Privacy and Human Resources

The Human Resources (HR) team will use your data as explained in our privacy notice, except in specific circumstances. If there is an investigation into staff conduct, we will provide information about them to managers and investigators, such as:

  • emails
  • chat logs
  • phone calls

We may provide information about staff to the police or another government department with the power to request it. For example, safeguarding, fraud or immigration.

Information we collect about our staff

The organisation collects and processes a range of information about you. This includes:

  • your name and address
  • contact details, including email address and telephone number, date of birth and gender
  • the terms and conditions of your employment
  • details of your qualifications, skills and experience
  • details of your employment history with previous employers and with the organisation
  • information about your pay, including entitlement to benefits
  • details of your bank account and national insurance number
  • information about your marital status, next of kin, dependants and emergency contacts
  • information about your nationality and entitlement to work in the UK
  • information about your criminal record
  • details of your working pattern
  • leave taken by you, including holiday, sickness absence, sabbaticals, and the reasons for any other leave
  • disciplinary or grievance procedures in which you have been involved
  • warnings issued to you and related correspondence
  • assessments of your performance, including DSP reviews and ratings, performance improvement plans and related correspondence
  • training you have participated in
  • information about medical or health conditions, including whether you have a disability for which we need to make reasonable adjustments
  • details of trade union membership
  • equal opportunities monitoring information (ethnic origin, sexual orientation, health and religion or belief)

How we collect this information

The organisation collects this information in a variety of ways, such as:

  • application forms
  • CVs or resumes
  • your passport
  • your driving licence
  • other identity documents
  • forms completed by you at the start of or during employment, such as benefit nomination forms
  • correspondence with you; or through interviews, meetings or other assessments.

The organisation seeks information from third parties with your consent only. For example, DBS checks and Occupational Health referrals. Data is stored in a range of different places, including:

  • your personnel file
  • in the organisation’s HR management system
  • in other IT systems, including the organisation’s email system

Processing personal data

The organisation needs to process data to enter into an employment contract with you. We also need to meet our obligations under your employment contract. For example, we need to process your data to:

  • provide you with an employment contract
  • pay you under your employment contract
  • administer benefit and pension entitlements

Why we process personal data

We have a legitimate interest in processing personal data before, during and after your employment to allow us to:

  • recruit
  • maintain accurate and up-to-date employment records
  • maintain contact details, including details of who to contact in the event of an emergency
  • maintain records of employee contractual and statutory rights
  • get 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 employees are receiving the pay or other benefits to which they are entitled
  • ensure effective general HR and business administration
  • conduct employee engagement surveys
  • provide references on request for current or former employees
  • respond to and defend against legal claims
  • maintain and promote equality in the workplace

Record keeping

Processing your data also ensures we can operate and keep a record of:

  • disciplinary and grievance processes, to ensure acceptable conduct within the workplace
  • employee performance and related processes, to plan for career development, and for succession planning and workforce management purposes
  • 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
  • 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

Legal obligations

In some cases, the organisation needs to process data to ensure that it is complying with its legal obligations. For example, it is required to:

  • check an employee's entitlement to work in the UK
  • deduct tax
  • follow health and safety laws
  • enable employees to take periods of leave to which they are entitled
  • consult with employee representatives if redundancies are proposed or a business transfer is to take place

For certain positions it is necessary to carry out criminal records checks. This is to ensure that individuals are permitted to undertake the role in question.

Some special categories of personal data is processed to carry out employment law obligations. This includes information about health or medical conditions, such as employees with disabilities. We also process this for general health and safety purposes.

Information about trade union membership is processed to allow the organisation to operate check-off for union subscriptions.

Equal opportunities

We process some special categories of personal data for purposes of equal opportunities, such as:

  • information about ethnic origin
  • sexual orientation
  • health or religion or belief

You can ask us to stop processing this data at any time.

Who has access to the data

Your information will be shared internally, this includes:

  • members of HR, the recruitment team and payroll
  • your line manager
  • managers in the business area in which you work
  • IT staff, if access to the data is necessary for the performance of their roles

The organisation will not transfer your data to countries outside the European Economic Area.