How we use your personal information for Workforce Administration (includes employees, workers and volunteers)
The Council is an employer and provides services for local communities and the people who live in them. Undertaking this work means that we must collect, use information and keep records about our workforce, which includes employees and workers, whether they are paid or unpaid. Because we collect and use personal information about our workforce, we must make sure that they know what we intend to do with their information and who it may be shared with.
We have summarised in this privacy notice some of the key ways in which we use your personal information for workforce administration purposes. This information should be read in conjunction with the Council’s corporate privacy notice
1. Who we are, what we do.
This privacy notice explains more about how Rhondda Cynon Taf Council (the organisation) uses the data of its workforce, which includes employees and workers, paid and unpaid, including volunteers. If you are a volunteer, some parts of this privacy notice will not apply, for example processing of data for payroll purposes.
Data from employees and workers is used to manage the employment contract, which includes monitoring performance and attendance, training and development and payroll. The Council’s workforce is its most valuable asset and Human Resources take a lead role in resourcing, developing and maintaining good employment conditions and practices for all staff. However, workforce data is also used by your department and other areas of the Council such as Payroll and Pensions.
2. What and whose personal information we hold?
Rhondda Cynon Taf Council collects and processes personal data relating to its current and former employees and workers to manage the employment relationship. The types of information we hold and process will typically include:
- Personal details e.g. name, address, date of birth
- Contact details e.g. email address and telephone number
- National Insurance Number
- The terms and conditions of your employment
- Details of your qualifications, skills, experience and employment history, including start and end dates, with previous employers and within the organisation
- Information about your remuneration, including entitlement to benefits such as pensions
- Information about your expenses and allowances
- Pay information to include gross (before deductions) and net (after deductions) figures
- Historical pay and hours information, used for Pension purposes (in order to resolve queries from the Pension Section who calculate your pension benefits)
- Deduction from pay and ‘payments over’ of Council Tax, Prudential Additional Voluntary Contributions (AVC’s) and various membership fees, i.e.Trade Unions, Welsh Hospitals and various charity organisations (under Give as you earn arrangements), if paying through your salary
- Details of any attachment or earnings (Court orders) you may have
- Salary sacrifice deductions from pay and submission of the P11D to HMRC at year end to report on any taxable benefits
- Your bank or building society account
- Information about our marital status, next of kin, dependents and emergency contacts
- Information about your nationality and entitlement to work in the UK
- Information about your criminal record, if it is essential to your job role
- Details of your schedule (days of work and working hours) and attendance at work
- Details of periods of leave taken by you, including holiday, sickness absence, family 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 improvement plans and related correspondence
- Information about medical or health conditions, including whether or not you have a disability for which the organisation needs to make reasonable adjustments
- Equal opportunities monitoring information including information about your ethnic origin, sexual orientation and religion or belief.
3. Where does the service get my information from?
The organisation may collect this information in a variety of ways. For example, information may be collected directly from you, e.g.
- Through application forms, CVs or other resumes
- From your passport or other identity documents such as your driving licence
- From forms completed by you at the start of or during employment, such as information from your application form
- From correspondence with you
- Through interviews, meetings or other assessments, for example supervisions, performance reviews and appraisals and return to work interviews.
- From the information you provide to us yourself through the staff portal
- From information you may disclose as part of your engagement with Staff Support/Engagement groups/forums
In some cases, the organisation may collect personal data about you from third parties, such as references supplied by former employers or tutors, information from a Regulator or court case outside of work and social media, information from employment background checks providers which include but are not limited to regulatory bodies, information from credit reference agencies and information from criminal records checks permitted by law.
4. What we will do with your personal information?
Processing your data allows the organisation to:
- Run recruitment and promotion processes
- Maintain accurate and up-to-date employment records and contact details (including details of who to contact in the event of an emergency), and records of employee and worker contractual and statutory rights
- To pay your salary and any additional payments you may be owed each month
- To pay your Employment taxes over to HMRC
- Be satisfied as far as we can be of your suitability to be employed in the role you are contracted to work
- Operate and keep a record of disciplinary and grievance processes, to ensure acceptable conduct within the workplace
- Operate and keep a record of employee and worker performance and related processes, for example training and development, plans for career development, and for succession planning and workforce management purposes
- Operate and keep a record of absence and absence management procedures, to allow effective workforce management and ensure that employees and workers are receiving the pay or other benefits to which they are entitled
- Obtain occupational health advice, to ensure that it complies with duties in relation to individuals with disabilities, meet its obligations under health and safety law, and ensure that the employee and worker are receiving the pay or other benefits to which they are entitled
- If requested, support you through Staff Support/Engagement groups/forums
- Ensure effective general HR and business administration
- Provide references on request for current or former employees and workers
- Respond to and defend against legal claims
- To provide the Pension section with pay and hours information for the production of an annual Benefits Statement
- For statistical and financial modelling.
Some special categories of personal data, such as information about ethnic origin, sexual orientation or religion or belief are processed for the purposes of equal opportunities monitoring. This is to carry out its obligations and exercise specific rights in relation to employment. Data that the organisation uses for these purposes is anonymised and employees and workers choose whether to disclose this information. They can also request that the organisation does not process this data for equal opportunities monitoring at any time. Employees and workers are entirely free to decide whether or not to provide such data and there are no consequences of failing to do so.
5. What is the legal basis for the use of this information?
We use your information to process data to enter into an employment contract with you and to meet obligations under your employment contract. For example, we need to process your data to provide you with an employment contract, to pay you in accordance with your employment contract and to administer benefits such as pension.
In some cases, the organisation needs to process data to ensure that it is complying with its legal obligations, e.g. to check an employee’s or worker’s entitlement to work in the UK, to deduct tax, to comply with health and safety laws and to enable employees or workers to take periods of leave to which they are entitled.
Your information may also be processed to carry out a task in the public interest or in the exercise of official authority in our capacity as a public body, for example by providing volunteering opportunities and by listing staff contacts on our intranet, providing staff support/engagement groups/forums and completing staff appraisals.
6. Does the service share my personal information with any other organisation?
For the Service to undertake its duties in relation to the employee and worker administration function, we may be required to share information with the following:
Other Council Departments including:
- Human Resources
- Equality & Diversity team
- Occupational Health Unit
- We would also share with the relevant employee appeals panel if you dispute a decision.
Other Public Services/Regulatory bodies include:
- Department for Work & Pensions (DWP)
- Social Care Wales
- Education Workforce Council
- Swim Wales
- Royal Life Saving Society UK
- Disclosure and Barring Service
- Other Local Authorities
- Local Health Board eg GPs, Consultants
Other Organisations / Individuals include:
- Credit reference agencies
- Training providers
- Accrediting bodies for individual qualifications and service standards
- Recruitment consultants
- Training and development organisations
- Trade Unions
- Solicitors (Eversheds)
- Recruitment agencies
- Teachers Pensions
- Independent Registered Medical Practitioner (IRMP) if required for pension administration
- Welsh Hospitals
- Former employers
- Prospective employers
- Organisations such as Coleg y Cymoedd and consultants such as Saville Consulting for development, psychometric and aptitude testing
- Organisations who can assist with workplace adjustments and assessments, for example display screen equipment (DSE) assessments
- Printing services for the purpose of sending payroll mail, e.g. MPS
- Capitia Resourcing Ltd
- Learning Pool
7. How long will my information be kept?
We will only keep your personal information for as long as we need it. In practice, this means that your personal information may be retained for a period of between 30 days and as for long as you are employed by the Council. We also keep some of your information if your employment ends, this is necessary to comply with government regulations in respect of records management, and also to enable the Council to provide information for such things as references and pension administration.
8. Your information, your rights
The General Data Protection Regulation (GDPR) gives you important rights, including the right to access the personal information the services hold about you.
View further details on your information rights and how to exercise them
9. Contact us
If you have any concerns or would like to know more about how the service using your personal information please contact us in one of the following ways:
By email : email@example.com
By telephone : 01443 444533
In writing : Human Resources, Ty Elai, Williamstown, Tonypandy, CF40 1NY.
By email : firstname.lastname@example.org
By telephone : 01443 680612, 680393, 680392
In writing : RCTCBC, Payroll Section, Bronwydd, Porth CF39 9DL