 2024. The organisations (for example, hospitals) who hold the data have a legal obligation to provide this data to NHS England. NHS England has also issued an Information Standards Notice and Data Provision Notice to support the Directions.

The Trust uses NHS England's Federated Data Platform to support your care.

For more information about how personal data is processed within the Federated Data Platform on a national level, please see the NHS Federated Data Platform Privacy Notice here: NHS England » NHS Federated Data Platform privacy notice

Midlands Partnership University NHS Foundation Trust (MPFT) is one of many organisations working in the health and care system to improve care for patients and the public.

Whenever you use a health or care service, such as attending Accident & Emergency, or using Community Care services, important information about you is collected in a patient record for that service. Collecting this information helps to ensure you get the best possible care and treatment.

The information collected about you when you use these services can also be used and provided to other organisations for purposes beyond your individual care, for instance to help with:

• improving the quality and standards of care provided
• research into the development of new treatments
• preventing illness and diseases
• monitoring safety
• planning services

This may only take place when there is a clear legal basis to use this information. All these uses help to provide better health and care for you, your family, and future generations. Confidential patient information about your health and care is only used like this where allowed by law.

Most of the time, anonymised data is used for research and planning so that you cannot be identified, in which case your confidential patient information isn’t needed.

You have a choice about whether you want your confidential patient information to be used in this way. If you are happy with this use of information you do not need to do anything. If you choose to opt out, your confidential patient information will still be used to support your individual care.

To find out more, or to register your choice to opt out, please visit the NHS website: Your NHS Data Matters. On this web page you will:

• see what is meant by confidential patient information
• find examples of when confidential patient information is used for individual care, and examples of when it is used for purposes beyond individual care
• find out more about the benefits of sharing data
• understand more about who uses the data
• find out how your data is protected
• be able to access the system to view, set, or change your opt out preference
• find the contact telephone number if you want to know any more, or to set / change your preference by phone
• see the situations where the opt out will not apply

You can also find out more about how patient information is used at: 

• The NHS Health Research Authority, which covers health and care research
• Understanding Patient Data, which covers how and why patient information is used, the safeguards, and how decisions are made

You can change your mind about your choice at any time.

Data being used or shared for purposes beyond individual care does not include your data being shared with insurance companies, nor being used for marketing purposes; and data would only be used in this way with your specific agreement.

Health and care organisations have until 2022 to put systems and processes in place so they can be compliant with the national data opt out, and apply your choice to any confidential patient information they use or share for purposes beyond your individual care.

Our organisation is currently compliant with the national data opt out policy.

Patients and Service Users

Access Intelligent Care Platform Privacy Notice

We are committed to protecting and respecting your privacy.

This notice explains how Midlands Partnership University NHS Foundation Trust (MPFT) uses and manages the personal data or information we hold about you, and how we maintain appropriate confidentiality. Sometimes you may be directly treated or cared for by more than one NHS trust at the same time.

When you are being treated by both Midlands Partnership University NHS Foundation Trust (MPFT), and Shropshire Community Health NHS Trust (SCHT) information may be shared with health and social care professionals directly involved in your care via Access Intelligent Care Platform (AICP) on a view only basis.

AICP enables a member of staff working at either MPFT or SCHT who is directly involved in your care to access medical information about you to enable them to provide high quality care for you.

Any questions regarding this notice and our privacy practices generally should be sent by email to infogov@mpft.nhs.uk, alternatively you can speak to a member of your Care Team to discuss AICP and any data sharing concerns.

What is our legal basis for processing your personal and special category information?

As a healthcare provider the lawful basis for processing your personal information is:

• to process this data in the performance of a task carried out in the public interest or in the exercise of the data controller’s official authority

The lawful basis for processing special category data (for example sensitive information such as your health information) is:

• preventative medicine; and/or
• to enable the provision of health or social care or treatment or the management of health of social care systems and services.

What personal information do we collect about you and how do we obtain it?

The personal information we collect might include name, address, DOB, NHS number, health conditions, appointments, care and treatments you receive from the NHS.

This will be collected when you access any of our services e.g. a stay in hospital, attendance at a clinic, or other community domiciliary appointment.

Why do we collect your personal information and what do we do with it?

Your information is collected to enable us to provide and manage your health and social care needs. We keep full and accurate records about the healthcare and treatment you receive as one of our patients.

Who do we share your personal information with and why?

We may use AICP to share your relevant personal information with SCHT if you are being cared for by both MPFT and SCHT at the same time. This is known as sharing for “Direct Care” purposes. It ensures NHS staff directly involved in your care can see up to date information about you, so you receive high quality health and social care.

If you’re happy for your records to be available on AICP to health and social care professionals directly involved in your care, you don’t need to do anything. Alternatively, if you don’t want your information to be shared through AICP with another Trust directly involved in your care, please contact the team looking after you and ask them not to share it.

How do we keep your information safe and maintain your records?

All staff working in MPFT and SCHT can only access information via AICP when authorised to do so, when there is a legitimate reason or on a need-to-know basis. They are trained to handle your information correctly, protect your privacy and keep your information secure.

We do not keep your records for longer than necessary. Records are retained in accordance with the Department of Health and Social Care guidance.

At the end of the retention life cycle, records are destroyed in a safe manner.

What are your data protection rights?

Under the data protection legislation, you have the right to request access and receive a copy of your personal information by contacting the Trust as the data controller.  You can also contact us to raise any concerns regarding the handling of your information, for example, you may feel the information needs to be rectified or you may have an objection to how it is being used or shared.

What about Planning and Research?

Your health records contain a type of data called confidential patient information.  This data can be used to help with research and planning.  You can choose to stop your confidential patient information being used for research and planning.  You can also make a choice for someone else like your children under the age of 13.

Please visit the National data opt-out - NHS Digital

Further Information

Information Commissioner’s (ICO) website: Your data matters | ICO

If you have concerns

If you have queries or concerns you can contact:

Data Protection Officer (Information Governance Dept)

Midlands Partnership University NHS Foundation Trust

Trust Headquarters

Corporation St

Stafford ST16 3SR

Email: infogov@mpft.nhs.uk

You can also raise concerns to the ICO:

Information Commissioner’s Office

Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF

www.ico.org.uk

Dated: 5^th February 2026

For further information or if you would like to make a complaint, please contact:

The Patient Advice and Liaison Service (PALS) on 0800 783 2865 or via email palsandexperience@mpft.nhs.uk

If you would like this leaflet in your own language, in large print, in Braille or audiotape please contact the PALS team.

If you feel that we have not adequately dealt with your complaint regarding how we process your information you can raise the issue with the Information Commissioner who is the supervisory authority for the United Kingdom (the Regulator) at the address below:

By phone: 0303 123 1113

By letter:

Information Commissioner's Office,
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

By email casework@ico.org.uk

ICO Website

Introduction

This Privacy Notice explains what Midlands Partnership University NHS Foundation Trust (hereinafter referred to as "the Trust") does with information in relation to our employees/ workforce who are engaged in one form or another under a formal contract, registration document, Memorandum of Understanding or framework agreement with the organisation, including substantive staff members, volunteers, bank workers, contractors, agency staff and students on placement etc. who hold a legitimate relationship with the Trust.

We are committed to safeguarding the privacy and security of information concerning our prospective, current and former employees/workers. The term "employees" and "workforce" for these purposes covers the different types of contracts held within the Trust, as detailed above and including Honorary Contract Holders and others who hold a legitimate relationship with the Trust.

Who we are

Midlands Partnership University NHS Foundation Trust (MPFT)

Our Trust is registered with the Information Commissioner's Office (ICO) to process personal and special categories of information under the Data Protection Act 2018, and our registration number is ZA523971.

Data Protection Officer

If you have any questions or concerns regarding how your data is being processed, please contact:

Data Protection Officer
Information Governance Team
Email: infogov@mpft.nhs.uk

Why we collect personal information about you

The Trust collects, stores and processes personal information about prospective, current and former staff to ensure compliance with legal or industry requirements.

What information do we collect about you?

In the main, personal information about you will be collected directly from you during your recruitment and employment or engagement lifecycle (e.g. where appropriate, through your application form, pre-employment checks, starter form for payroll processing, etc.).

Personal information may also be collected from healthcare professionals in certain circumstances, through national checks such as the Disclosure and Barring Service (DBS), professional bodies, etc.

In order to carry out our activities and obligations as an employer we handle personal and special category data, including:

Personal and Employment Information

• Contact details such as title, names, addresses, personal email, telephone numbers and emergency contact(s)
• Passport details
• Driving licence details
• Next of kin details
• Recruitment information and employment records
• Professional memberships
• References
• Proof of eligibility to work in the UK
• Security checks
• Training and revalidation information
• Bank details
• Pension details
• Employment tribunal applications
• Complaints
• Email communications
• Personal data recorded as a normal part of your work activity

Health and Equality Information

• Occupational health information
• Physical or mental health conditions
• Details of absences including sickness absence and statutory parental leave
• Information relating to health and safety
• Trade union membership
• Personal demographics including:
  • Gender
  • Race
  • Ethnicity
  • Sexual orientation
  • Religion

Criminal Offence Information

• Offences (including alleged offences)
• Criminal proceedings
• Outcomes and sentences

Security Information

• CCTV footage
• ID badge information
• ANPR information
• Swipe card records
• Body Worn Camera recordings

Incident and Investigation Information

• Accident records
• Incident details

This personal information can be held in a variety of formats, including paper records, electronic systems and audio recordings (for example meetings and investigation interviews).

What is the purpose of processing data?

Your personal information is processed for the following purposes:

Workforce administration

• Staff administration and management (including payroll and performance)
• Complying with the employment contract
• Pensions administration
• Equal opportunities monitoring
• Workforce planning and analytics
• Education, training and development requirements
• Health administration and services
• Information and databank administration
• Business management and planning, including accounting and auditing
• Conducting performance reviews
• Managing performance and determining performance requirements
• Complying with health and safety obligations
• Your image for security purposes and ID badges

Additional processing activities

The personal information we collect about you may also be used:

• For the processing of HR Casework and investigations and our own internal processes
• To monitor your use of information and communication systems
• For crime prevention and prosecution of offenders
• For national fraud initiatives
• When dealing with legal disputes involving employees, workers or contractors, including accidents at work

As a Trust, we are required to keep and process information about you for employment purposes. The information we hold and process will be used for our management and administrative use only.

We will keep and use it to enable us to run the service and manage our relationship with you effectively, lawfully and appropriately.

The Trust will only process your personal information where we are able to do so by law under the Data Protection Act 2018 and UK General Data Protection Regulation (UK GDPR).

This processing may occur:

• During the onboarding process
• While you are working/engaged by us
• At the time your employment ends
• After you have left the Trust

This includes using information to enable us to:

• Comply with the employment contract, registration document, commercial contract, framework agreement or Memorandum of Understanding
• Comply with legal requirements
• Pursue the legitimate interests of the Trust
• Protect our legal position in the event of legal proceedings
• Fulfil employment rights and obligations

Personal Data and Special Category Data

Personal Data

"Personal Data" means any information that relates to an identified or identifiable individual.

Special Category Data

"Special Category Data" means more sensitive personal information requiring additional protection under data protection legislation, including:

• Racial or ethnic origin
• Political opinions
• Religious or philosophical beliefs
• Trade union membership
• Physical or mental health
• Sexual life
• Criminal offences or alleged offences
• Criminal proceedings and outcomes
• Genetic data
• Biometric data used to uniquely identify an individual

Where we process Special Category Data, we will ensure this is done only where:

• Processing is necessary for employment, social security and social protection obligations; or
• Processing is necessary for occupational medicine, assessment of working capacity, or provision of health or social care.

The Trust does not require explicit consent of employees to process their personal data where processing falls within the lawful bases outlined above.

Who do we share your information with?

We may disclose personal and sensitive information where:

• There is a legal obligation to share
• It is necessary for the performance of your employment contract
• You have consented to the sharing

Any disclosures of personal data are made on a case-by-case basis using the minimum personal data necessary and appropriate security controls.

Examples include:

• Professional bodies (e.g. NMC, GMC)
• Court orders
• NHS Counter Fraud requirements
• Police and law enforcement agencies
• NHS Business Services Authority
• HMRC
• Department for Work and Pensions
• Courts and Child Maintenance Service
• Local Authorities
• Other NHS Trusts
• Occupational Health systems
• Recruitment management systems
• Health Roster systems
• NHS National Staff Survey provider
• Salary sacrifice providers

Where possible, we will anonymise or pseudonymise information and only share the minimum necessary information.

We may transfer your personal information outside the UK. If we do, you can expect a similar degree of protection in respect of your personal information.

Who and where do we obtain your information from?

Information may be obtained:

Directly from you

• Recruitment application forms
• Employment documentation
• Face-to-face discussions
• Telephone calls
• Emails

From other organisations

• Healthcare professionals
• Disclosure and Barring Service (DBS)
• Professional bodies
• Other organisations legally required to share information

Trust Systems

• Electronic Staff Record (ESR)
• Health Roster
• Trac Recruitment Management System

Conflicts of Interest Declaration

All staff who are required to, or have completed the declaration will have their conflicts of interest disclosed on the Trust website.

All data is processed in line with GDPR Article 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."

What rights do I have in relation to my information?

You have the right to:

• Access your personal data
• Request correction of inaccurate information
• Request deletion where applicable
• Request restriction of processing
• Withdraw consent where consent has been relied upon
• Challenge automated decision-making

We have procedures in place to manage and report any personal data breaches where legally required.

How do I request my information?

You have a right to request access to information held about you.

Subject Access Requests are normally processed within one month, although this may be extended by a further two months where requests are complex.

Request Portal: https://mpft.ams-sar.com/

You will be required to provide proof of identity.

How long is my information kept for?

Information is retained in accordance with the NHS Records Management Code of Practice 2023.

The Trust has a duty to:

• Maintain records in accordance with retention schedules
• Keep records secure and confidential
• Provide information in accessible formats

Personal information will only be kept for as long as necessary and will then be securely destroyed.

Your duty to inform us of any changes

It is important that the personal information we hold about you is accurate and current.

Please keep us informed if your personal information changes during your working relationship with us.

More information

For further information, please contact:

Data Protection Officer
Email: infogov@mpft.nhs.uk

You also have the right to complain directly to the Information Commissioner's Office (ICO):

Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
SK9 5AF

Telephone: 0303 123 1113
Website: https://ico.org.uk

Changes to this Privacy Notice

We reserve the right to update this Privacy Notice at any time. We will publish a new Privacy Notice when we make any substantial updates. We may also notify you in other ways from time to time about the processing of your personal information.

Last Reviewed: 26 October 2026