Human Resources Privacy Notice

Under the General Data Protection Regulation 2016 (GDPR) and Data Protection Act 2018 (DPA) Bassetlaw District Council, Queen’s Building, Potter Street, Worksop, Notts, S80 2AH is a Data Controller for the information it holds about you. The Council’s Human Resources (HR) department collects, holds and processes your personal and sensitive information if you are an applicant, employee, agency manager or an external attendee to one of our training courses. The lawful basis for the Council using your personal information for this purpose is your Consent, Contract, to comply with a Legal Obligation and our Legitimate Interests.

Information we collect about you

We MAY collect and process the following pieces of personal information for HR purposes:

  • Name
  • Address
  • Contact Number and/or Email
  • Gender
  • Date of Birth/Age
  • Ethnicity
  • Medical History/Disability including Health Screening and Medical Advice
  • Sexual Orientation
  • Religion/Belief
  • Details of Trade Union Membership
  • Signature
  • National Insurance Number
  • Bank Account/Payee Details
  • Immigration information including Right to Work in the UK
  • Next of Kin information including Emergency Contact information
  • Application Data
  • Employment History
  • Employment References including Disclosure and Barring
  • Education Data & History
  • Training and Development
  • Contract Data i.e. Job Title, Team and Contracted Hours
  • Absence History
  • Discipline, Grievance and Performance Management
  • Pension and Tax Details
  • Basic Pay, Allowances and Deductions
  • Vehicle Details and Mileage, including expenses incurred
  • Accident and Incident Details

We can collect your information via the following methods:

  • Application forms and CVs
  • Your passport or other identity documents such as your driving licence
  • Documentation completed by you at the start of or during employment
  • Qualification certificates
  • Correspondence and progress reports from training providers
  • Correspondence with you
  • Interviews, meetings or other assessments

The above list is not exhaustive.

Use of your personal data

We are collecting your personal data for the following purposes:

  • To recruit, employ and pay staff
  • To enter into an employment contract with you
  • To maintain accurate and up-to date employee records
  • To provide training and appraisals
  • To assist in equality monitoring
  • To assist in service delivery, service improvement and planning
  • To provide references on request for current or former employees
  • To respond to and defend against legal claims
  • To ensure effective general HR and business administration
  • To statutory report i.e. to the Government
  • For the prevention and/or detection of crime or fraud

We are required by the following legislation to process your personal data appropriately:

  • Data Protection Act 2018.
  • Local Government Act 1972
  • Employment Rights Act 1996
  • Employment Act 1992
  • Rehabilitation of Offenders Act 1974
  • Equality Act 2010
  • Trade Union Act 2016

The above list is not exhaustive.

Sharing of your personal data

We MAY share your information with the following third parties for the reasons detailed above:

  • Other Council staff i.e. Unit Managers
  • Other Local Authorities i.e. Nottinghamshire County Council or other District Councils
  • Previous/future employers for references
  • Third Party companies that provide services to the Council i.e. Occupational Health or training providers
  • Nottinghamshire Local Government Pension Scheme
  • Westfield Health
  • Trade Unions
  • Disclosure and Barring service for essential criminal records checks for specific job roles

The above list is not exhaustive.

We will not sell or rent your information to third parties. We will not share your information with third parties for marketing purposes.

Keeping your personal data

We will keep your personal data in accordance with our retention schedule, unless you explicitly request it to be removed under GDPR information rights. This right to have your data removed is not an absolute right, for example, we will need to retain your data if this information forms part of a legal requirement, public registry or an existing contract.

We want to ensure any information we hold is accurate. You can help us by promptly informing us of any changes to the information we hold about you.

View the most recent copy of the Retention Schedule. The Retention Schedule is a Live Document and as such, is updated regularly. Read our policy and guidelines that govern how we manage our Retention Schedule.

Protecting your personal data

We are strongly committed to data security and will take reasonable and appropriate steps to protect your personal information from unauthorised access, loss, misuse, alteration or corruption. We have put in place physical, electronic, and managerial procedures to safeguard the personal information that we hold.

We do not currently transfer your data to any third country or international organisation.

Research and statistics

Anonymised and pseudonymised data may be used for research and statistical purposes. Any data collected may be used for research and statistical purposes that are relevant and compatible with the purpose that the data was collected for.

Your rights

There are a number of rights that you may exercise depending on the legal basis for processing your personal data. In most cases, these rights are not absolute and there may be compelling or overriding legal reasons why we cannot meet these rights in full. This will be explained to you in more detail should you contact us for any of the reasons detailed below:

  • Request a copy of the personal information the council holds about you
  • To have any inaccuracies corrected
  • To have your personal data erased
  • To place a restriction on the council’s processing of your data
  • To object to processing and
  • To request your data to be ported (data portability)
  • To object to any automated decision making including profiling and the right to ask for any automated decision making to be reviewed by a human

Where the processing of your personal data is based on your consent, in most circumstances, you have the right to withdraw that consent at any time and we will act on your instructions.

For more information about how the Council may use your data and to learn more about your rights please see the Council’s Privacy Statement.

If you have any concerns or questions about how your personal data is processed, please contact the Council’s Data Protection Officer at the above address or by email to If you are dissatisfied, you can then make a complaint to the Chief Executive under stage 1 of the Council’s complaints procedure.  Should you wish to pursue this further, please send your reasons in writing to the Council’s Chief Executive Officer here at Queen’s Buildings. If you remain dissatisfied with the Council’s response, you can complain to the Information Commissioner's Office in writing to: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF or by telephone 0303 123 1113 (local rate) or 01625 545 745


Last Updated on Thursday, October 8, 2020