This version: Date: October 2024 - Version: 2.0
We want to keep you informed of the Electronic Staff Record (ESR) Transformation Programme (Future NHS workforce solution Transformation Programme), referenced as the ‘programme’ hereafter, and provide information to assist with implementation of the new solution. We would like to consult, inform, and engage with you around the service developments and change initiatives to:
- provide you with information about the programme
- provide you with information about network and forum opportunities
- understand your requirement needs for business change
- invite you to participate in user research, networks, forums, or procurement and implementation planning activities
- provide communications, media and stakeholder engagement expertise
- seek sponsors and champions and increase general awareness
- develop relationships to aid implementation and benefits realisation
- prepare you for business transformation and change work
- share messages to target audiences
Why we process your information
To enable the programme to target communications to meet your specific areas of interests, we will ask for, collect and hold the following personal information:
- first and last name
- work email address
- contact details (name and email) of Personal Assistants (PAs) where applicable and where these are provided by you
We will keep track of your communications and level of engagement in the programme by working in collaboration with each organisation to create joint programme activity. By taking a non-prescriptive approach, we will be able to tailor our activity to what is achievable with each specific stakeholder. The following information will be used to report on current engagement and to inform future engagement activities and outcomes:
- type of trust
- type of organisation
- job title
- role (this is a broader category we assign to groups of job titles which are similar in nature, e.g., a Chief People Officer in one organisation and a Human Resources Director in another may be recorded as the same ‘CPO’ role on our records)
- whether your organisation falls into an ICS/ICB/region/Health Board/National
- name of ICS involved with (if applicable)
- whether you are involved in any national or regional working groups e.g., HR and OD Futures working groups, chair of a regional HRD network
- to keep track of communications and engagement, we will record all communications we have with you
- your specific areas of interest in relation to functionality of the future solution i.e payroll, core HR, learning and development
- establish best method of communication
We may also record any communications and interactions we have with you, including notes of meetings and emails, or events.
How we collect your data
As part of our stakeholder engagement activities, we may collect personal information when you:
- engage with a regional engagement lead or programme lead
- volunteer to participate in programme activity (including user research)
- come to us with a query about our programme
- join a contact list for a specific programme topic, event, regular governance meetings, or admission into a relevant group
- sign up to join our mailing list
- When you attend, contribute to, or speak at one of our events
There may be occasions where your details are provided to us by other parties, who feel you may be interested in the programme, where this occurs, we will share this privacy notice, and you will be given the opportunity to have your information withdrawn/removed.
You can withdraw your consent at any time by contacting us directly at futureNHSworkforcesolution@nhsbsa.nhs.uk.
How we process and use your data
If you sign up to the programme, or make a query about our services or the programme, we will use your data to:
- gauge organisational/solution readiness and maturity
- respond to your query
- aid responses to your queries and any similar responses from stakeholders in the future
- encourage you to sign up to our mailing list
These actions will ensure we are continuing to improve our stakeholder engagement activities and enabling positive impact on business transformation and change initiatives.
The lawful basis:
The NHSBSA and the programme process data based upon recognition that the data subject has a clear legitimate business need to be contacted regarding the future workforce solution.
Personal data will be processed in accordance with relevant data protection legislation, including but not limited to the UK General Data Protection Regulation, the Data Protection Act 2018, the Privacy and Electronic Communications (EC Directive) Regulations and any guidance or codes of practice issued by the Information Commissioner, the Department of Health & Social Care, NHS England, or NHS Digital.
How do we store your data?
If you are an engaged stakeholder, or considered to be, your data will be held internally on our managed systems (cloud-based). Your data will be processed by our staff who have stakeholder management responsibilities across the programme.
Your information stored on our systems will be reviewed internally on a 6 monthly basis for accuracy. The NHSBSA transformation programme will keep your data for 10 years to fulfil the lifespan of the programme.
Keeping your information up to date
To make sure we have the most up to date information about how to contact you, we may also:
- update your records to reflect changes to your personal information
- review your programme needs and remove any stakeholder(s) that become inactive
- We will include a link in each of our programme stakeholder updates (sent at least twice a year) to provide you with the opportunity to update your details or to unsubscribe from the mailing list
Sharing your personal information
We will not share your information with anyone outside of the NHSBSA without your consent, or unless they have a legal right to it.
The data can only be accessed, seen, and used as required by staff who need access to personal data so they can do their jobs.
Your rights
The information you provide will be managed as required by Data Protection Law.
You have the right to:
- receive a copy of the information we hold about you
- request your information be changed if you believe it was not correct at the time you provided it
- request your information to be deleted if you no longer want it stored in our data management system
You can find out more about how the NHSBSA organisation processes information on our website.
How to contact us
If you have any queries in this particular privacy notice, or want to request that we change or delete your information, contact us at futureNHSworkforcesolution@nhsbsa.nhs.uk.
For general queries about how the NHSBSA processes and handles data please contact:
Data Protection Officer
Information Governance
NHS Business Services Authority
Stella House
Newcastle upon Tyne
NE15 8NY
Email: dataprotection@nhsbsa.nhs.uk
Data Protection Officers are responsible for upholding your rights and making sure we process your information correctly.
Concerns about how we are using your information
If you have any concerns about the processing of your information, contact the Data Protection Regulator:
Information Commissioner’s Office
Wycliffe House
Wilmslow
SK9 5AF
Email: www.ico.org.uk/global/contact-us/email
Website: www.ico.org.uk
Changes to this privacy notice
NHSBSA transformation programme keeps this privacy notice under regular review. This privacy notice was last updated in October 2024.