Recruitment privacy notice

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We process personal data about individuals who apply to work for the council. This includes temporary or agency staff, volunteers, apprenticeships, teachers, teach and officers.

We will start collecting information when you apply for a job with us and if we offer you a job, as part of the pre-employment checks we carry out.

Our Employee Privacy Notice describes the personal data processing we carry out if you begin work for us.

Why we need your personal information

When you apply for a job, we will process your personal data to:

  • assess whether you meet the criteria required for the job
  • communicate with you throughout the process.

When you are offered a job, we will process your personal data to do the following:

  • to check if you have the necessary permission to work in the UK
  • assess your suitability to work with children and/or vulnerable adults, if applicable
  • obtain references and evidence of your previous employment, education and professional membership

Our lawful bases for processing this data

  • Article 6(1)(b) processing necessary for performance of a contract we have entered into with the employee
  • Article 6(1)(c) processing necessary to comply with a legal obligation.

Our lawful bases for processing this special category data

  • Article 9(2)(b) processing is necessary for the purposes of carrying out the obligations and exercising specific rights of the controller or of the data subject in the field of employment
  • Article 9(2)(h) processing is necessary for the purposes of preventive or occupational medicine, for the assessment of the working capacity of the employee, medical diagnosis, the provision of health or social care or treatment or the management of health or social care systems and services

Personal information collected

  • personal information and contact details such as name, title, addresses, telephone numbers, personal email addresses, date of birth
  • professional body registration number, qualifications (and, where relevant, subjects taught)
  • details of your education, employment history, evidence of how you meet the requirements of the job, CVs and referees and permission to work in the UK. During pre-employment checks we will discuss with you if we need additional information, for example, a view of your LinkedIn profile for history of employment
  • contract information (such as start dates, hours worked, post, roles and salary)
  • work absence information (such as number of absences and reasons)
  • evidence of your right to work in the UK and immigration status
  • copies of driving licence, passport, birth certificates and proof of current address, such as bank statements and council tax bills
  • information about your health, including any medical needs or conditions, where relevant for your role or to assess our compliance with the Equality Act.
  • diversity and equal opportunities monitoring information. This can include information about your race or ethnicity, religious beliefs, sexual orientation, disability and other ‘special category data’
  • DBS checks, outcomes and criminal data such as prosecutions, where relevant to your application
  • other information required for some applications
  • if you contact us regarding your application, a record of that correspondence
  • details of your use of our recruitment tools and services, such as your candidate profile and alerts for vacancies
  • the status of your application and updates on how it moves forward

    Who we share information with

    • previous employers and other referees
    • schools, if the job is within a school
    • health agencies and occupational health providers if necessary
    • organisations like the Disclosure & Barring Service or professional standards agencies
    • a small number of external organisations whose systems we use for the provision of online training and career management solutions
    • selection panel advisors who can be external to the council for some roles such as public health professionals, commissioners, project managers, teachers, consultants

    Legislation that applies

    • Equality Act 2010
    • The Human Rights Act 1998
    • Rehabilitation of Offenders Act 1974
    • Asylum & Immigration Act 1996

    How we keep your information safe

    We are committed to the security of the information we collect, and we use reasonable measures to prevent unauthorised access to that information. We are required to demonstrate that our solutions meet the required levels of personal, procedural, policy, data and technical security.

    We will only process personal information for the purposes it has been collected or subsequently authorised.

    How long we keep your personal information

    • advertisements, interview notes: 1 year from application closing date
    • psychometric testing: 1 year from application closing date
    • the process of selection of an individual for a statutory and non-statutory position for unsuccessful applicants: 1 year after the job order was made live
    • appointment and summary management systems that allow the monitoring and management of statutory officers: permanently