HR privacy notices

• To process your job application and keeping record of the process
• We may also need to respond to and defend against legal claims
• In some cases, we need to process data to ensure compliance with our legal obligations
• To make reasonable adjustments for candidates who have a disability

You are under no statutory or contractual obligation to provide data during the recruitment process. However, if you do not provide the information, we may not be able to process your application properly or at all.

• Article 6.1(b), 6.1(c), and Article 9.2(b) of the General Data Protection Regulations
• The Safeguarding Vulnerable Groups Act 2006
• The Equality Act 2010
• The Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975
• The Human Rights Act 1998

• Your name, address and contact details, including email address and telephone number
• Details of your qualifications, skills, experience and employment history (paid and/or voluntary)
• Psychometric or other aptitude test results appropriate to the post
• Information about your current level of remuneration
• Whether you have a disability for which the organisation needs to make reasonable adjustments during the recruitment process
• Information about your entitlement to work in the UK
• Equal opportunities monitoring information, including information about your ethnic origin, sexual orientation, health and religion or belief 
  • This is separated from the application form and used for monitoring purposes only

• We will not use your data for any purpose other than the recruitment exercise for which you have applied
  • We will not disclose your personal information to third parties for marketing, sales, or for any commercial purpose, and we will not use your personal data in a way which may cause you harm
• We will not share your data with third parties, unless your application for employment is successful and we make you an offer of employment
  • We may then share your data with your former employers to obtain references for you and the Disclosure and Barring Service (DBS) to obtain necessary criminal records checks
• If you have applied for a Statutory Officer position, we will share your data with our Elected Members

• If unsuccessful: one year, after which your data is deleted or destroyed
• If successful: personal data gathered during the recruitment process will be transferred to your personnel file and retained during your employment
  • Your data will be deleted six years after termination
  • In the case of a disciplinary process, where it is found that there is no case to answer and there are no recommendations, these records will be destroyed within three months

• To meet our obligations under a contract of employment

• Article 6.1(a), 6.1(b), 6.1(c), 6.1(f), and Article 9.2(b), 9.2 (c), 9.2 (f), and 9.2 (g) of the General Data Protection Regulations
• HMRC regulations
• Local Government Act 1972
• Health & Safety (Display Screen Equipment Regs) 1992
• Public Sector Equality Duty and the Equality Act 2010
• Employment Rights Act 1996
• Transfer of Undertakings (Protection of Employment) Regulations 2006
• Income Tax (Employment) Regulations 1993
• Maternity and Parental Leave etc. Regulations 1999
• Statutory Sick Pay (General) Regulations 1982
• Pensions Act 2014
• Safeguarding Vulnerable Groups Act 2006
• Rehabilitation of Offenders Act 1974 (Exceptions Order 1975)
• Human Rights Act 1998
• Health & Safety at Work Act 1974
• Employment Relations Act 2004

• Your name, address and contact details, including email address and telephone number, date of birth and gender
• The terms and conditions of your employment
• Details of your qualifications, skills, experience and employment history, including start and end dates, with previous employers and with the organisation
• Any other information collected during the recruitment process
• Information about your remuneration, including benefits such as pension, and details of income tax and National Insurance returns
• Private vehicle details (where used for council business), including insurance and driving licence details
• Details of business expenses, mileage, overtime and/or relocation claims
• Any risk assessments that may be completed in the course of your employment
• Details of your bank account and National Insurance number
• Information about your marital status, next of kin, dependants and emergency contacts
• Information about your nationality and entitlement to work in the UK
• Information about your criminal record
• A staff photograph
  • data processed under Article 6.1(f)
• Vaccination records
  • data processed under Article 6.1(a)
• Special category data
  • data processed under Article 9.2(a), (b), (c), and (f)
• Details of your schedule (days of work and working hours) and attendance at work
• Details of periods of leave taken by you, including holiday, sickness absence, family leave, and the reasons for the leave
• Details of any maternity/paternity/sickness payments made to you
• Details of any disciplinary or grievance procedures in which you have been involved, including any warnings issued to you and related correspondence and any records relating to employment tribunal
• Assessments of your performance, including appraisals, performance reviews and ratings, training you have participated in (including apprenticeships), performance improvement plans and related correspondence
• Service review, consultation and redundancy details
• Records relating to the disclosure of interests that could conflict with the council's interest
• Information about medical or health conditions, including whether you have a disability for which the organisation needs to make reasonable adjustments
• Details of trade union membership
• Equal opportunities monitoring information, including information about your ethnic origin, sexual orientation, health and religion or belief
• CCTV and camera footage

• We may receive or pass your information to other agencies or organisations to ensure the information is accurate and to comply with our legal obligation
• To help detect and prevent fraud or auditing and administering public funds as required by law
• We may share information with other organisations such as our Occupational Health provider, where we have your consent and it is in your interest
• We may share your information with your Pension Administrators, and if necessary in the case of an employment tribunal, with Solicitors
• We will not disclose your personal information to third parties for marketing, sales, or for any commercial purpose, and we will not use your personal data in a way which may cause you harm

• Your data will be deleted six years after termination
  • In the case of a disciplinary process, where it is found that there is no case to answer and there are no recommendations, these records will be destroyed within three months
• The following records are also retained for six years post last action:
  • Car loans
  • Apprenticeships
  • Coronavirus
  • Staff benefits
  • Vaccination records,
  • Declared Officer Interests
  • Long Service Awards
  • Trade Union negotiations
  • Overtime
• Pensions year-end returns are retained for 15 years after the tax year-end return is completed
• CCTV footage is recorded and stored for 30 days

• The Safeguarding Vulnerable Groups Act 2006 requires employers to complete a DBS check for employees fulfilling certain duties

• Article 6.1(c) and Article 9.2(b) of the General Data Protection Regulations
• Article 10 of the Rehabilitation of Offenders Act 1974 (Exceptions Order 1975)

• Your name (including pervious surname), five-year address history, date and place of birth, and gender
• Details (where applicable) of your National Insurance number, passport details, driving licence details, and Scottish vetting and barring number
• Personal identification in support of the application
• Declaration of whether you have any convictions, cautions, reprimands or warnings
• Position applied for and level of DBS check

• We will not use your data for any purpose other than the DBS check for which you have applied
  • We will not disclose your personal information to third parties for marketing, sales, or for any commercial purpose, and we will not use your personal data in a way which may cause you harm
• We will collect this information via your DBS application form and the identity documentation that you provide; copies are not kept but sent to DBS
• We will need to see the certificate once this has been received, to record the outcome
  • Where you return the DBS certificate to us and it is not clear, we may be required to share the details with the team leader or manager of the relevant department to complete a risk assessment to determine suitability for the role
• A central register of DBS checks is recorded electronically on our computer system, which will include your name, job title, form reference, level of check and renewal date
• We share your application in full with the DBS to allow them to complete their checks

• We do not retain your personal data related to your DBS application/disclosure, as the application form is sent to DBS for processing and copies are not kept
• Where your application is successful, we will retain the GDPR declaration form in your personnel file for six years post termination of employment
  • This also confirms that you have read and understood this Privacy Notice
• A record of the fact that you have had a DBS check will be held until it is due for renewal (for positions that require a DBS check, these are renewed every 3 years as per the DBS Policy)