Human Resources Advice Team Privacy Notice
Who we are and what we do
Human Resources Advice Team is part of Gateshead Council. We provide services to schools, academies and organisations that purchase our SLA.
This privacy notice provides specific information about how we process your personal data when we advise our client (your employer).
What type of information is collected about you
The data collected about you will depend on the nature of the professional advice sought by your employer. This can include information in relation to performance management, disciplinary, grievance, bullying and harassment and absence management procedures. We may collect specific data such as:
- name
- address
- contact details (including email address and telephone number)
- date of birth
- national insurance number
- gender
- bank account details
- marital status
- next of kin, dependents and emergency contacts
- qualifications and skills
- the terms and conditions of your employment
- attendance at work
- information linking you to a post(s)
- grade
- salary
- allowances
- days of work, working hours your contracted hours and hours worked
- length of service and continuous service date
- information about your remuneration (including entitlement to benefits such as pensions)
- details of periods of leave taken by you (including holiday, sickness absence, dependency leave, career breaks, maternity, paternity and shared parental leave and the reasons for the leave)
- details of any disciplinary or grievance procedures in which you have been involved, including any warnings issued to you and related correspondence
- assessments of your performance (including appraisals, performance reviews and ratings, performance development plans and related correspondence)
- apprenticeships, training, learning activities and courses you have participated in
- equal opportunities monitoring information
- pension information if you are a member of an occupational pension scheme
- applications and requests you make in relation to Leave of Absence
- information obtained via correspondence with you in relation to HR policies and procedures
- information provided by you in relation to employee benefits
- information obtained in relation to professional registration
We may process the following Special Category data:
- race/ ethnic origin
- disability
- health condition
- religion or philosophical belief
- sexual orientation
- criminal conviction information (offences and alleged offences)
- information provided via Occupational Health in relation to your health and wellbeing (including employee medical records, health surveillance records, ill health retirement records, and counselling and physio reports)
- vetting and barring checks
- trade union membership
- ethnic origin
- sexual orientation
- gender
- race
- religion or belief
- information about medical or health condition (including whether or not you have a disability for which your employer needs to make reasonable adjustments)
How we collect information about you
We collect information about you from various sources, to provide services to our client organisation, including:
- directly from you
- from third parties in connection with your employment, for example Police
- from your employer in relation to your job role, pay and the role we are advertising
Why we need your information
Our purpose for collecting your personal data is to advise your employer who has engaged the services of HR Advice. The lawful bases for our processing are:
- legitimate interests
Our lawful basis for processing of sensitive personal data is:
- employment, social security and social protection (if authorised by law)
Who your information can be shared with
Our Corporate Privacy notice explains information sharing the Council carries out. This sharing fulfils statutory obligations, legal requirements, and service delivery. Personal data relating to your employment can be shared with:
- professional registration bodies
- third parties in the context of a transfer of some or all of its services e.g. TUPE
- expert partners such as employment law solicitors
- central government, Department for Education and regulatory bodies including CQC, OFSTED
Our lawful basis for this sharing is legitimate interests and your consent is not required. If we wish to share your information with other council services or third parties such as trade unions for purposes outside of those listed above we will ask for your permission.
How long we will keep your information
We keep your information for as long as we need to provide services to you. We may also need to keep your information in accordance with legal or other obligations. Where we have no need to keep your data it will be securely destroyed. We keep a Record of Processing Activity (a requirement under the GDPR). This sets out the specific retention periods applicable in different circumstances. For more information, please contact HRstrategic@gateshead.onmicrosoft.com
Where your information is held
Data is stored in a range of different places, including in your personnel file (digital and paper copy), and in other IT systems.
How you can update your information
Our delivery of efficient services depends on the accuracy of your information.
Please inform us of any changes to the following:
- email address
- personal circumstances
- postal address
- any of the other information we hold
Please contact HRstrategic@gateshead.onmicrosoft.com
Your information rights
Please see the relevant section of our Corporate privacy notice.
Marketing and e-newsletters
Please see our email marketing privacy notice.
Business intelligence, profiling and automated-decision making
Please see the relevant section of our Corporate privacy notice.
Protecting your information
Please see the relevant section of our Corporate privacy notice.
Data Protection Officer
Data Protection Officer
Civic Centre
Regent Street
Gateshead
NE8 1HH
Telephone number: 0191 433 3000
Information Commissioner's Office
The Information Commissioner is the UK's independent body for upholding information rights. Visit their website (opens new window) to find out more about your rights under Data Protection law, and what to expect from us.
For privacy practices or data protection rights concerns, contact the Information Commissioner's Office:
Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire SK9 5AF
Telephone number: 0303 123 1113 or 01625 545 745