Privacy Notice - Human Resources

Nature of work

The Human Resources Division oversees the various aspects of employment, including employment law and standards, administration of employee benefits, and all aspects of recruitment and employee management.

Services provided include: advice and guidance to managers and employees relating to any aspect of recruitment and staffing; terms of employment as per policy; training and learning; advice in employer/employee relations; organisational development; payroll and pension administration services; returning statistical information for various bodies; advice on Equality and Diversity to support the Council in its legal duties.

Why we need your information

HR collects and processes personal data relating to its employees to manage the employment relationship.  The Service is committed to being transparent about how it collects and uses that data and to meeting its data protection obligations.

We will use your personal information for a limited number of purposes and always in line with our responsibilities, where there is a legal basis and your rights under Data Protection are adhered to.

We will process personal information:

  • For the purpose for which you provided the information, e.g. the processing of your pay, occupational health referrals, sickness absence, Performance and Development Review (PDR), disciplinary action.
  • To enable us to communicate with you.
  • To meet various legal requirements and to ensure fulfilment of your contract of employment.
  • To ensure employees are fit and healthy to be able to perform their job role.
  • We aim to always keep your information accurate and up-to-date.  You can help us to do this at any time by letting us know if any of the information you have given us, such as your address, changes.

Type/Classes of information processed

Where relevant we process a variety of information relating to individuals including:

  • protected characteristics as per the Equality Act 2010
  • health and absence information
  • personal details (name, age, home address, telephone, email address; emergency contact(s))
  • next-of-kin details
  • financial details
  • employment and education details
  • qualifications, skills, experience and employment history
  • case file information
  • marriage or civil partnership status
  • caring responsibilities
  • disability
  • gender re-assignment
  • pregnancy, maternity or paternity status
  • race, religion or belief
  • sex or gender, sexual orientation
  • whether or not you have a disability for which we need to make reasonable adjustments throughout the recruitment process
  • information about your entitlement to work in the UK
  • Equal Opportunities monitoring information
  • information provided on employment references
  • portfolios to support qualifications
  • training records

Who information is processed about

We process information about:

  • Employees and ex-employees
  • Elected members
  • Job applicants
  • Survey respondents
  • Current and potential service users
  • Work experience placements
  • Student placements (social work)
  • Volunteers
  • Foster Carers
  • Training providers
  • Assessors
  • Agency Workers

Who information may be shared with

Where necessary or required we share information with:

  • We will share information that you give us with other parts of the Council and other outside agencies.  The following is a list of the types of organisations with whom we may need to share some of the personal information we process for one or more reasons:
  • External organisations, e.g. providers of Occupational Health and the Employee Assistance Programme
  • The Courts
  • Law enforcement bodies (for example the Police, Courts, Tribunals, etc.) and prosecuting authorities
  • Legal representatives, Solicitors
  • Trade Unions
  • Service providers
  • Local and Central Government
  • Officials for audit purposes
  • Private investigators and officials (for Audit purposes)
  • Ombudsman services and regulatory authorities
  • Professional Advisers and Consultants who work on behalf of, or with, the Council or our partner Trade Unions
  • Partner agencies and approved organisations
  • Solicitors/legal representatives
  • Current and prospective employers.
  • External organisations, e.g. School Workforce Census (SWFC), Skills for Care National Minimum Date Set, Office for National Statistics (ONS)
  • Financial organisations, e.g. Her Majesty's Revenue and Customs (HMRC), Pensions, Additional Voluntary Contributions (AVC) Providers, Bankers Automated Clearing Services (BACS)
  • Regulatory bodies
  • Data processors
  • Universities
  • Skills for Care
  • Department for Education
  • Other LAs when undertaking joint training and marking of portfolios
  • The Disclosure and Barring Service Processing System
  • Third Party Test Providers
  • Occupational Health Service
  • Applicant Tracking System;
  • External recruitment providers
  • Apprenticeship Service, including training providers.
  • HM Government – Learning Records Service
  • Qualification accreditation providers (e.g. City and Guilds)
  • Family, associates or representatives of the person whose personal data we are processing including parents, guardians
  • Companies who carry out identity verification checks
  • The press and the media
  • Voluntary and charitable organisations
  • Healthcare professionals, social and welfare advisers or practitioners, only with your permission

How long we will keep your information

Human Resources will retain and destroy information in accordance with the Council’s Management Retention Schedule. Destruction of records varies depending on the business area. Records are retained for periods ranging between 6 to 25 years, with the exception of job applications forms, which are destroyed after 6 months.

Transfers Overseas

This is highly unusual; however if any transfers are made overseas it will be in full compliance with all aspects of Data Protection legislation.