Data Protection Privacy Notice

For Staff & Job Applicants

Last Reviewed: December 2025
Scheduled Review Date: This notice will be reviewed annually or as required.

1. Introduction

Maxlife Care Ltd (“the Company”) is committed to maintaining the accuracy, confidentiality, and security of your personal information.

This Privacy Notice explains what personal data we collect, how we use it, and to whom it may be disclosed. It applies to all job applicants, current employees, workers, and former employees.

2. What Personal Information Do We Collect?

For the purposes of this Privacy Notice, “personal information” refers to any information about an identifiable individual.

We collect and maintain different types of personal information, including but not limited to:

• Application & Employment Records: CVs, references, interview notes, DBS and vetting records, education and training history, right-to-work information, letters of offer, contracts, policy acknowledgements, and disciplinary/grievance records.
• Identification & Personal Details: Full name, date of birth, contact details, nationality, marital status, next of kin/emergency contact, ethnicity, and employee ID.
• Payroll & Benefits Data: National Insurance number, bank details, salary, annual leave, pension or benefits, and any relevant welfare benefit forms.
• Health & Safety Data: Occupational health assessments, vaccination status, medical information relevant to your role, and risk assessments.
• Other Data: CCTV images, biometric or fingerprint data, training records, performance data, driving licence, insurance documentation, and equal opportunities monitoring forms.

Most information is collected directly from you. We may also receive information from recruitment agencies, job boards, referees, or other third parties where lawful.

3. Why We Collect Personal Information

We collect personal data for legitimate business purposes, including:

• Recruitment, right-to-work checks, and assessing suitability for employment.
• Administering pay, benefits, and holiday entitlements.
• Ensuring legal and regulatory compliance.
• Managing performance, training, and career development.
• Health and safety monitoring, including infection prevention and emergency contact.
• Safeguarding, disciplinary or grievance investigations.
• Managing employment relationships, leavers, and joiners.
• Analysing workforce trends and operational needs.
• Protecting the security of staff, service users, and company assets.
• Marketing internal opportunities (with an option to opt out).

The legal bases for processing include the performance of a contract, compliance with legal obligations, protection of vital interests, and legitimate business interests. For health data, processing is carried out for employment and public health purposes.

4. Monitoring

Maxlife Care Ltd may monitor employee activity for business, safety, and quality purposes, including:

• Fingerprint or digital check-ins at client locations.
• CCTV monitoring at offices or service locations for security and safeguarding.
• Monitoring of email and internet usage under our IT and Communications policies.

Monitoring is proportionate, and recorded images are routinely deleted unless required for investigation or legal purposes. Employees should not expect complete privacy when using company systems or property.

5. Use and Disclosure of Personal Information

We may share your information with:

• Internal staff who require it for legitimate business purposes.
• Clients (e.g., for safeguarding, workforce management, or security clearance).
• Professional advisers and third-party service providers (e.g., payroll, IT support, HR systems).
• Regulatory authorities, government bodies, or law enforcement where legally required.
• In emergencies or where necessary to protect vital interests.

Information may also be shared within partner organisations or extra care schemes where relevant to your role.

6. Data Security

We use physical, technical, and organisational safeguards to protect personal information, including firewalls, encryption, and secure data storage.

Where data is shared or processed by third parties, we use data sharing and processing agreements, including standard contractual clauses, to ensure compliance with data protection legislation.

7. Retention of Personal Information

• Job applicants: Data is retained for up to 6 months after the recruitment process unless you consent to longer retention.
• Employees: Data is retained for as long as required for employment, legal, or regulatory purposes. Most records are kept for 6 years after leaving. Payroll retains limited information (e.g., name, job title, employment dates) for up to 15 years for reference purposes, unless you request deletion earlier.

8. Access and Rights

You have the right to request access to the personal data we hold about you. Requests should be made in writing to your Line Manager, Operations Manager, or the Data Protection Officer.

Other rights under data protection law include:

• Right to erasure (“to be forgotten”) in certain circumstances.
• Right to restrict processing under specific conditions.
• Right to data portability where applicable.
• Right to object to certain processing.
• Rights relating to automated decision-making, including profiling.

Where we cannot grant access (e.g., for legal reasons), we will explain why.

9. Updating Your Information

It is your responsibility to keep your personal information accurate and up to date. Please notify us of any changes promptly.

10. Contact Information

For any data protection queries, please contact:

Data Protection Officer
📧 info@maxlifecareltd.co.uk
📞 01785561759