Human resources – provision of personnel files and records

Who do you keep information about?

Information and records are maintained and held on employees (existing and former) and staff including agency, contractors and work placement candidates and volunteers.

Why do you keep information about me?

Records and information are held to enable the Council to manage its human resources associated with the performance of the contract of employment and agreed services for work. Data is also used to comply with legislation requirements and statutory returns.

We also use special categories of personal data for meaningful equal opportunities monitoring and reporting, to asses an individual’s capacity to undertake the role applied for and for any appropriate adjustments during the recruitment process, for example, whether adjustments need to be made during an interview or whether there are any medical conditions and / or health and sickness records that are relevant to the contract of employment.

The legal conditions we are relying upon to process your personal data are set out in Article 6 [external link] and Article 9 [external link] of the General Data Protection Regulations (GDPR) [external link]. They are ‘Processing is necessary for the performance of a contract with the data subject or to take steps to enter into a contract’, ‘processing is necessary for the purposes of preventive or occupational medicine, for the assessment of the working capacity of the employee…’ and ‘processing is necessary for carrying out obligations under employment, social security or social protection law, or a collective agreement’. As such, we will not ask for your ‘consent’ to process your personal data.

Who can see my information?

Access is restricted to relevant authorised managers, officers and third party organisations who have been authorised to process personal information.

All the Councils third-party service providers and other entities in the group are required to take appropriate security measures to protect your personal information in line with our policies. We do not allow our third-party service providers to use your personal data for their own purposes. We only permit them to process your personal data for specified purposes and in accordance with the Councils instructions.

How do you store the information you keep about me?

Paper case files, electronic case files, HR databases, spreadsheets and word documents and emails. Data is also stored in government electronic web based portals including but not limited to, Apprenticeship digital account and similar portals that we are required to store, report and process personal and sensitive personal information.

Personal information held and processed on HR case files and personal files is stored in line with HR retention policy. Different personal documents held on HR databases and personal files have different retention periods. All records created post April 2017 are deleted in accordance with recommended retention periods; i.e. 7 years after the date of leaving or 35 years if the former employee worked with children. Casework records are held and retained in line with policy guidance; including Capability, Disciplinary and Grievance policies. Casework records are destroyed securely when it is no longer needed / required to be held.

How did the Council get my personal data?

Data is received by health professionals, former employers, managers, other government agencies including Disclosure and Barring Service, Police, Probation Service, Members / Councillors, pensions providers, professional bodies and agencies relating to professional employment status for example HCPC

What sort of information do you keep?

We may use the following information about you to make sure that we provide the right service, advice or support. 

In particular we will use;

Personal data:

  • Name
  • Identification number
  • Location data
  • One or more factors specific to the physical identity of a natural person
  • One or more factors specific to the physiological identity of a natural person
  • One or more factors specific to the genetic identity of a person
  • One or more factors specific to the mental identity of a person
  • One or more factors specific to the economic identity of a person
  • One or more factors specific to the cultural identity of a person
  • One or more factors specific to the social identity of a person

Special Categories of Personal Data:

  • Racial or ethnic origin
  • Political Opinions
  • Religious or philosophical beliefs
  • Trade union membership
  • Data concerning health
  • Data concerning a natural person’s sex life or sexual orientation

Personal data relating to criminal convictions and offences

  • Personal data relating to criminal convictions and offences