Working with NPH

Interested in joining our team?

We are a not-for-profit Arms Length Management Organisation responsible for the management of Northampton Borough Council’s housing stock.

Employees of NPH are expected to support delivery of the organisation’s mission, vision and values as part of their day to day work.  

In return, you will be supported by your line manager through supervision, listening, training and development and the best resources that we are able to provide to help you on your way.

 

Current vacancies

All current vacancies are posted on Public Sector Jobs East.

Jobs with NPH

How do we use your data?

Privacy Notice for employees

How we use your personal information

 

Who are we

Northampton Partnership Homes is an Arm’s Length Management Organisation (ALMO) that was set up in 2015 to undertake the management of Northampton Borough Council’s (NBC) housing services.   We are wholly owned by NBC but we have our own management team and Board of Directors.  We are a Company Limited by Guarantee (CLG) and a not for profit organisation.

Our Privacy Promise

We promise:

  • To keep your data safe and secure
  • To protect and respect your privacy

What is the purpose of this notice

This privacy notice aims to give you information on how we collect and process your personal information throughout your working relationship with us. It makes you aware of how and why your personal information will be used, namely for the purposes of the performance of our contract with you as our employee, and how long it will usually be retained for. In these cases, we will be the “data controller” for the purposes of data protection law.

This notice provides you with certain information that must be provided under the General Data Protection Regulation (EU) 2016/679 (‘the GDPR’), the Data Protection Act 2018 and any subsequent legislation.

 

How your information will be used

As your employer, NPH needs to keep and process information about you for normal employment purposes. The information we hold and process will be used for the management and administration of your contract with us during your employment. We will keep and use the information to enable us to run the business and manage our relationship with you effectively, lawfully and appropriately.

The information you provide will be used during the recruitment process, whilst you are working for us and at the time when your employment ends and after you have left. We will only use your personal information when the law allows us to. Most commonly, we do this to

  • enable us to comply with the employment contract and with any legal requirements,
  • pursue the legitimate interests of NPH and protect our legal position in the event of legal proceedings.

We may also use your information where we need to protect your vital interests or if it is in the public interest to do so. If you do not provide this data, we may be unable in some circumstances to comply with our obligations and we will tell you about the implications of that decision.

NPH are legally obligated to process your data in accordance with the law. For example we may process your data to prevent fraud, reporting potential crimes and to aid in the detection and prevention of crime. We will process your data securely should any of the above arise.

We will use your information to perform checks required to do your job, for example we may need to conduct a criminal records check as part of the employment process. We will only use information relating to criminal convictions where the law allows us to do so and in accordance with our data protection policy.

You may be referred to in company documents and records that are produced by you and/or your colleagues during the course of your employment and whilst doing business on behalf of the company. These documents may be subject to Subject Access Requests or Freedom of Information Requests which NPH are legally bound to comply with.  Any personal data released under either request, will be suitably pseudonymised to prevent identification.

To promote interdepartmental working and efficient working practices we may publish your photographs on the intranet.  This enables us to improve collaborative working and connections. We may also use staff photos in promotional material, as well as on social media platforms.  Should you wish to opt out of appearing on promotional material, please let us know by speak directly to the Comms team or email preferences@nph.org.uk

We will take a photo for use on your MAC ID cards which are also used to allow access to  your place of work. You can change this picture at any time. if you would like support with this please contact the  team.

We may also use your personal information for any of the reasons listed below.  This is not an exhaustive list:

  • Making a decision about your recruitment or appointment;
  • Determining the terms on which you work for us;
  • Checking you are legally entitled to work in the UK;
  • Paying you and, if you are an employee, deducting tax and National Insurance contributions;
  • Liaising with your pension provider;
  • Administering the contract we have entered into with you;
  • Business management and planning, including accounting and auditing;
  • Conducting performance reviews, managing performance and determining performance requirements;
  • Assessing qualifications for a particular job or task, including decisions about promotions;
  • Gathering evidence for possible grievance or disciplinary hearings;
  • Making decisions about your continued employment or engagement;
  • Making arrangements for the termination of our working relationship;
  • Education, training and development requirements;
  • Dealing with legal disputes involving you, or other employees, workers and contractors, including accidents at work;
  • Ascertaining your fitness to work;
  • Managing sickness absence;
  • Complying with health and safety obligations;
  • To prevent fraud;
  • To monitor your use of our information and communication systems to ensure compliance with our IT policies;
  • To ensure network and information security, including preventing unauthorised access to our computer and electronic communications systems and preventing malicious software distribution;
  • Assist in the running of our business; and
  • Comply with legal or regulatory requirements.

 

How we collect your information

The information we hold about you will mainly have been provided by yourself. We also collect information about you from internal sources, such as your manager, and in some cases, external sources, such as referees and government agencies like the Disclosure and Barring Service.

 

The information we store about you

The sort of information we store includes

  • your application form and references,
  • your contract of employment and any amendments to it.
  • any correspondence with or about you, for example letters to you about a pay rise or, letters produced at your request like a letter to your mortgage company confirming your salary.
  • any information needed for payroll, benefits and expenses purposes.
  • your contact and emergency contact details, records of holidays, sickness and other absences.
  • information needed for monitoring equal opportunities
  • records relating to your career history, such as any training completed, appraisals, other performance measures and where appropriate, any unspent disciplinary warnings and grievance throughout your employment.

Where necessary we may keep information relating to your health, which could include reasons for absence, GP reports and notes. This information will be used in order to comply with our health and safety and occupational health obligations and to consider how your health affects your ability to do the job. Health information will also be used to determine whether any adjustments to your job might be needed. We will also need this data to administer and manage any statutory and company sick pay you may be entitled to.

Information relating to your racial or ethnic origin, political opinions, religious and philosophical beliefs, trade union membership, biometric data or sexual orientation will only be used when required by law or the information is required to protect your health in an emergency.

We monitor the use of any company computers, mobile telephones and tablets and keep records of usage. This is detailed in the NPH ICT Code of Practice which can be found in the NPH Strategy Bookcase located on the O Drive. Hard copies can be requested from Corporate Services.

We also use CCTV throughout our premises and therefore you may appear on CCTV footage.

We will only retain your personal information for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. The criteria used for determining how long your data will be stored for is detailed in the NPH Data Retention and Destruction Policy. This can be found in the NPH Strategy Bookcase located on the O Drive. Hardcopies can be requested from Corporate Services.

Should we need to process your personal data for a purpose other than that which it was collected for, we will provide you with information on that purpose and any other relevant information.

 

Who we share your information with

We will not normally share your information without your consent unless the law allows or requires us to do so. Where it is legally required or necessary in accordance with data protection law, we may share employee information with:

  • The Housing Ombudsman;
  • Northampton Borough Council and/or LGSS;
  • Suppliers and service providers;
  • Financial organisations;
  • Our auditors;
  • Survey and research organisations;
  • Trade unions and associations;
  • Occupational health;
  • Insurers;
  • Pension providers;
  • Professional advisers and consultants;
  • Police forces, courts, tribunals;
  • Professional bodies;
  • Employment and recruitment agencies.

 

How we keep your information secure

We have in place appropriate technical and organisational security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal information to those employees, agents, contractors and other third parties who have a business need-to-know. They will only process your personal information on our instructions and they are subject to a duty of confidentiality.

We have in place procedures to deal with any suspected data security breach and will notify you and the Information Commissioner’s Office of a suspected breach where we are legally required to do so.

Your rights

  • You have the right to request a copy of the information we hold about you. Such requests will be processed within one month of receiving the request.
  • You have the right to request any outdated, incorrect or inaccurate information we hold about you to be corrected. Such request will be processed within one month of receiving the request.
  • In certain circumstances you may also have the right to object to our use of your personal information, object to certain decisions being taken by automated means, have your information deleted, and have your information transmitted electronically to another organisation. You may also claim compensation for damages caused by a breach of the GDPR.
  • You can expect that we will only share relevant, up to date information when we are legally or contractually required to. We will ensure your information is secure and will let you know if your information is ever compromised. Where we have requested consent to share your information, this consent can be revoked at anytime by contacting the HR Department.
  • You have the right to lodge a complaint to the Information Commissioners’ Office if you believe that we have not complied with the requirements of the General Data Protection Regulation (GDPR).

 

Where to get help

Should you have reason to complain about how your data has been processed, you can contact the Data Management Officer, Santina Chambers. In Santina’s absence, her post and email will be monitored.

Data Management Officer

Northampton Partnership Homes

The Guildhall, St Giles Square

Northampton

Tel: 01604 838794

Email: preferences@nph.org.uk

 

Alternatively, if you think our collection or use of personal information is unfair, misleading or inappropriate or if you have concerns about the security of your personal information, you also have the right to make a complaint to the Information Commissioner’s Office. You can contact the Information Commissioner’s Office at the following address:

Information Commissioner’s Office,

Wycliffe House,

Water Lane,

Wilmslow,

Cheshire,

SK9 5AF

 

Further information and guidance please visit https://ico.org.uk/concerns/