People and Organisation Development Privacy Notice 20 October 2022 to 15 June 2023

This privacy notice was superseded on 15 June 2023

This version was valid from 20 October 2022 to 15 June 2023.

Please see our full Privacy Notice

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

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

• Apprenticeships, Skills, Children and Learning Act 2009
• Health and Safety at Work Act 1974
• Employment Rights Act 1996
• Employment Relations Act 1999
• Sex Discrimination Act 1970
• Equal Pay act 1970
• Race Relations Act 1976
• Disability Discrimination Act 1995
• National Minimum Wage Act 1998
• Working Time Directive 1999
• Equality Act 2010

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.

Who we can share your data with

• 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