Human Resources, Recruitment and Work Experience Privacy Notice

Human Resources (HR) forms part of the People and Organisational Development Service, and this document explains how information will be held about you and processed by the HR team

This notice should be read in conjunction with our Privacy Policy.

How do we get your information?

Most of the personal information we process is provided to us directly by you. We may also receive personal information indirectly, from the following sources:

• employment agencies
• background check provider
• previous employers
• schools/colleges

We will collect additional personal information in the course of job-related activities throughout the period of you working for us.

What personal data do we process and why?

The information we process about you will vary depending on the service being provided, but will fall within the following categories:

• Name
• Date of birth
• Address
• email addresses
• telephone numbers
• Gender
• Nationality
• National Insurance number
• Marital status and dependants
• Entitlement to work in the UK
• Next of kin and emergency contact information
• Details of your education, qualifications, skills, experience and employment history
• Information about your salary
• Bank account details, payroll records and tax status information
• References
• Start date
• Location of employment or workplace
• Copy of driving licence
• Employment records
• Photos
• Disabilities
• Medical condition
• Performance information
• CCTV footage and other information obtained through electronic means such as ID card.
• Employment records (including job titles, work history, working hours, training records and professional memberships).
• if you are under 16, the name, address and contact details of your parent or guardian
• Disciplinary & Grievance information

Information relating to health and wellbeing and other special category data

In order to meet our statutory and legal obligations in respect of these services, we may also need to process sensitive or “special category” personal data about you, which could include data related to:

• Racial or ethnic origin data
• Religious or philosophical beliefs
• Health
• Sexual orientation
• Information about criminal convictions and offences
• Information about your health, including any medical condition, health and sickness records

Why we collect personal information about you

Wealden District Council will collect and hold personal information relating to HR related matters, such as applicants for vacancies, details of contractors who work on behalf of the Council, employees during and after their working relationship with the Council and requests for work experience. We use this information for the following purposes, where appropriate:

• To assess and process your application for work experience at the Council. and to comply with our health and safety obligations
• To assess and process your application for employment at the Council
• Making a decision about your recruitment or appointment
• Determining the terms on which you work for us
• Checking you are legally entitled to work in the UK
• Paying you and, if you are an employee, deducting tax and National Insurance contributions
• Providing employee benefits to you
• Liaising with the Local Government Scheme Pension administrator
• Liaising with the Additional Voluntary Contribution (pensions) administrator
• Where we need to perform the contract we have entered into with you
• Conducting performance reviews, managing performance and determining performance requirements
• Making decisions about salary reviews and compensation
• Assessing qualifications for a particular job or task, including decisions about promotions
• Gathering evidence for possible grievance or disciplinary hearings
• Making decisions about your continued employment or engagement
• Making arrangements for the termination of our working relationship
• Education, training and development requirements
• Dealing with legal disputes involving you, or other employees, workers and contractors, including accidents at work
• Ascertaining your fitness to work
• Managing sickness absence
• Complying with health and safety obligations
• To prevent fraud
• To monitor your use of our information and communication systems to ensure compliance with our IT policies
• To ensure network and information security, including preventing unauthorised access to our computer and electronic communications systems and preventing malicious software distribution.
• To conduct data analytics studies to review and better understand employee retention and attrition rates
• Equal opportunities monitoring
• Where we need to comply with a legal obligation
• Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests

Lawful basis for processing your personal data

We process personal data because it is necessary to comply with our legal obligations which are:

Employees

We have a legal basis to process your data as part of your contract of employment (either permanent or temporary) following data protection and employment legislation. Processing is also necessary for carrying out our employer obligations under employment law.

Job applicants

As your sole purpose for providing your data is to engage in the recruitment process, consent to process this information is deemed to have automatically been given.

Who do we share your data with?

The data you provide may be disclosed with other departments of the Council or external organisations for related purposes or as required by law. We may share information with the following types of organisations:

• Nominated referees (if your application for employment is successful and we make you a job offer) in order to obtain references for you and, if applicable, with our selected occupational health contractors to obtain medical clearance.
• Colleges/schools for the purposes of processing your request for a work  experience placement with us.
• Third party service providers (including contractors and designated agents)  who carry out activities such as: payroll, pension administration, benefits  provision and administration, occupational health services, union.

In some circumstances, such as under a court order, we are legally obliged to share  information, and we may also share information with the Police and other enforcement agencies for the purposes of the prevention, investigation, detection, or prosecution of criminal offences.

We may also share information internally, in order to verify or confirm your personal details, to ensure our records are accurate and up-to-date. Data held by this service will only be used by other internal departments or services when we are satisfied there is a lawful basis for doing so and is considered fair.

Data processors are third parties who provide certain parts of our services for us. We have contracts in place with them and they cannot do anything with your personal information unless we have instructed them to do so.

Our current data processors for this service are listed below: