The purpose of processing
Under data protection legislation, Bath & North East Somerset Council (the Council) is required to explain to our employees why we collect information about you, how we intend to use that information and whether we will share your information with anyone else. This statement applies to all current and former employees, workers and contractors. This statement does not form part of any contract of employment or other contract to provide services. We may update this statement at any time. It is important that you read this statement so that you know how and why we use information about you. It is also important that you inform us of any changes to your personal information during your working relationship with us so that the information which we hold is accurate and current.
Data Subjects
Council employees
Personal Data
name
address
email address
telephone number
date of birth
gender
your application form with details of your qualification, skills, experience and employment history
the terms and conditions of your employment
details of your qualifications, skills, experience and employment history, including start and end dates, with previous employers and with the Council
photo
bank details
national insurance
information about your remuneration including entitlement to benefits such as pensions, pensionable earnings, childcare vouchers, salary sacrifice schemes
marital status
next of kin
dependants
emergency contacts
nationality
entitlement to work in the UK
information about medical or health conditions and if there is the need to make reasonable adjustments, referrals to occupational health or in the case of applications for ill health retirement.
correspondence and information related to sickness absence reviews
work schedule and attendance
details of periods of leave taken by you, including holiday, unpaid leave, sickness absence, family leave and sabbaticals, sickness as a result of an accident or injury at work and the reasons for the leave
details of any disciplinary or grievance procedures in which you have been involved, including any warnings issued to you and related correspondence;
assessments of your performance, including appraisals, performance reviews and ratings, training you have participated in, performance improvement plans and related correspondence
race
ethnicity
religious beliefs
sexual orientation
trade union membership
information about medical or health conditions, including whether or not you have a disability for which the organisation needs to make reasonable adjustments
age
pregnancy
maternity, paternity and adoption leave
criminal convictions and offences
How is it used?
run recruitment and promotion processes
maintain accurate and up-to-date employment records and contact details (including details of who to contact in the event of an emergency), and records of employee contractual and statutory rights during employment and those connected to the termination o
maintain accurate and up-to-date employment records and contact details (details of who to contact in an emergency), records of employee contractual and statutory rights during employment, those connected to the termination of employment (TUPE)
run and process payroll operations including pensions administration
operate and keep a record of disciplinary, grievance and safeguarding processes, to ensure acceptable conduct within the workplace
undertake workforce, management and organisational planning activities, including statutory and legislative returns, to ensure effective operational planning and the requirement to meet statutory obligations
operate and keep a record of employee performance and related processes, to plan for career development, and for succession planning and workforce management purposes
operate and keep a record of absence and absence management procedures, to allow effective workforce management and ensure that employees are receiving the pay or other benefits to which they are entitled
obtain occupational health advice, ensure it complies with duties in relation to individuals with disabilities, meet its obligations under health and safety law, ensure that employees are receiving the pay or other benefits to which they are entitled
operate and keep a record of other types of leave (including maternity, paternity, adoption, parental and shared parental leave), to allow effective workforce management
to ensure that the organisation complies with duties in relation to leave entitlement, and to ensure that employees 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 employees
respond to and defend against legal claims
maintain and promote equality in the workplace
Profiling and Automated Decision Making
Not applicable
Legal Basis for Using Your Data
GDPR condition relied upon for processing personal data:
Article 6.1 e - Exercise of official authority
The lawful bases on which we rely in order to use the information which we collect about you for the purposes set out in this statement will be:
Using your information in this way is necessary for us to perform the contract between us and you in order to take steps at the request of you prior to entering into the contract.
Using your information is necessary for us to comply with legal and regulatory obligations to which we are subject.
Using your information pursuant to our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests (please note we shall not rely on this lawful basis where we are performing our public tasks).
You have given us your consent to use your information for a particular purpose.
We need to use your personal information to protect your interests (or someone else’s interests) in a life or death situation.
We need to use your personal information in the public interest.
Using your information in this way is necessary for us to perform the contract between us and you in order to take steps at the request of you prior to entering into the contract.
Using your information is necessary for us to comply with legal and regulatory obligations to which we are subject.
Using your information pursuant to our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests (please note we shall not rely on this lawful basis where we are performing our public tasks).
You have given us your consent to use your information for a particular purpose.
We need to use your personal information to protect your interests (or someone else’s interests) in a life or death situation.
We need to use your personal information in the public interest.
GDPR condition relied upon for processing special category data
Article 9.2 a - Explicit consent
Article 9.2 f - Legal claims
Article 9.2 g - Substantial public interest
Sharing of personal data with External Recipients
internally
third parties
in order to obtain pre-employment references from other employers
in order to obtain necessary criminal records checks from the Disclosure and Barring Service
in relation to the transfer of undertaking in respect of some or all of its business. In these circumstances the data will be subject to confidentiality arrangements
where the third parties process data on the Council's behalf, e.g. in connection with payroll, the provision of benefits and the provision of occupational health services
How long is the personal data retained by the Council?
Personal data will only be retained for as long as it is needed for the purpose specified above, or as required by applicable law or regulatory requirements.