The information provided within the employment check system will be administered and processed by the Registered and Umbrella Body, Powys County Council.
Privacy Notice - Employees
This notice is provided for clarification on what information the Council needs in order to process employee personal records. It is necessary for the Council to gather, collect, store and process personal information in order to deliver its services. The Council puts measures in place to protect the privacy of individuals throughout this process.
Who is responsible for your information?
All personal information is held and processed by Blaenau Gwent County Borough Council in accordance with Data Protection legislation. For information on the role of the Data Controller, Data Protection Officer and Contact Details for the Council, please refer to the ‘Data Protection’ page of the Council’s website:
https://blaenau-gwent.gov.uk/en/Council/data-protection-foi/data-protection-act/
What Information do we need?
Blaenau Gwent County Borough Council will collect personal information about you, and if necessary, your family and other parties. This information will include:
• Details about you, such as, your name, address, NI number, telephone number, email address, date of birth, gender, bank details, union membership, medical conditions, sickness, conviction data, emergency contact, next of kin; relationship status, religion, ethnic origin, national identity, sexual orientation, disability, language preference and personal caring responsibilities. This information is only requested in order to monitor the effectiveness of our equality and diversity policies.
• Other relevant information needed to process your employment record, such as a description of your duties.
We will use this information to process your request and/or administer the necessary action. We may check some of the information with other sources to ensure the information you have provided is accurate.
Why do we need your information?
This information is required by the Council in order to manage your contract of employment.
Who will we share your information with?
To enable the Council to process your employment record and comply with our legal obligations, we will share your information with partner organisations, including:
• Department for Work and Pensions, HM Revenue and Customs and other Government departments;
• Pension providers;
• Trade Unions;
• Auditors and Regulators;
• Occupational Health Provider;
• Powys County Council DBS Unit;
• SRS (Shared Resource Service Wales) – ICT service provider;
• Software Consultants e.g. support for MidlandHR and Civica
• All Wales Academy (online e-learning)
• Current, past and prospective employers;
• Professional bodies;
• Data processors;
• The disclosure and barring service;
• Insurance Brokers and Insurers;
• Approved organisations and people working with the Council.
The Council will also make any disclosures required by law and may also share this information with other bodies responsible for detecting/preventing fraud or auditing/administering public funds.
What is the Lawful basis for processing?
In order to comply with GDPR, personal data shall only be processed where a condition is met under article 6 of the legislation.
In this case, I can confirm the lawful basis for processing are as follows:
• performance of a contract with you or you have asked us to process your information prior to entering onto a contract
• a legal obligation that requires us to process your personal information
• a legitimate need to use information for a specific purpose that does not unjustifiably infringe on your rights or freedoms
How long do we keep your information?
The Council will only keep your information for as long as is necessary. For employee personal records this is usually 6 years following termination of employment. Full details of how long the Council retains your information are outlined in the Retention and Disposal Policy.
Providing accurate information
It is important that we hold accurate and up to date information. If any of your details have changed, or change in the future, please ensure that you tell us as soon as possible so that we can update your records.
Automated Decision Making
Some decisions are computer-based as the Council uses automated systems to support its services. If your personal data is processed by automated means, you will be notified of the outcomes and a summary of the criteria used in this process. The results are subject to a final decision by the relevant service manager.
Please note that all information contained within the employment check system will be stored and processed by Powys County Council and Cantium Business Solutions (System Provider).
“Please note that the following ONLY applies to standard and enhanced applications for Disclosure and Barring Service (DBS) Checks and only in cases where an applicant cannot provide sufficient documentation to evidence their identity under route one criteria.
https://www.gov.uk/government/publications/dbs-identity-checking-guidelines
This DOES NOT apply to Disclosure Scotland Basic (unspent convictions) checks for example those applicants who require basic checks in order to meet BPSS (Baseline Personnel Security Standard) requirements.”
EXTERNAL ID CHECKS - TERMS & CONDITIONS FOR END USERS
When establishing the true identity of an applicant an external ID verification check may be used as an alternative to Route 1/1a. This will require us to provide an applicant’s details (as presented on the application form) to our chosen supplier Experian, who will compare the data obtained from the applicant against a range of independent, external data sources.
Please take a moment to read the Experian Terms and Conditions with regards to the core terms concerning the nature and use of the services, confidentiality, data protection, compliance and audit.
https://www.experian.co.uk/legal-information/terms-and-conditions.html
* END OF END USER TERMS*