People and Organisation Development Privacy Notice

Updated: 15 June 2023

Reviewed: 15 June 2023

The reasons we use your data

We collect and process a range of information about you to carry out our People and organisational development functions. This includes:

your name, address and contact details, including email address and telephone number
details of your qualifications, skills, experience, employment history, and professional memberships
information about your current level of remuneration, including benefit entitlements
whether or not 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
in order to consider any potential criminal convictions
for applicants who have been offered a position we will request employment and personal references
financial information including bank account data
student loan information for tax purposes
trade unions, health subscriptions and other deductions

Why we are allowed to use your data

We may process some special category data as part of the recruitment process we rely on Article 9(2)(b) of the UK GDPR – Processing is necessary in the field of employment and Schedule 1 part 1(a) of the DPA 2018 in that the processing is necessary for the purposes of performing or exercising obligations or rights which are imposed or conferred by law on the controller or the data subject in connection with employment.

Legal obligations under various UK laws including but not limited to:

We collect your data in order to carry out the following:

to report and investigate accidents
to restructure the organisation
to manage staff annual leave, performance, apprentices, feedback and misconduct, payments and grievances
to maintain a Staff Interests and Disclosures Register
to process matters relating to employment
to process staff eye test requests
to process staff Health Surveillance forms and referrals
to manage staff training, redundancy, transfers, attendance and recruitment
to administer a staff pension scheme
to undertake staff risk assessments
to manage employee relations

How do we collect your data

We collect this information in a variety of ways. For example, data might be contained in application forms, obtained from your passport or other identity documents, or collected through interviews or other forms of assessment.

We will also collect personal data about you from third parties, such as references supplied by former employers, and information from criminal records checks and other government departments. We will seek information from third parties only once a job offer to you has been made and will inform you that it is doing so.

Data will be stored in a range of different places, including on your application record, in HR management systems and on other IT systems (including email) and in paper records.

How long do we store your data

We keep information for a set period of time which is often set out in law and we try to include all of these in our Retention and Disposal Schedule which lists how long we hold your information. This can range from months for some records to decades for more sensitive records.

employment tribunal
government departments
internal departments
medical services
occupational therapists
pension provider
referees
Trade Union
training providers
other local authorities
insurance providers
internal and external auditors

When computers make any decisions about you

Not applicable

When your data gets sent to other countries

Not applicable

Your rights

You are entitled to request a copy of any information about you that we hold.

If the information we hold about you is inaccurate you have a right to have this corrected and you have the right to request completion of incomplete data.

You have the right to request that we stop, or restrict the processing of your personal data, in certain circumstances. Where possible we will seek to comply with your request, but we may be required to hold or process information to perform our statutory functions.

How to get independent advice

If you have any questions about how your personal information is handled, please contact our Data Protection Officer via email at dpo@west-lindsey.gov.uk or via the contact details at the end of the privacy notice.

For independent advice about data protection, privacy, data sharing issues or if you are dissatisfied with how your personal information has been used you have a right to complain and can contact the Information Commissioner at:

Information Commissioner’s Officer

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

Phone: 0303 123 1113 (local rate) or 01625 545745 (national rate)

Visit: www.ico.org.uk

Email: casework@ico.org.uk