(How we use your information)
North Tyneside Council People Team
North Tyneside Council collects, processes, and holds your personal information to provide employment services to you. North Tyneside Council (the Authority) is the Data Controller for the personal information collected.
The categories of information that we collect, process, hold and share include:
- Personal details such as name, address, date of birth
- Unique identifiers such as your National Insurance Number
- Characteristics such as marital status, ethnicity, sex
- Photographs or photographic ID
- Health information, such as medical conditions, sickness records
- Financial information
- Employment records
- Electronic information such as CCTV, flexi-time records, use of Authority IT systems and devices including location data
- Trade union membership
- Personal details for your next of kin and/or emergency contacts such as name, address, date of birth
- Criminal records information
Most of this information is provided by you, however, we may also receive information from third parties, such as other local authorities and organisations, , the Police, your GP/medical practitioner, or the NHS.
Why we collect and hold this information
The information we collect above may or will be used to:
- Administer your contract of employment
- Pay you correctly
- Provide additional employment benefits
- Undertake education, training and development requirements
- Carry out risk assessments
- Manage grievance or disciplinary or formal performance management processes
- Comply with legal obligations, such as health and safety
- Administer the prevention and detection of crime, fraud and corruption
The Lawful basis on which we use this information
Under Article 6 of the UK General Data Protection Regulation (UK GDPR), the lawful basis we rely on for processing this information is:
- 6(1)(e) Public task: the processing is necessary for us to perform a task in the public interest or for our official functions, and the task or function has a clear basis in law.
- 6(1)(c) Legal obligation: the processing is necessary for us to comply with the law (not including contractual obligations).
- 6(1)(b) Contract: the processing is necessary for a contract we have with the you, or because you have asked us to take specific steps before entering into a contract.
We may process special category information for the following reasons under Article 9 of UK GDPR:
- 9(2)(b) Employment, social security and social protection
- 9(2)(g) Processing is necessary for reasons of substantial public interest on the basis of Union or Member State law which is proportionate to the aim pursued and which contains appropriate safeguards
- DPA 2018 Schedule 1 para 8- Equality of opportunity or treatment
- DPA 2018 Schedule 1 para 9 – Racial and ethnic diversity at senior levels of organisations
- DPA 2018 Schedule 1 para 12 – Regulatory requirements relating to unlawful acts and dishonesty
- DPA 2018 Schedule 1 para 14 – Preventing fraud
- DPA 2018 Schedule 1 para 21 – Occupational pensions
- DPA 2018 Schedule 1 para 24 - Disclosure to elected representatives
How we store your personal information
Your information is safely stored in password protected secure databases and is retained in line with Authority and statutory retention schedules.
Measures are in place to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way.
Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.
We also have procedures in place to deal with any suspected data breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.
Who we may share your information with
We may disclose your information to others, but only where this is necessary either to comply with the law and legal obligations or as permitted by Data Protection legislation.
We may share information with other public service bodies including DWP, HMRC, the NHS, social care, the police and other local authorities.
The reasons why we may share your data with other public bodies are as follows:
- To deliver services such as payroll, pension administration, benefit provision
- In relation to trade union collective bargaining and union recognition
- To improve our understanding of your needs to enable us to provide a service to you
- To monitor and improve our performance and delivery of services
- For the prevention and or detection of crime
- Where necessary to protect individuals from the risk of harm or injury
We will not pass your personal information to external organisations for marketing or sales purposes, or for any commercial use, without your prior consent.
Your rights
Under Data Protection legislation you have several rights, including the right to have your records rectified (where the law permits) and the right to ask for access to all the information the Authority holds about you. These rights are listed in more detail on the Authority website under Data Protection.
Please contact us at information.governance@northtyneside.gov.uk if you wish to make an information rights request.
If you have any worries or questions about how your personal data is handled, please contact the Data Protection Officer at information.governance@northtyneside.gov.uk
If you are unhappy with the way the Authority has handled your data, you may contact the ICO at https://ico.org.uk/
Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Tel: 0303 123 1113 (local rate)