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
Northallerton
DL7 8AL

DPO@richmondshire.gov.uk

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?

Please note the 7 year rule for retention of personnel files and linked documentation is 6 years plus 1 year to allow for anyone who may take out a claim of Equal Pay. Previously an employee could take out an Equal Pay Claim within Employment Tribunal within 6 months of leaving this was over ruled by the High Court hearing with Birmingham Council which specified that an ex-employee could take an equal pay claim to the High Court within 6 years of leaving.

Data held

Retention period

GENERAL EMPLOYMENT

P45

7 years after leaving the council

 

Personnel file – includes application forms, clearances, contract, HR letters, evidence and information relating to re-grades, restructures, changes to role, fit notes

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

Payroll record

7 years after leaving – we retain a skeleton record after this time for pension fund purposes

Payslip and claims information

7 years after leaving the council

LGPS scheme information

20 years after leaving the council

Role profile information - job descriptions and person specifications

Retained within a central database for the life of the role profile

Job evaluation profiles

Retained within a central database for the life of the evaluation

RECRUITMENT

Recruitment selection paperwork – unsuccessful applicants

6 months after process

Recruitment selection paperwork – successful applicants

Transfer to personal file then 7 years after leaving the council

DBS

DBS clearances (positive and negative)

Until employee leaves the council as invalid after 3 months of leaving

PENSION

 

LPGS pensions records - PEN 11 documents

20 years (CIPD recommendation) 

CASEWORK

 

All documentary records relating to disciplinary, grievance or performance capability cases, including correspondence, statements, reports, evidence, formal hearing documentation

7 years after leaving council

As above, where case relates to safeguarding investigations

Indefinitely

SICKNESS AND HEALTH

 

Occupational Health (OH) information - includes referrals, medical reports, etc 

As per the policy of the council's OH provider, currently Darlington Borough Council. Guidance states that individual health records should be retained until an employee reaches 100 years old. Health surveillance records should be maintained and reviewed after 40 years from the date of the last entry  

Sickness absence records

Medical information which appears on the employees personal file (rather than OH file) is deleted and confidentially destroyed in line with personal file retention period of 7 years

All documentary records relating to sickness absence, including correspondence, statements, non-medical reports, evidence, formal hearing documentation

Medical information which appears on the employees personal file (rather than OH file) is deleted and confidentially destroyed in line with personal file retention period of 7 years

HEALTH AND SAFETY

 

Safety inspection audits

6 years after audit 

RIDDOR forms

30 years after the event transfer to individual's personal file and marked 'not for destruction' 

Staff records of accidents 

30 years after the event transfer to individual's personal file and marked 'not for destruction' 

Individual health and safety risk assessments

30 years after the event transfer to individual's personal file and marked 'not for destruction' 

Health surveillance records - audiometry, HAVs, lung function, skin related cases

As per the policy of the council's OH provider, currently Darlington Borough Council. Health surveillance records should be maintained and reviewed after 40 years from the date of the last entry  

Reasonable adjustment documentation

 7 years after leaving the council

LEARNING AND DEVELOPMENT

 

Training records 

7 years after leaving the council

Training processes  (health and safety) 

50 years from completion 

Note - the 7 year rule for retention of personnel files and linked documentation is 6 years plus 1 year to allow for anyone who may take out a claim of Equal Pay. Previously an employee could take out an Equal Pay Claim within Employment Tribunal within 6 months of leaving. This was over ruled by the High Court hearing with Birmingham Council which specified that an ex-employee could take an equal pay claim to the High Court within 6 years of leaving.


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