Human Resources Privacy Notice

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
  • 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, ie 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:
    • AdviserPlus Ltd (HR manager advice and employment case management)
    • Commenius Talent Management UK Ltd (learning management system)
  • provide services to you on the Council’s behalf

How do we keep this information secure?

Your information is stored securely on databases with stringent access and use policies.

When computers make any decisions about you

Not applicable

When your data gets sent to other countries

Not applicable

How long do we keep this information?

We have a HR retention policy which details how long we keep different types of records and when these are deleted.

What are your rights?

You have the right to request CBMDC to stop processing your personal data in relation to any council service.  See our main Privacy Notice for details.

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