ESNEFT Car Parking Terms & Conditions

Car Parking Terms and Conditions at East Suffolk and North Essex NHS Foundation Trust (“The Trust”) sites

Introduction

  1. The land is private property and is owned by the Trust.
  2. By parking on the site the driver of the vehicle is entering into a contract with the Trust and abides by these Terms and Conditions.
  3. The Trust’s contact details for all matters relating to parking policy are: East Suffolk and North Essex NHS Foundation Trust, Travel Centre, Turner Road, Colchester Essex CO4 5JL Telephone: 01206 747474.
  4. Any queries, payments, appeals or complaints relating to Parking Charge Notice (PCNs) issued at the Trust should be submitted online via https://portal.carparkingpartnership.co.uk

Trust Employee Parking Contract Terms and Conditions

  1. The Trust is committed to raising the standards of Parking by providing a suitable visitor and employee parking system aimed at striking the right balance between being fair to patients, visitors and employees.
  2. The Trust aims to achieve the standards of the Safer Parking Scheme a scheme designed to reduce crime and the fear of crime in car parks and to adhere to guidance as set out in the Department of Health’s Technical Memorandum on Parking, November 2013.
  3. The Trust aims to ensure that the facility is properly managed, maintained and has appropriate levels of surveillance, lighting, signage and cleanliness – all of which contribute to reducing the opportunity for crime.

 

How we use your information.

  1. The Trust is committed to protecting the privacy of personal information and complying with the Data Protection Act 2018 and GDPR 2018. When you apply for a Car Parking Permit, either through the Trust’s online system or by completing an application form, you will be asked to provide personal information to enable your application to be processed. This information will be stored and processed securely by the Trust and third parties acting on behalf of the Trust and will be used for the purposes of managing your permit application.
  2. Depending on the content of your application, the information you may give may be classed as sensitive personal data. For example, if you give information relating to a medical condition you may have. By accepting these terms and conditions you accept this may be processed, but that this information will only be used as part of your application, in order to assess eligibility for a permit and will not be used for any other purpose.
  3. Applicants that wish to arrange payment for parking by payment card will be directed to the Cardsave payment portal (part of WorldPay) integrated with the Car Parking Permit Application system. Payment card data is not saved within the permit system.
  4. The Trust may retain any information supplied, including documents uploaded to the website or any relevant details from such documents, as part of your application for the duration of your permit, where necessary. However, we will not ask you for any more information than we need, and we do not keep your information for any longer than we need to.
  5. Please note that limited information, such as the name and contact number of the registered keeper of a vehicle may be shared with the Trust’s Security and Car Parking Contractor to support the Parking Policy Enforcement Procedure.
  6. By registering on the Trust Car Parking Permit system or completing an Employee Parking Request form, you will be accepting these terms and conditions, and consenting to the use of your data for the purposes specified.
  7. Data Processor: ParkingEye Ltd are the data processors acting on behalf of Trust. The data processor allows you to apply for a permit, appeal a permit decision and/or renew or amend an issued permit. The data held about you is for the purposes of sending automated alerts and emails relating to the issue, management, maintenance and renewal of parking permits.
  8. Data Controller: The Trust is the data controller for this service, the data collected will only be used for the purposes specified. The Data Protection Act 2018 gives you the right to access information held about you.
  9. You can access personal data about you held on the Parking System by writing to the Trust (East Suffolk and North Essex NHS Foundation Trust, Sarah Preston, Head of Information Governance, Ipswich Hospital, Heath Road, Ipswich, Suffolk, IP4 5PD.)
  10. Controlling your data: The parking software is automated to delete your data after given periods and dependant upon the permit status.
  11. What will be deleted: Data to be deleted includes all data submitted in applications, including personal data such as contact details (name, address, email) and vehicle registration. It also includes the history of emails sent, appeal submissions, appeal decisions and all information kept in the permit system regarding charges and payments
  12. What will NOT be deleted: Data that will NOT be deleted includes basic anonymous permit information such as Permit Reference, Approval State, Permit Type, Zone, Term, Start and End Date. This data will be retained for statistical purposes for the duration of the Trust’s use of the permits system.
  13. When will data be deleted: Data will be deleted after a fixed amount of time depending on the status of the permit application.
  14. Data deletion will be applied as follows:
  • For approved permits: data will be deleted 1 calendar month after permit expiry.
  • For applications that are incomplete: data will be deleted 3 calendar months after the last change or action.
  • For applications that are declined, retired, awaiting verification, awaiting approval or awaiting payment: data will be deleted 12 calendar months after the last change or action.
  • For applications that have been appealed: data will be deleted 12 calendar months after the last appeal submission.
  • For applications on the waiting list: data will be deleted 12 calendar months after the initial permit application. This can be configured differently, if required.
  1. Records of sent emails will not be deleted if they are less than 3 months old. This is to ensure records of emails sent near the end of a permit’s life are still available while relevant.

Employee Permit Application Process

  1. Both payroll and non payroll staff who are working for ESNEFT can apply online for a permit. Staff who do not have access to a Trust email account or require support with completing the application form, will be assisted with the application process at the Travel Centre.
  2. Employees will be required to answer a number of work and social ‘needs’ based criteria questions.
  3. The applicant’s Line Manager must verify certain criteria as set out in the permit application form.
  4. Approved employee permit holders will be populated onto an ’authorised list’, which will be held on the ANPR back office system.
  5. It is the employee’s responsibility to keep all personal details including Vehicle Registration Mark, up to date by logging into their online permit account (using their unique login details). Should you require further assistance contact the Travel Centre. Please note changes to circumstances could affect your permit eligibility.
  6. The Trust reserves the right to cancel an individual’s permit to address capacity issues on site. If a permit is withdrawn the individual will have the right to submit an appeal in writing via the permit system.

 

Employee Parking Contract

  1. Employees are permitted (subject to approval of their permit application) to park in any of the staff parking facilities (A,B,C,D,E,F,G, J, K and the Villas 1-10), waiting lists for employee parking may apply.
  2. The Employee Parking Contract enables employees to park a vehicle on a Trust designated car park for a fee, however due to demand the Trust cannot guarantee the availability of a parking space.
  3. The Trust cannot guarantee the safety and security of any vehicle or its contents whilst on Trust premises and, except for personal injury or death arising from the negligence of the Trust or its employees, no liability whatsoever will attach to the Trust for any loss or damage which may occur.
  4. The Trust’s staff car parking facilities will be managed and enforced via Automatic Number Plate Recognition (ANPR) and authorised staff permit holders complying with the Parking Terms and Conditions detailed on the signage situated within all staff car parks, will not be issued with a Parking Charge Notice (PCN).

 

 

Employee Parking Fees:

  1. Full Time and Part Time Employees on the Trust’s Payroll system who use the Trust’s parking facilities are subject to a parking fee at the prevailing rates and will be charged via salary on a frequency of use basis:

From the 15th October 2018 employees will continue to pay the current rate of 0.15% of salary.

From the 1st January 2019 employees will pay at the following rates:

Grade Description  

Salary range

AFC Salary Band Daily Charge @ 0.4% of salary
Agenda for Change £17,640 B1 0.32
Agenda for Change £17,460 - £18,702 B2 0.33
Agenda for Change £17,787 - £20,448 B3 0.35
Agenda for Change £20,150 - £23,363 B4 0.41
Agenda for Change £23,023 - £29,608 B5 0.48
Agenda for Change £28,050 - £36,644 B6 0.59
Agenda for Change £33,222 - £43,041 B7 0.70
Agenda for Change £42,414 - £49,969 B8A 0.84
Agenda for Change £49,242 - £59,964 B8B 1.00
Agenda for Change £59,090 - £71,243 B8C 1.17
Agenda for Change £70,206 - £85,333 B8D 1.41
Agenda for Change £84,507 - £102,506 B9 1.70
Senior Mgrs/Directors £100,000 - £200,000 Mid 2.75
Junior Doctors £26,614 - £46,208 ST1-2 0.67
Associate Specialist £53,169 - £87,521 Mid 1.36
Specialty Doctor £37,923 – £70,718 Mid 0.99
Consultant £76,761 - £103,490 Mid 1.58

 

 

 

  1. Full Time and Part Time Employees not on the Trust’s Payroll system who use the Trust’s parking facilities are subject to a parking fee at the prevailing rates and will be charged a flat rate of £1 or £2 per day on a frequency of use basis, as described below:

Grades 1-8b : £1

Grades 8c and above: £2

  1. Apprentices, Students and Volunteers working for or on behalf of the Trust are exempt from Trust parking fees however, they must apply for a permit and be approved and only park their vehicle in the employee parking sites whilst on duty.
  2. Reduced Parking Fees, Employees are not eligible to reduced parking fees due to the inability to find a parking space or when attending the sites for short periods.
  3. Employees on maternity, paternity leave, or long-term absence as defined in the relevant policies will have their parking fees suspended automatically unless they visit one of the staff parking areas, as of the 1st January 2019. Between the 15th October 2018 and the 31st December 2018 staff who wish to suspend their parking permit (for maternity, paternity leave, or long-term absence) and associated fees must notify the Travel Centre.
  4. Employees who cease paying for parking will no longer be able to park their vehicle on Trust property and in doing so may receive a PCN. An employee wishing to resume their parking contract will be classified as a new starter to the Trust including those who have been on long term absence (maternity, paternity or long-term sickness, etc.) prior to the 15th October 2018.
  5. Employees attending education and training events at sites other than their normal base will be subject to any terms and conditions and parking tariffs levied at the site.
  6. When long-term demand for parking reaches capacity it will be necessary to introduce a waiting list for a permit, should this be the case employees will be categorised based on the points received in the needs based permit allocation process.

 

Community Employee:

  1. A Trust employee based at non-Trust owned site/s will be required to apply for a parking permit and if approved will be required to pay the standard parking fee as directed by the Trust.
  2. A community employee who is not based on Trust owned sites, i.e. are based at health centres will be required to comply with local policies and procedures (including any fees that may apply) as laid down by the landlord of the building or car park in question.

 

Employees Using Visitor Parking

  1. We aim to be fair to patients and visitors therefore employees are requested not to use visitor parking, unless directed to do so by a member of the parking and security team. Employees found to be parking a vehicle in a visitor parking space will be subject to enforcement action.

 

Disabled Blue Badge Scheme:

  1. Disabled persons' parking bays in off-street car parks are not covered by Blue Badge scheme regulations, nor by road traffic regulations. The terms and conditions, of the agreement between a person parking the car and car park operator, are clearly displayed on signage within the car park.
  2. Blue Badge holders are exempt from fees in the Trust car parks but must apply and be approved for a permit. If in doubt, contact the Travel Centre for further information.

 

Parking Charge Notice (PCN):

  1. A parking charge notice (PCN) is a charge for contravening the Trust parking regulations detailed in this document. It can be paid or contested in the first instance through the issuing company by appeal or by defending a claim under the small claims track of the county court. The Trust has set the level of the parking charge at £70 a reduction by 50% for the charge if paid within 14 days.
  2. Employees must abide by the Trust’s Staff Parking Policy or your permit can be revoked.

 

Cancelling a Parking Permit:

  1. Employees who wish to cancel their parking permit with the Trust must submit a request in writing by either letter or email via the Travel Centre. [email protected]