Richmondshire District Council

This privacy notice is designed to help you understand how and why human resources process your personal data. This notice should be read in conjunction with the council’s corporate privacy notice and other purpose-specific notices which can be found at the end of this page.

Who are we?

Richmondshire District Council is a ‘Data Controller’ as defined by Article 4(7) of the General Data Protection Regulation (GDPR).

The council has appointed Veritau Ltd to be its data protection officer. Their contact details are:

Information Governance Office
Veritau Ltd
County Hall
Racecourse Lane

01609 532526

What personal information do we collect?

We process your information to fulfil our obligations associated with your employment contract. This information includes, but is not limited to:

  • Personal identifiers (your name, address, date of birth etc)
  • Contact information (email address and phone number)
  • National insurance number
  • Previous job experience and qualifications (including copies of certificates and employment references)
  • Information about your employment attendance and performance (including disciplinary information)
  • Information about your ethnicity, religious beliefs and trade union membership (for the purposes of equality monitoring)
  • Information about your right to work
  • Relevant medical information which affects your employment
  • Emergency contact information of those individuals you identify
  • Financial information, including bank account information, tax, and pension contributions to facilitate salary payments

Why do we collect your personal information?

  • HMRC
  • Department of Work and Pensions, if applicable
  • North Yorkshire Pension Fund
  • Any salary sacrifice arrangement you sign up to
  • Your trade union, if applicable
  • North Yorkshire County Council’s disclosure and barring service in order to conduct criminal record checks, if applicable
  • Xentrall who administer payroll functions for the council
  • Prospective future employers, landlords, letting agents, or mortgage brokers where you have asked them to contact the council to seek a reference
  • Darlington Borough Council Occupational Health Service 

Who do we share this information with?

  • Government departments
  • Immigration services
  • Local taxation
  • North Yorkshire County Council
  • Housing options
  • Housing
  • Landlords

How long do we keep your information for?

Data held

Retention period



6 years after leaving the council


Personnel file – includes application forms, clearances, contract, HR letters, sick notes

6 years after leaving the council – may be retained for longer if individual safeguarding or national issues arise, eg the Goddard enquiry

Payroll record

6 years after leaving – we retain a skeleton record after this time

Payslip and claims information

6 years after leaving the council

LGPS scheme information

20 years after leaving the council

Occupational Health (OH) Information – includes referrals, medical reports etc.

40 years after leaving the council

Training records (includes data held on any training admin system)

6 years after leaving the council


Recruitment selection paperwork – unsuccessful applicants

6 months after process

Recruitment selection paperwork – successful applicants

Transfer to personal file then 6 years after leaving the council


DBS clearances (positive and negative)

Until employee leaves the council



Casework records

6 years after leaving council

Records relating to safeguarding investigations


What is our lawful basis for processing your information?

The council processes your information in relation to your employment contract and is therefore satisfying article 6(1)(b) and article 9(2)(b) of the GDPR.

For more information about how the council uses your data, including your privacy rights and the complaints process, please see our corporate privacy notice.

For more information on how we process your information for employment purposes you may wish to read the following privacy notices:

A to Z of Services