Staff privacy notice

Warwickshire County Council collects and processes personal data relating to its staff (employees, contractors, agency workers, volunteers), and prospective staff (new recruits and applicants), to manage our working relationship with you. We are committed to being transparent about how it collects and uses your personal data and to meeting its data protection obligations.

Warwickshire County Council is a Data Controller under data protection legislation. We will comply with the data protection principles when gathering and using personal information.

 

What personal data do we collect?

Where will your personal data be stored?

Why does Warwickshire County Council process your personal data?

Who has access to your personal data?

How your data is used for the detection and prevention of fraud or crime

How does Warwickshire County Council protect your personal data?

How long does Warwickshire County Council keep your personal data for?

Your information rights

 

What personal data do we collect?

We collect and process a range of information about you. This includes:

  • Your name, address and contact details, including email address and telephone number
  • Your date of birth and gender
  • The terms and conditions of your employment/contract/agreement
  • Details of your qualifications, skills, experience and employment history, including start and end dates, with previous employers and with Warwickshire County Council
  • For employees, information about your remuneration, including entitlement to benefits such as pensions or insurance cover
  • Where applicable, 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
  • Where applicable, information about your criminal record, if you have one
  • Details of your schedule (days of work and working hours) and attendance at work
  • Details of periods of leave taken by you, for example, holiday, sickness absence, family leave and study leave, 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, performance improvement plans and related correspondence
  • Information about medical or health conditions, including whether or not you have a disability for which Warwickshire County Council needs to make reasonable adjustments
  • Where applicable or if consent given, equality and diversity monitoring information, for example information about your ethnic origin, sexual orientation and religion or belief

Warwickshire County Council may collect this information in a variety of ways. For example, data might be collected through application forms or CVs; 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.

Warwickshire County Council may also collect personal data about you from third parties, such as references supplied by former employers, information from employment background check providers, information from credit reference agencies and information from criminal records checks permitted by law.

 

Where will your personal data be stored?

Your personal data will be stored in a range of different places, including in electronic and paper personnel files, in the Council's HR and Finance management system, and in ICT systems such as email, network management, document and/or case management systems. Documentation relating to staff who have left the Council may be held in paper format under contract by our secure off-site storage provider.

 

Why does Warwickshire County Council process your personal data?

For employees, the Council needs to process personal 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 personal data to provide you with an employment contract, to pay you in accordance with your employment contract and to administer benefit, pension and insurance entitlements. It needs to process data to ensure it is complying with its legal obligations.

In some cases, such as volunteers, the Council needs to process personal data to ensure that it is complying with its legal obligations. For example, it is required to check your entitlement to work in the UK, to comply with health and safety laws.

In other cases, Warwickshire County Council has a legitimate interest in processing your personal data before, during and after the end of our working relationship with you. Processing your personal data allows us to:

  • Run recruitment processes
  • Maintain accurate and up-to-date records and contact details (including details of who to contact in the event of an emergency), and records of your contractual and statutory rights if applicable
  • Operate and keep a record of disciplinary and grievance processes, to ensure acceptable conduct within the workplace
  • Operate and keep a record of your 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 you are receiving the pay or other benefits to which you are entitled
  • Obtain occupational health advice, to ensure that we comply with duties in relation to individuals with disabilities, meet our obligations under health and safety law, and ensure that you are receiving the pay or other benefits to which you 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 we comply with duties in relation to leave entitlement, and to ensure that you are receiving the pay or other benefits to which you are entitled
  • Ensure effective general HR and business administration
  • Provide references on request for current or former staff
  • Respond to and defend against legal claims.

Some special categories of personal data, such as information about health or medical conditions, is processed to carry out employment law obligations.

Where the Council processes other special categories of personal data, such as information about ethnic origin, sexual orientation or religion or belief, this is done for the purposes of equal opportunities monitoring. Data that the Council uses for these purposes is anonymised or is collected with your explicit consent, which can be withdrawn at any time. You are entirely free to decide whether or not to provide such data and there are no consequences of failing to do so.

 

Who has access to your personal data?

Your information may be shared internally, including with members of the HR team and the recruitment manager, your line manager, managers in the business area in which you work and IT staff if access to the data is necessary for performance of their roles. Your information may also be shared with Insight for internal performance monitoring where you submit service feedback.

The Council shares your personal data with third parties in order to obtain pre-employment references from other employers, obtain employment background checks from third-party providers and obtain necessary criminal records checks from the Disclosure and Barring Service.

Warwickshire County Council also shares your personal data with third parties who process data on our behalf; this includes the following:

  • To manage the HR and payroll functions. We share your personal data in order that you receive correct remuneration and benefits and in order to administer your HR employment records.
  • To provide occupational health and employee assistance services.
  • To provide childcare vouchers, to those who are eligible.
  • To manage your performance.
  • To provide training and development opportunities.
  • To enable you to apply for other roles within Warwickshire County Council.
  • To provide access to our IT systems.

 

How your data is used for the detection and prevention of fraud or crime

Warwickshire County Council is required by law to protect the public funds it administers. We may use any of the information you provide to us for the prevention and detection of fraud. We may also share this information with other bodies responsible for auditing, administering public funds, or where undertaking a public function, in order to prevent and detect fraud. This includes the Cabinet Office, the Department for Work and Pensions, other local authorities, HM Revenue and Customs, and the Police.

Section 68 of the Serious Crime Act 2007 enables public authorities to disclose information for the purposes of preventing fraud, as a member of a specified anti-fraud organisation or otherwise in accordance with any arrangements made with such an organisation. For further information see our page on the National Fraud Initiative at www.warwickshire.gov.uk/nfi.

In limited situations we may monitor and record electronic transactions (website, email and telephone conversations). This will only be used to prevent or detect a crime, or investigate or detect the unauthorised use of the telecommunications system and only as permitted by the Telecommunications (Lawful Business Practice) (Interception of Communications) Regulations 2000.

 

How does Warwickshire County Council protect your personal data?

The Council takes the security of your personal data seriously. We have internal policies and controls in place to try to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by Council staff in the performance of their duties. Some of the ways in which we protect your personal data include:

  • Implementing appropriate technical and organisational measures to protect the confidentiality, integrity and availability of personal data and information
  • Ongoing continuous review of data protection and security
  • Regular review of the Council’s information governance and security policies and procedures
  • Ongoing training and awareness for staff on information compliance and security
  • Alignment with codes of conduct, certification schemes and government guidance, including the HMG Security Policy Framework, government baseline security standards and the National Cyber Security Centre (NCSC)
  • Use of the government Supplier Assurance Framework and Crown Commercial Services frameworks when working with suppliers and third parties
  • Regular review of security and cyber risks.

Where we engage third parties to process personal data on its behalf, they do so under contract and on the basis of written instructions. Third parties are under a duty of confidentiality and are obliged to implement appropriate technical and organisational measures to ensure the security of data and comply with data protection legislation.

 

How long does Warwickshire County Council keep your personal data for?

We will hold your personal data for the duration of your employment. The periods for which your data is held after the end of employment are set out in Warwickshire County Council’s retention schedules.

 

Your information rights

As a data subject, you have a number of rights. You can:

  • Access and obtain a copy of your data on request
  • Require us to change incorrect or incomplete data
  • Require us to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing
  • Object to the processing of your data (in certain circumstances)

If you would like to exercise any of these rights, please contact HR or your line manager or as informed in the service specific privacy notice.

Please note that if you wish to obtain a copy of your personal data, this should be requested through Information Management and the Council’s access to information procedure. The HR team handle Subject Access Requests made by current and past employees.

If you believe that we have not complied with your data protection rights, please contact the Council’s Data Protection Officer in the first instance at dataprotectionofficer@warwickshire.gov.uk.

You can also contact the Information Commissioner’s Office (ICO) if you are not satisfied with the response. www.ico.org.uk

 

September 2018  - Subject to change 

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WCC People Finder

The following privacy notice applies to the internal WCC People Finder (staff directory)

Last updated: 06/06/2018

 

Purpose for processing

To find staff and service contact numbers, work email, location address, manager and team members. To verify identity of staff and check identity of staff for re-issuing id badges.

 

Personal information collected and lawful basis

  • Name
  • Position
  • Work email and location
  • Manager name and team member names
  • Photograph
  • Staff and id badge identifiers.

Some data is collected from HR if an employee. Id badge data is collected from Facilities. Telephone number from ICT.

Processing is necessary for the purposes of legitimate interests of working for Warwickshire County Council, issuing identity badges, verification of identity, security of buildings, safety of staff working for WCC.

Who we may share your information with

WCC staff internally can view via network access only. Other WCC systems may use limited data.

How long we will hold your information

Only while working for WCC, data will be deleted on leaving.

Your information rights

Your information rights for this service are set out below.

Access to your personal information, or rectification - self service, contact your line manager or your People Finder Administrator

Erasure of your personal information, restriction or object to processing - limited rights, information is required for legitimate interests and only removed when leaving WCC. Contact your People Finder Administrator

Data Portability - you do not have any rights to a portable version in a structured format.

See  www.warwickshire.gov.uk/staffprivacy for more general information on how we process your information including contact details for the council and the Data Protection Officer, if you have a complaint about your information rights.  

 


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Warwickshire Fire & Rescue

The following privacy notice only applies to staff working for Warwickshire Fire & Rescue and should be read in addition to the main WCC staff privacy notice.

Last updated: 09/05/2018

Warwickshire County Council’s Fire and Rescue Service collects and processes personal data relating to our staff in order to manage our working relationship with you. We are committed to being transparent about how we collect and use your personal data and to meeting our data protection obligations.

 

Purpose for processing personal information

The Service processes personal information in order for us to carry out basic administration, firefighting, deliver other emergency services, fire protection and fire prevention which includes:

  • To ensure the Fire and Rescue meets its statutory obligations, including those related to diversity and equal opportunity
  • To provide personalised personal protective equipment
  • Managing and maintaining the Health & Safety and the health and fitness of our staff
  • Providing support services including Occupational Health and counselling services for our staff
  • To provide appropriate training for the various roles
  • Managing working patterns
  • Recognising and rewarding staff ie long service awards, commendations
  • Reporting incidents and accidents
  • Service reviews and improvement
  • Maintaining our own accounts and records, including the management of fire service assets and property
  • Supporting and managing our employees
  • Undertaking research
  • Training staff using video and audio recordings
  • Using building and vehicle CCTV systems for monitoring and collecting visual images for the purpose of security, the prevention and detection of crime

 

Types of personal information collected and the lawful basis for processing:

The service processes personal information which includes but is not limited to:

  • Personal details – for example, name / age / address / National Insurance number and family details
  • Personal measurements for kit
  • Contact information including email address
  • Financial details
  • Lifestyle and social circumstances
  • Details of incidents and accidents
  • Licenses, certificates held
  • Education, training, competency level and employment details
  • Visual (photo/video) imagery and audio recordings

 

The legal bases for processing this personal information are:

  • For compliance with a legal obligation
  • Legitimate interests for employment, network access and system security

 

We also process sensitive (special category) personal information which may include but is not limited to:

  • Physical or mental health details
  • Racial or ethnic origin
  • Offences and alleged offences
  • Trade union membership

 

The legal bases for processing this sensitive (special category) information are:

  • Obligations under employment for staff
  • Establishment, exercise or defence of a legal claim
  • For assessing the working capacity of an employee

 

For the staff counselling service and for awards and recognitions, the lawful basis for the processing of personal information is:

  • Consent to the processing

 

Who we may share your information with

Occasionally, we may need to share the personal information you have given to us or we’ve collect about you with partner organisations. These include but are not limited to:

  • Other blue light emergency services, for example police/ambulance
  • Hospitals, healthcare and welfare organisations
  • Personalised equipment suppliers
  • Local and central government
  • Health and safety executive
  • Courts and law enforcement / prosecuting authorities / solicitors
  • Insurance companies and loss adjusters
  • Press/media

 

We do have specific data sharing agreements in place with local agencies and sometimes the law requires that we may have to pass your details on to a third party – for example to prevent crime.

 

Information will only ever be shared when it is strictly necessary to help us provide effective services and in some instances you may have the right to refuse. We will not pass it onto any other parties unless we are required to do so by law or in all reasonable circumstances the disclosure is fair and warranted for the purposes of processing or subject to Data Protection exemptions.

 

How long we will hold your information

This can be 6, 10, 25, 40, 50 or 75 years depending on the nature of the information recorded.  

For further details please see the WCC HR retention/disposal schedule on Information Management's Retention and Disposal webpage.

 

Your information rights

Your rights are set out in the WCC staff privacy notice, see: www.warwickshire.gov.uk/staffprivacy

 

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