The Council needs to process your personal data to meet its obligations under your contract of engagement. For example, it needs to process your data to pay you accordingly and to administer, for example insurance entitlements.
In some cases, the Council needs to process data to ensure that it is complying with its legal obligations. For example, it is required to check an individual’s entitlement to work in the UK, to deduct tax, to comply with health and safety laws and to enable individuals to take periods of leave to which they are entitled. For certain positions, it is necessary to carry out criminal records checks to ensure that individuals are permitted to undertake the work in question.
In other cases, the Council has a legitimate interest in processing personal data before, during and after the end of the term of engagement. We may also occasionally use your personal data where we need to protect the vital interests of you or someone else.
Processing an individual’s data allows the Council to
- operate and keep a record of absence and absence management procedures, to allow effective workforce management and ensure that individuals are receiving the pay or other benefits to which they are entitled;
- obtain occupational health advice, to ensure that it complies with duties in relation to individuals with disabilities, meet its obligations under health and safety law, and ensure that individuals are receiving the pay or other benefits to which they are entitled;
- operate and keep a record of other types of leave to allow effective workforce management, to ensure that the Council complies with duties in relation to leave entitlement, and to ensure that individuals are receiving the pay or other benefits to which they are entitled;
- ensure effective general HR and business administration; ➢ provide references on request for current or former individuals; ➢ respond to and defend against legal claims;
- to ensure you are paid correctly, including ensuring compliance with statutory deductions; ➢ to provide statistical and any other relevant information to Government and nonGovernment bodies;
- to process and respond to information requests under the Freedom of Information Act 2000 and the Environmental Information Regulations – in accordance with Data Protection Law;
- to communicate information to you; ➢ maintain and promote equality in the workplace; ➢ comply with the duty to make reasonable adjustments for disabled staff and workers and with other disability discrimination obligations
- operate and keep a record of development activity to ensure compliance with health and safety requirements, ensure a skilled workforce exists, defence against legal claims, audit for transparency of budget spend; and ➢ operate and maintain a record relating to wellbeing initiatives to ensure health and safety requirements, audit of budget allocation, defence against legal claims.
Where the Council relies on legitimate interests as a reason for processing data, it has considered whether or not those interests are overridden by the rights and freedoms of individuals and has concluded that they are not.
Some special categories of personal data, such as information about health or medical conditions, is processed to carry out legal obligations (such as those in relation to individuals with disabilities and for health and safety purposes).
Where the Council processes other special categories of personal data, such as information about ethnic origin, sexual orientation, health or religion or belief, this is done for the purposes of equal opportunities monitoring. Data that the Council uses for these purposes is anonymised and is collected with the expressed consent of individuals, which can be withdrawn at any time. The relevant form can be found at Appendix 3 and individuals are entirely free to decide whether or not to provide such data and there are no consequences of failing to do so.
HR, Organisational Development and Personnel & Payroll Individual privacy notice (compliant with the GDPR) (for those that do not have access to the intranet and E learning) Policy, Guidance Notes and Procedures/ June 2018/ Version 1.0/PersonnelDevelopment K drive/Personnel Documents/ Policies, Procedures & Guidance. 11
Where the Council processes photographic publishing of personal data for internal publishing at promotional events, such as Wellbeing, where signage has been clearly visual to raise awareness for any attendees to raise concerns at each event, individuals are entirely free to decide whether or not to provide such data and there are no consequences of failing to do so. The relevant form can be found at Appendix 4 and individuals are entirely free to decide whether or not to provide such data and there are no consequences of failing to do so.
Your personal data will only be used for the purposes for which it was collected. If your personal data is required for any purpose other than the purpose it was collected for, you will be provided with information about the new purpose, the legal basis for processing your personal data and any other relevant information. We may also issue a new privacy notice.