Staff Administration Privacy Notice

Internal Privacy Notice Staff Administration

The purpose for this processing

The Council processes personal data about its staff for a number of administrative purposes to comply with the legal requirements of an employment contract.

This includes:

• Managing HR processes such as recruitment, payment of salaries and pensions, performance management, training and development.
• Providing facilities such as car parking and other staff provisions.
• Monitoring equal opportunities.
• Providing communications about the Authority and events, such as through Ping!
• Maintaining contact with past employees.
• Provision of wellbeing and support services.
• Compliance with legal obligations such as making external/statutory returns to HMRC/Pension Provider.

The Council also processes Special Category Data for the following specific purposes:

• Managing HR processes such as administering Sick

Pay and Sick Leave schemes, managing absence, administering Maternity Leave and related pay schemes.

• Managing a safe environment and ensuring fitness for work.
• Managing obligations under Equal Opportunities legislation.
• Provision of Occupational Health and wellbeing services to individuals, as required.

Legal basis for this processing

Article 6 Lawfulness of Processing (Section 1, (b) :

Processing is necessary for the performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract.

Article 9 Processing of special categories of personal data

(Section 2, (b)):

Processing is necessary for the purposes of carrying out the obligations and exercising specific rights of the controller or of the data subject in the field of employment and social security and social protection law.

What data we collect about you (fields)?

Personal details as required. These may include:

• Name
• Address
• Gender
• National Insurance Number
• Email address(es)
• Telephone numbers
• Marital status
• Date of birth
• Emergency Contact details
• Employment and education details
• Relevant qualification details
• Job description
• Annual leave and Flexi leave records
• Financial information, including salary, pay frequency, grade, spinal point NI, tax reference, statutory sick entitlement, statutory retirement date.
• Vehicle & driving licence
• Passport, national ID card or other relevant ID evidence
• Disciplinary Data
• General correspondence
• Pension Data
• Loyalty Rewards / Honorarium Data
• Restructures.

Special Category Data may include:-

• Sexual orientation
• Ethnicity / Nationality
• Religion, other similar beliefs
• Trade union membership
• Physical & mental health
• Occupational Health Data
• Criminal convictions/offences (Disclosure and Barring Service (DBS) certificates).

How long do we keep your personal data?

In accordance with the Council’s Corporate Retention Policy - from point of application of employment and continuously during employment to end date. Data is then held for 6 years after termination of employment.

Who do we share it with?

Internally: Payroll, IT, Departmental Line Managers, Emergency Planning, Finance and any other relevant service as required.

Externally: HMRC, Local Government Pension Scheme, Occupational Health Providers, Salary Sacrifice Providers, References given to future employers.

The Authority may occasionally need to share your Special Category Data outside of the Authority, although it will do so only with your explicit consent. This means that you will be asked to respond actively either orally or in writing to any particular disclosure of your Special Category Data. For example for referral to an Occupational Health Provider.

Where we get it from?

Individuals themselves (Data Subjects)

External sources - Police, other Local Government bodies, HMRC, previous employers.

Internal HR officers, internal department admin in relation to job description, restructures, file notes.

If automated decision making applies to this processing

No automated decision making applies to this process.