COVID-19 Update: At Promedica, our priority is always the safety of our service users and colleagues. For more information please click here.

GDPR Privacy notice for Employees Workers & Contractors

Privacy notice for Employees Workers and Contractors


Promedica24 UK Ltd is committed to protecting the privacy and security of your personal information.  We only collect and use personal data in line with the General Data Protection Regulation, the Data Protection Act and any other applicable laws and regulations.

This Privacy Notice informs you (the ‘data subject’) about our processing activities: the data we hold, why we use it, how long we will retain it for, and other relevant information.

Any questions and requests regarding personal data may be sent to our Data Protection Officer by sending an email to: or by phone: +44 20 331 54759, or by post: Cassiobury House, 11-19 Station Road, Watford, WD17 1AP.


This notice is issued by Promedica24 UK Ltd (the ‘data controller’); it applies only to Employees Workers and Contractors . This notice does not form part of any contract between you and Promedica24 UK Ltd.

Please also note that the following entities may act as joint controllers with Promedica24 UK Ltd.

Promedica24 (Wiltshire) Ltd in Swindon, SN2 8BW, Kembrey Park Pure Offices Suite 50
Promedica24 (West Midlands) Ltd, in Coventry, CV4 8JA, Westwood Way, Westwood Business Park, Ensign Business Centre, First Floor No 15
Promedica24 (Lancashire) Ltd, in Rawtenstall, BB4 6HH, New Hall Hey Road, Hardmans Business Centre, Suite 1

We ensure any personal data we hold about you is:

Use lawfully, fairly and in a transparent way
Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes
Relevant to the purposes we have told you about and limited only to those purposes
Accurate and kept up to date
Kept only as long as necessary for the purposes we have told you about
Kept securely

Personal data means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).

We collect, store, and use the following categories of personal information about you:

Attendance and leave records
Authentication questions or answers
Commencement / termination dates
Contractual requirements
Correspondence including statements of opinion or intent
Criminal record checks / details
Date of Birth
Details of payments or deductions
Employer/s name/s
Employment benefits (e.g. pension, etc)
Employment History
Expressions of opinions regarding data subject
Financial information
Health or Medical Data (S)
ID documents (e.g. passport, driving licence)
IT system usage records
Marital status
Nationality, race or ethnicity
Notes biographical in nature
Payroll, tax and NICs information
Personal contact details
Photographs / video
Pregnancy / maternity records
Recruitment records
Right to work information
Sickness absence records (S)
Usernames and passwords
Work contact details
Working hours

We may collect, store and use “special categories” of personal information, these categories are marked (S) in the list above.  Special categories of personal data are more sensitive personal data which require a higher level of protection.


We use the types of personal data above on the following legal bases:

When we need the information to perform a contract with you.
When we need to comply with our legal obligations.
Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.

We only collect, store and use sensitive personal data (marked (S) in the list above) where processing is necessary in the field of employment, or necessary in relation to a legal claim, ornecessary to assess capacity for work.


The situations in which we will process your personal information are listed below:

ANALYSIS – To undertake data analytics for internal staff management or external service management purposes
ARCHIVE – To maintain appropriate historical records
AUDIT – To retain information that may be relevant to an audit
BENEFITS – To provide benefits to employees and workers
CARE – To comply with our duty of care and consider adjustments
CLAIMS – To retain documents that may be relevant to legal claims
CONTRACT – To ensure other parties perform their contracted duties
CONTRACT – To generate appropriate contractual documentation
CONTRACT – To perform our duties under a contract 
DUTY – To comply with a duty owed to a 3rd party
ELIGIBILITY – To ensure staff are entitled to work in the UK
EQUAL OPS – To comply with equal opportunities and reporting requirements
FRAUD – To prevent and aid the investigation of fraud
HUMAN RESOURCES – To process personnel matters including appraisal, professional development, fitness for work, disciplinary, contract termination, promotion and pay review
IT – To restrict network access and to monitor and manage the use of our systems
LITIGATION – To comply with our legal duty of disclosure
MANAGEMENT – To effectively manage our staff, their activities and our tangible assets
MARKETING – To market to prospective care users and workers
OBLIGATION – To comply with a strict legal obligation to retain records
PAYROLL – To administer pay, tax, NI and other deductions and allowances
PENSIONS – To administer pension enrolment and payments
QUALIFICATION – To ensure staff are suitably skilled and trained
REGULATOR – To comply with a requirement of our regulator
SAFEGUARDING – To ensure we comply with our duties to protect vulnerable adults
SECURITY – To promote and ensure a secure working environment and protect our staff and tangible assets
SERVICE DELIVERY – To provide our services to clients
SHARING – To share relevant information with a 3rd party organisation/s who have a right to know it

Some of the above grounds for processing will overlap and there may be several grounds which justify our use of your personal information.

We will only use your personal information for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If we need to use your personal information for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.


We usually only collect information from Data Subjects directly.

In the context of employment, we may also have obtained your data from one of the sources below.

Employment agencies or businesses
The Disclosure and Barring Service (DBS)
Former employees or workers who may have recommended you
Those you gave as referees

We will also collect some of the information in the categories in paragraph 4 above in the course of your engagement with us as an employee, worker or contractor.


Where we process Personal Data to comply with our legal obligations you must provide this information. If you fail to provide certain information when requested we may be prevented from: performing the contract we have entered into with you, complying with our legal obligations, or achieving our legitimate interests.


We will share your personal information with other entities in our group as part of our regular reporting activities on company performance, in the context of a business reorganisation or group restructuring exercise, for system maintenance support and hosting of data.  Group entities are required to take appropriate security measures to protect your personal information in line with our policies.

We use some third-party service providers (the ‘processors’) who process data for us under strict instructions and under a binding contract with us. Our processors provide the following services:

Pension administration
Benefits provision and administration
IT services
Web-based Customer Relationship Management software
Cloud-based storage
Outsourced HR
Data Protection Consultancy
Legal advisors
Accountancy services

Processors are required to take appropriate security measures to protect your personal information in line with our policies. We do not allow our processors to use your personal data for their own purposes. We only permit them to process your personal data for specified purposes and in accordance with our instructions.


We transfer your personal information to entities in our group in the EU and we may also transfer this information outside the EU.  If we do, you can expect a similar degree of protection in respect of your personal information as in the UK and the EU.


You will not be subject to decisions that will have a significant impact on you based solely on automated decision-making, unless we have a lawful basis for doing so and we have notified you.


We retain personal data in these categories for these periods:

Bank details

For the duration of contract only

CCTV footage

3 months

Contractor information

Duration of contract plus 6 years

DBS documents

6 months following commencement of employment unless relevant to ongoing employment in which case duration of employment plus 6 years

Employment application documents

6 months from the end of the recruitment process if application unsuccessful and for the duration of employment plus 6 years if successful

Health surveillance related health records

40 years

Legal claims

Duration of any litigation (actual or intimated)

Maternity records

3 years from the end of the relevant tax year

Payroll information

3 years form the end of the relevant tax year

Pension information

Duration of employment plus 6 years

Personnel file data

Duration of contract plus 6 years

Right to work documents

Duration of employment plus 2 years

SSP records and GP Fit Notes retained for SSP purposes

3 years from the end of the relevant tax year

Working time opt-out records

Duration of contract and at least 2 years from creation date


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 the recruitment process.

Under certain circumstances, by law you have the right to:

Request access to your personal information (commonly known as a “data subject access request”). This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it.
Request correction of the personal information that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.
Request erasure of your personal information. This enables you to ask us to delete or remove personal information where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal information where you have exercised your right to object to processing (see below).
Object to processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal information for direct marketing purposes.
Request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of personal information about you, for example if you want us to establish its accuracy or the reason for processing it.
Request the transfer of your personal information to another party.

If you want to review, verify, correct or request erasure of your personal information, object to the processing of your personal data, or request that we transfer a copy of your personal information to another party, please contact us in writing.

You will not have to pay a fee to access your personal information (or to exercise any of the other rights). However, we may charge a reasonable fee if your request for access is clearly unfounded or excessive. Alternatively, we may refuse to comply with the request in such circumstances.

We may need to request specific information from you to help us confirm your identity and ensure your right to access the information (or to exercise any of your other rights). This is another appropriate security measure to ensure that personal information is not disclosed to any person who has no right to receive it.


In the limited circumstances where you may have provided your consent to the collection, processing and transfer of your personal information for a specific purpose, you have the right to withdraw your consent for that specific processing at any time. To withdraw your consent, please notify us on the email address above.  Once we have received notification that you have withdrawn your consent, we will no longer process your information for the purpose or purposes you originally agreed to, unless we have another legitimate basis for doing so in law.


If you have any concerns or complaints about data protection you should first raise this with us either by email to: or by phone: +44 20 331 54759, or by post: Cassiobury House, 11-19 Station Road, Watford, WD17 1AP.

If you have a complaint or concern that has not been remedied internally, you may choose to raise this with the Information Commissioner’s Officer (ICO).  Visit for more information.