Human resources privacy notice

This privacy notice is to let you know how we promise to look after your personal information. This notice explains how we do this and tells you about your privacy rights and how the law protects you.

This privacy notice covers the following areas of human resources:

  • recruitment
  • retirement
  • redundancy
  • terms and conditions
  • pension
  • exit survey
  • disciplinary
  • grievance
  • capability
  • absence; holiday/sickness/maternity/paternity/parental/bereavement/compassionate/dependant/phased return
  • occupational health
  • loans
  • cyclescheme

What information do we collect?

The type of information we collect will depend on why you have got in touch with us. The information will include some or all of the following:

  • name, address, contact details, next of kin details
  • application form including; application history, education history and employment history
  • gender, age, ethnicity, disability, sexual orientation, religion/belief
  • date of birth, national insurance number, bank/payee details
  • identification, immigration and asylum, for example, right to work in the UK
  • current employment; manager name, contact details, employer type, contract, job title, team, working hours, performance data
  • absence data; maternity/paternity, health history
  • health screening, surveillance and monitoring, medical advice, occupational health
  • pension, National Insurance
  • basic pay, allowances, deductions, additional payments history, overtime
  • vehicle details and mileage, expenses occurred
  • accident and incident details
  • training development, qualifications

Who uses this information?

Which areas internally to Harrogate Borough Council use this data;

  • HR support officers
  • employee relations team
  • managers in the performance of their duties
  • recruiting managers
  • organisational and people development team
  • other council and government services
  • occupational health
  • legal and governance
  • to enable us to fulfil freedom of information requests

External to Harrogate Borough Council

  • other council and government services
  • occupational health

Why do we use this information?

  • to recruit, employ and pay employees
  • statutory requirements, for example government reporting
  • internal reporting - absence
  • internal reporting - service delivery, improvement and planning
  • equality monitoring
  • supporting managers for example, attendance management, disciplinary, grievance

What authority does Harrogate Borough Council have to collect and use this information?

The human resources service process personal data under the following categories of lawfulness in the General Data Protection Regulation:

6(1)(a) the data subject has given consent to the processing of their personal data for one of more specific purposes
6(1)(b) processing is necessary for the performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract
6(1)(c) processing is necessary for compliance with a legal obligation to which the controller is subject
9(2)(b) processing is necessary for carrying out obligations under employment, social security or social protection law, or a collective agreement
9(2)(f) processing is necessary for the establishment, exercise or defence of legal claims or whenever courts are acting in their judicial capacity
9(2)(g) processing is necessary for reasons of substantial public interest on the basis of Union or Member State law which is proportionate to the aim pursued and which contains appropriate safeguards
9(2)(j) processing is necessary for archiving purposes in the public interest, scientific, historical research purposes or statistical purposes

The tasks that we carry out in exercise of official authority are mainly required under the following laws (although other legislation applies)

Employment law

Who are we likely to share this information with?

We may sometimes share the information that we have collected about you where it is necessary, lawful and fair to do so. We may share information with the following groups for these purposes:

  • with other services within Harrogate Borough Council to;
    • payroll
    • ICT
    • corporate workplace and facilities
  • allow managers to manage recruitment processes help carry out their legal duties, including the enforcement of regulations
  • allow managers to manage your employment and performance
  • provide statistical data
  • legal team (if required for the purposes of an investigation)

Sharing information during the Covid-19 pandemic crisis

Personal data or special category data may be shared with relevant organisations and agencies during the Covid-19 pandemic crisis. The lawful basis for sharing this information is that (1) it is necessary for the performance of a task in the public interest and (2) to protect the vital interests of an individual.

How do we keep this information secure?

Information which is held electronically is either held in files that are held on the council's servers or dedicated databases. These systems are password protected and only accessible to people who need access to them

Information which is held on paper is either stored in offices which are subject to access controls or in the dedicated archive provision for the council. Where information is removed from the office for operational purposes the amount of this is minimised and staff are trained to ensure that this is kept secure at all times

When computers make any decisions about you?

The human resources service does not make or use any automated decisions

When your data gets sent to other countries?

We do not send any information we collect about you outside the United Kingdom

How long do we keep this information?

We have a human resources retention policy which details how long we keep different types of information and when these are deleted.

What are your rights?

You have the right to request Harrogate Borough Council stop processing your personal data in relation to any council service. See our main privacy notice for details.