Payroll and HR Support Services (traded services) privacy notice
Who we are and what we do
The Payroll and HR Support Service is part of Gateshead Council. We are based at the Civic Centre, Gateshead. For schools, academies and organisations that purchase our SLA, we provide the following services. The employer organisation is the Data Controller and Gateshead Council is a Data Processor.
- comprehensive payroll service including all payroll calculations, PAYE, Statutory payments, payslip production, P11D's and third party payments
- pension administration service including auto enrolment to LGPS and Teachers Pensions
- HR Support service including processing contract production, contract changes and terminations of employment (if purchased)
- placement of adverts onto the Council's jobshop (if purchased)
What type of information is collected about you
- your name, address and contact details
- date of birth
- National insurance number
- gender
- details of your bank account
- HMRC New Starter Checklist
- P45 if applicable
- timesheets
- sickness details
- maternity/adoption/paternity details to assess entitlement and process appropriate payments
- deductions from earnings mandates
- the terms and conditions of your employment
- information about your remuneration, including entitlement to benefits such as pensions
- details of trade union membership where you consent to give information for the payment of trade union subscriptions via payroll
- salary
- allowances
- contracted hours or hours worked
- length of service
- continuous service date
- pension information if you are a member of an occupational pension scheme
If the full HR Support Service is purchased the following may also be collected:
- information about your marital status, next of kin, dependents and emergency contacts
- details of your qualifications and skills
- information about your criminal record, if you have one
- equal opportunities monitoring information, including information about your ethnic origin, sexual orientation, gender, health, race and religion or belief
We may process the following Special Category data:
- race and ethnic origin
- disability
- health condition
- religion or philosophical belief
- sexual orientation
- criminal record
- trade union membership
How we collect information about you
We collect information about employees of our client organisations in a variety of ways:
- information is provided by the Data Controller via My Service, Sharepoint or email to the relevant Payroll and HR Support contact
- information is provided by you directly via Employee Self-service including address, marital status, emergency contact, next of kin and equal opportunities information
Why we need your information
Our purpose for collecting your personal data is to provide a service to your employer. The lawful bases for our processing are determined by the employer as the Data Controller.
Who your information can be shared with
Where we are acting as a Data Processor we will only share information with third parties if it is instructed by the Data Controller. Personal data relating to your employment can be shared with:
- third parties in the context of a transfer of some or all of its services, for example TUPE
- HMRC
- pension scheme administrators
The lawful basis for this sharing is determined by the Data Controller.
How long we will keep your information
We keep your information for as long as we need in order to provide the services to your employer. This will differ depending on the services you receive. 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 have Record of Processing Activity (a requirement under the GDPR) which sets out the specific retention periods applicable in different circumstances. For more information about this please contact HRstrategic@gateshead.onmicrosoft.com.
Where your information is held
Data is stored in your personnel file (digital on Civica) and in our HR management and payroll system.
How you can update your information
The accuracy of your information is important to us to be able to provide relevant services more quickly. If you change your address or email address, or if any of your circumstances change or any of the other information we hold is out of date, please contact crpaymastergeneral@gateshead.gov.uk.
Your information rights
Please see the relevant section of our Corporate privacy notice.
Marketing and e-newsletters
The data controller determines the purpose of processing, please refer to their privacy notice.
Business intelligence, profiling and automated-decision making
The data controller determines the purpose of processing, please refer to their 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
0191 433 3000
Information Commissioner's Office
The Information Commissioner is the UK's independent body set up to uphold information rights.
If you would like to know more about your rights under the Data Protection law, and what you should expect from us, visit the Information Commissioner's website (opens new window).
If you have any concerns regarding our privacy practices or about exercising your Data Protection rights, you may contact the Information Commissioner's Office:
Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
0303 123 1113 or 01625 545 745