Human Resources - People Services

1. The purpose for which we use your personal data

The information we collect about you will be used for the following purposes:

• Processing your application for employment
• Maintaining your employment record
• Paying your salary (payroll)
• Administering benefit and pension entitlements

The legal basis for the processing of your information is to exercise our authority to employ staff under Section 111 of the Local Government Act 1972.

We collect and use information about your health and other special category (sensitive) personal data because it is necessary for the purpose of exercising obligations under employment law.  We process information about criminal convictions for reasons of substantial public interest, on the basis of the legislation referred to above.

If you do not give us the information we need when we ask for it, this may result in us being unable to:

• Properly process or even consider your application for employment
• Maintain accurate records of absences including leave entitlement
• Provide you with employee benefits to which you are entitled to

Recruitment is not based on automated decision-making.

2. What type of information do we use?

We collect the following types of personal data about you to deliver this service:

• Contact details
• Qualifications, skills, experience and employment history/references
• Equal opportunities monitoring information including your Racial or Ethnic origin, Religious or Philosophical beliefs, Gender identity and/or Sexual orientation
• Current level of remuneration, including entitlement to benefits such as pensions
• Date of birth
• Unique reference number
• Passport and information on your entitlement to work in the UK
• Tax, student loan, national insurance details and deduction of earnings orders
• Bank/payment details
• Images/photographs
• Information about medical or health conditions, including whether you have a disability for which the Council needs to make reasonable adjustments
• Marital status, next of kin, dependants and emergency contacts
• Criminal convictions and offences, depending on the requirements of the post
• Terms and conditions of your employment
• Details of periods of leave taken, including holiday, sickness absence, family leave, maternity, paternity, adoption, shared parental leave and sabbaticals, and the reasons for the leave
• Trade union membership
• Pension details
• Salary sacrifice documentation
• Details of any disciplinary, grievance or whistleblowing procedures in which you have been involved
• Assessment of your performance, including appraisals, performance improvement plans and related correspondence
• Details regarding membership of professional bodies

3. Do we use information received from other sources?

To provide this service, we collect information directly from you but also receive information from the following sources:

• Disclosure & Barring Service
• Education Workforce Council
• HM Revenue & Customs
• Department for Work & Pensions
• The Council’s Employee Wellbeing Service
• Tribunal Service
• Local Government Pension Scheme
• Teacher’s Pensions
• Current or former employers
• Providers of employee benefits, such as car salary sacrifice scheme, child care vouchers etc.
• The Council’s Child protection & Adult Safeguarding Services

The following types of personal data is obtained, depending on your circumstances:

• Disclosure & Barring Service responses
• Education details
• Tax, student loan, national insurance details and deduction of earnings orders
• Medical reports and certificates
• Jury service forms
• County Court Order deductions
• Pension details
• References from current or former employers
• Information regarding allegations against Carmarthenshire County Council employees in respect of child protection and adult safeguarding cases

4. Transferring your information abroad

We use Microsoft Office 365 to process our electronic documents under the terms of a strict agreement, which safeguards your information. This personal data is hosted on servers outside the UK, but only in EU countries which are subject to the General Data Protection Regulation.

Otherwise your information will not be transferred outside the United Kingdom, unless we have to write to an employer based abroad for a reference.  We only provide your name and address when we need to do this.

5. Who has access to your information?

We may share your information with the following recipients depending on your circumstances:

• Disclosure & Barring Service
• Education Workforce Council
• HM Revenue & Customs
• Department for Work & Pensions
• The Council’s Employee Wellbeing Service
• Tribunal Service
• Local Government Pension Scheme
• Teacher’s Pensions
• Current or former employers, including obtaining references
• Providers of employee benefits, such as car salary sacrifice scheme, child care vouchers etc.
• Local Authority Revenues and Benefits sections
• Prospective employers
• Trade unions
• Wales Audit Office
• The Council’s Internal Audit service
• Recruiting managers and interviewers involved in the recruitment process
• Councillors as members of Committees dealing with HR matters
• Accountancy
• Risk management
• Legal Service
• School Governing bodies
• External funding bodies
• Mortgage or rental references
• Future employers who are party to a TUPE transfer
• Kent County Council who provide our DBS checking service

There are also specific situations where we may be required to disclose information about you, such as:

• Where the Council is required to provide the information by law
• Where disclosing the information is required to prevent or detect a crime
• Where disclosure is in the vital interests of the person concerned

6. How long we will keep your information

We will keep your information for the duration of your employment plus 6 years if you don’t work with children and for 25 years if you do work with children. The length of time your personal data is kept after the end of employment is determined by the Council’s Retention Guidelines.

7. Your Data Protection rights

You have the right to:

• Obtain access to the personal data that Carmarthenshire Council is processing about you
• Have any inaccurate or incomplete information rectified (corrected)
• Withdraw your consent to processing, where this is the only basis for the processing
• Make a complaint to the Information Commissioner’s Office (ICO), the independent body in the UK which protects information rights

In some circumstances, you may have the right to:

• Object to the processing of your personal information
• The erasure of your personal data
• Restrict the processing of your personal information
• Data portability

8. Contact details

For more information regarding this privacy notice and your rights, please contact:

Data Protection Officer
Carmarthenshire County Council
County Hall
Carmarthen
SA31 1JP

Email: dataprotection@carmarthenshire.gov.uk

Contact details for the Information Commissioner’s Office along with further guidance on Data Protection legislation can be found on the ICO website .