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Employee Records Privacy Notice

What we do with employee records

Your Rights

You have specific rights in relation to the data that you provide to the Council. To find out more, including how to make a request, please see our Information Rights page.

Privacy Notice

Services covered by this privacy noticeCorporate Services – HR – Employee Records
Purpose of the ProcessingThe personal data you provide is used to enable the council to maintain employee records over the course of your employment with the council, including permanent or temporary appointments and employment undertaken on an ad hoc or casual basis.

Personal data is also processed to support business continuity and civil contingency planning and to contact staff, or next of kin, in an emergency.
Legal Basis for the Processing
(article 6)		Performance of a Contract
Legal Obligation
Public Task
Categories of Personal Data being
Processed
  • Name
  • Address
  • Email Address
  • Telephone Number
  • Mobile Number
  • NI Number
  • Date of Birth
  • Gender
  • Marital Status
  • Passport, Driving Licence and other documents (Right To Work checks)
  • Qualifications
  • Marriage Certificate
  • Bank Details
  • Next of Kin/Emergency Contacts
  • Dependants/children (childcare voucher scheme)
  • Vehicle details
  • Photographs and Images
Special Categories of Personal
Data being Processed (if
appropriate)
  • Ethnic Origin (including Nationality)
  • Politics
  • Religion
  • Trade Union Membership
  • Health (mental or physical)
  • Disability
  • Sexual life or sexual orientation
  • Criminal records/convictions
Legal Basis for Processing (article 9)Exercising obligations and specific rights of the controller in the field of employment law.
Necessary for the purposes of preventive or occupational medicine, for the assessment of the working capacity of the employee.
Who is the data shared with
  • Capita (as Data Processor up to 31/03/2020)
  • LGPS pension scheme provider (Peninsula Pensions)
  • Trade Unions (UNISON)
  • Occupational Health (Split Dimensions)
  • Gemelli (employee benefits)
  • Mortgage Lenders (references)
  • Rental Organisations (references)
  • Employers (references)

Data is also shared for the prevention and detection of crime, including fraud via the NFI.
How Long Will the Data be Kept For6 years after the end of employment.

Last reviewed: October 9, 2023 by Qi

Next review due: April 9, 2024

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