This is Your Personal Data
Human Resources - How we handle your information
Information for the public
Everyone working for Human Resources service has a legal duty to keep and process information about you in accordance with the law. This document explains why we ask for your personal information, how that information will be used and how you can access your records.
Why is information recorded about me?
We use information about your application for employment to enable us to carry out specific functions for which we are responsible and to provide you with a service. We keep records about job applicants within the Tribepad recruitment system.
These records may include:
• basic details about you, for example, name, address, date of birth,
• unique identifiers (such as your NI number),
• protected characteristics including gender, race, disability, religion, sexual orientation and nationality
• contact we have had with you, for example, appointments & letters of correspondence,
• relevant information from other people that we have been in contact with, in relation to the application
• all information about the recruitment process
What is the information used for?
Your records are used to help ensure that we provide you with the service that you need to apply for positions within Northumberland County Council. It is important that your records are accurate and up to date as they will help make sure that our staff are able to provide you with the help, advice or support you need. If you do not provide us with this information, then the Appointing Officer will only shortlist on the information provided.
How long for?
In order to provide you with this service, we rely on the legal basis of Article 6 Section (A - Consent, C – Legal Obligation, E – Public Task and F – Legitimate Interests) of the UK General Data Protection Regulation (GDPR). Your details will be kept for at least 6 months after the application subject to any recruitment investigation. The successful applicant details will only be kept after this period. Processing is kept to a minimum and will only be processed in accordance with the law.
Occasions when your information needs to be disclosed (shared) include:
• Requests for anonymised information from Government
• Benchmarking data (anonymised)
• where the health and safety of others is at risk,
• when the law requires us to pass on information under special circumstances e.g. Equality Act 2010
Anyone who receives information from us has a legal duty to keep it confidential
We are required by law to report certain information to appropriate authorities – for example:
• where we encounter infectious diseases which may be a public health concern
• where a formal court order has been issued.
• Government requests for data
• Benchmarking data
HR work with the following partner organisations:
• North Tyneside Council who provides management support for Education HR
• Northumberland Fire & Rescue
• South Tyneside Council who administer the Pension Fund
Who has access to your personal information?
Your information will be shared internally for the purposes of the recruitment process and only be accessed and processed by authorised personnel for the performance of their duties such as:
Recruitment and Resourcing Team
People named by candidates as referees
The DBS for criminal records checks
Occupational Health Services to confirm your fitness for work for certain job roles
Providers of psychometric tests for certain job roles
We will not share your data with third parties, unless your application for employment is successful and we make you an offer of employment. We will then share your data with:
Former employers to obtain references for you
Employment background check providers to obtain necessary background checks e.g. Occupational Health.
Disclosure and Barring Service to obtain necessary criminal records checks.
Information will be processed within the European Economic Area (EEA) and will not be shared with overseas recipients. We may also share some of your information subject to strict agreement on how it will be used with:
• Regional Local Authorities and Government offices regarding requests about applicant data. All data provided will be anonymised.
Can I see my records?
The UK GDPR allows you to find out what information is held about you, on paper and computer records. This is known as ‘right of subject access’ and applies to your Recruitment records along with all other personal records.
If you wish to see a copy of your records, you should submit a Subject Access Request which is available on our website or by contacting the Information Governance Team directly. You are entitled to receive a copy of your records free of charge, within a month of your request.
In certain circumstances access to your records may be limited, for example, if the records you have asked for contains information relating to another person.
Do I have Other Rights?
Data Protection laws gives you the right:
1. To be informed why, where and how we use your information.
2. To ask for access to your information
3. To ask for information to be corrected if inaccurate or incomplete.
4. To ask for your information to be deleted or removed where there is no need for us to continue processing it.
5. To ask us to restrict the use of your information.
6. To ask us to copy or transfer your information from one IT system to another in a safe and secure way, without impacting the quality of the information.
7. To object to how your information is used.
8. To challenge any decisions made without human intervention (automated decision making).
9. To lodge a complaint with the Information Commissioner’s Office whose contact details are below.
10. If our processing is based upon your consent, to withdraw your consent.
If you would like to know more about how we use your information, or if for any reason you do not wish to have your information used in any of the ways described in this leaflet, please tell us.
Please contact HR Recruitment on 01670 623930 or email email@example.com
Data Protection Officer: firstname.lastname@example.org
You also have the right to complain to the Information Commissioner’s Office if you are unhappy with the way we process your data. Details can be found on the ICO website, or you may write to the ICO at the following address:
Information Commissioner's Office
Tel: 0303 123 1113 (local rate) or 01625 545 745 if you prefer to use a national rate number