Human Resources Privacy Notice
Our core data protection obligations and commitments are set out in Bradford Council's primary privacy notice.
This notice provides additional privacy information for those accessing the Council’s Human Resources service and describes how Human Resources collects, uses and shares personal information about you and the types of personal information we need to process, including information the law describes as ‘special’ because of its sensitivity.
What information do we collect
HR may collect some or all of the following information about you, depending on whether you are an applicant, employee, agency manager or an external attendee on our training courses:
- name, address, contact details, next of kin details
- application data, application history, employment history
- employment references, plus disclosure and barring and Warner checks where appropriate
- education and employment details
- gender, age, ethnicity, disability, sexual orientation, religion/belief
- date of birth, national insurance number, bank/payee details
- identification, Immigration and Asylum, the right to work in the UK
- manager name, contact details, employer type
- contract, job title, team, working hours/rota, performance data
- absence data, maternity/paternity history, health data
- discipline, grievance, performance case management details
- pension, tax, national insurance details
- basic pay, allowances, deductions, additional payments history
- vehicle details and mileage, expenses incurred
- accident and incident details
- training, development, qualifications history
- health screening, surveillance and monitoring, medical advice
Who uses this information?
- HR officers
- recruiting managers
- managers in the performance of their duties
- Workforce Development officers
- other council and government departments
Why do we use this information?
- to recruit, employ and pay staff
- statutory requirements, eg reporting to Government
- service delivery, service improvement and planning
- regulatory, licensing and enforcement functions
- prevention and detection of crime
- financial transactions
- research
- traded services
- equality monitoring
- to provide training
What authority does CBMDC have to collect and use this information?
HR collects and uses this information under powers given to Local Authorities (Councils) for the legitimate interests of the data controller or third party, where applicable.
The following categories of lawfulness apply:
- 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 compliance with a legal obligation
- processing is necessary for carrying out obligations under employment, social security or social protection law, or a collective agreement
- processing is necessary for the establishment, exercise or defence of legal claims or where courts are acting in their judicial capacity
- processing is necessary for the purposes of preventative or occupational medicine, for assessing the working capacity of the employee
- processing is necessary for the purposes of the data controller's legitimate interests (or those of a third party), unless those interests are overridden by the interests or fundamental rights and freedoms of the data subject
In the rare circumstance that we don’t have a legal authority to use your information, we will obtain your consent first.
Who are we likely to share this information with?
We may sometimes share the information we have collected about you where it is necessary, lawful and fair to do so. In each case we will only share the minimum amount of information, only when required, for the following reasons:
With other Bradford Council departments to:
- allow managers to manage recruitment processes help carry out their legal duties, including the enforcement of regulations
- allow managers to manage your employment and performance
- provide statistical data
- allow evaluation of learning and development activities
With other government departments and the police to:
- prevent, detect and prosecute crime (including the National Fraud Initiative)
- protect public money (including the National Fraud Initiative)
- provide specific statutory information to various bodies
With other organisations (with your consent, or where law allows us to):
- provide services to the Council. These services are currently provided to Human Resources by:
- Commenius Talent Management UK Ltd: learning management system
- provide services to you on the Council’s behalf
How do we keep this information secure?
We have appropriate security measures in place to prevent personal information from being accidentally lost, used or accessed in an unauthorised way. We limit access to your personal information to those who have a genuine business need to know it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.
We also have procedures in place to deal with any suspected data security incidents and we will notify you and the appropriate regulator of any incident where we are legally required to do so.
When computers make any decisions about you
Human Resources does not make or use automated decisions.
When your data gets sent to other countries
We do not send any information we collect about you outside the United Kingdom.
How long do we keep this information?
We will hold your personal information in line with Bradford Council’s retention schedule. At its expiry date the information will be reviewed, and only retained where there is an ongoing requirement to retain for a statutory or legal purpose. Following this your personal information will be securely destroyed.
Rights for individuals under UK GDPR
What are your rights?
Please contact the Corporate Information Governance Team at dpo@bradford.gov.uk to exercise any of your rights, or if you have a complaint about why your information has been collected, how it has been used or how long we have kept it for.
You can contact our Data Protection Officer at dpo@bradford.gov.uk or write to: Data Protection Officer, City Hall, Centenary Square, Bradford, BD1 1HY.
The UK GDPR also gives you the right to lodge a complaint with the Information Commissioner's Office who are the supervisory authority responsible to regulate and monitor the legislative obligations within the UK and can be contacted on 03031 231113.