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, information about staff will be made available to managers and/or investigators to investigate concerns raised. This may include but is not limited to, emails, chat logs and phone calls.

If the police or another government department with the power to request information about staff (for example safeguarding, fraud, immigration) asks us for information, given sufficient justification we may provide it.

What information does the organisation collect?

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

  • your name, address and 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, experience and employment history, including start and end dates, with previous employers and with the organisation
  • information about your remuneration, 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
  • details of periods of leave taken by you, including holiday, sickness absence, sabbaticals, and the reasons for any other 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 DSP reviews and ratings, training you have participated in, performance improvement plans and related correspondence
  • information about medical or health conditions, including whether or not you have a disability for which the organisation needs to make reasonable adjustments
  • details of trade union membership
  • equal opportunities monitoring information, including information about your ethnic origin, sexual orientation, health and religion or belief

The organisation collects this information in a variety of ways. For example, data is collected through application forms, CVs or resumes; obtained from your passport or other identity documents such as your driving licence; from forms completed by you at the start of or during employment (such as benefit nomination forms); from correspondence with you; or through interviews, meetings or other assessments.

The organisation seeks information from third parties with your consent only e.g. 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 and in other IT systems (including the organisation’s email system).

Why does the organisation process personal data?

The organisation needs to process data to enter into an employment contract with you and to meet its obligations under your employment contract. For example, it needs to process your data to provide you with an employment contract, to pay you in accordance with your employment contract and to administer benefit and pension entitlements.

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, to deduct tax, to comply with health and safety laws, to enable employees to take periods of leave to which they are entitled, and to 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 to ensure that individuals are permitted to undertake the role in question.]

In other cases, the organisation has a legitimate interest in processing personal data before, during and after the end of the employment relationship. Processing employee data allows the organisation to:

  • recruit
  • 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
  • operate and keep a record of disciplinary and grievance processes, to ensure acceptable conduct within the workplace
  • 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, 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
  • 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
  • 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

Some special categories of personal data, such as information about health or medical conditions, is processed to carry out employment law obligations (such as those in relation to employees with disabilities and for health and safety purposes). Information about trade union membership is processed to allow the organisation to operate check-off for union subscriptions.

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

Who has access to data?

Your information will be shared internally, including with members of the HR and recruitment team (including payroll), your line manager, managers in the business area in which you work and 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.