Workforce privacy notice

Our contact details

Name: Data Protection Officer

Address: Time Square, Market Street, Bracknell, RG12 1JD

Phone Number: 01344 352000

Email: dpo@bracknell-forest.gov.uk

The type of personal information we collect

We currently collect and process the following information:

• forename(s)
• surname(s)
• postal address and post code
• email address
• mobile number
• telephone number
• age
• date of birth
• gender
• national Insurance number
• unique payroll ID number
• personal photo
• personal financial details

The personal data we process may also include sensitive or other categories of personal data such as:

• data concerning health information
• data concerning sexual orientation
• religious or philosophical beliefs
• political opinions
• trade union membership
• racial or ethnic origin
• criminal records

Criminal offence data will be processed under the UK General Data Protection Regulation (UK GDPR), tailored by the Data Protection Act 2018.

How we get the personal information and why we have it

Most of the personal information we process is provided to us directly by you for one of the following reasons:

• applying for job opportunities
• creating a contract of employment
• monitoring equality indicators

We use the information that you have given us to:

• communicate with you about the job opportunity
• gather information to monitor equalities indicators
• meet legal obligations when needing to undertake DBS and Right to Work checks
• create a contract of employment
• update any changes to your existing personal details

How the law allows us to use your personal information

Lawful basis for processing

Under the General Data Protection Regulation (GDPR), the lawful basis for processing is Article 6 GDPR:

• (a) you have given consent
• (b) process is necessary for the performance of a contract or to take steps at your request, before entering a contract

Special category data

Special category data is being processed under Article 9 GDPR:

• (a) you have given your explicit consent
• (b) employment safeguards and fundamental rights

Schedule 1 Part 1 (1) Data Protection Act 2018:

• relating to processing for employment purposes

Your consent

Where we use consent to process your personal data, we will explain to you what we are asking you to agree to and why.

If we have consent to use your personal data, you have the right to remove it at any time. If you choose to withdraw your consent, we are unlikely to be able to provide services to you.

If you want to remove your consent, email hr@bracknell-forest.gov.uk and we will deal with your request.

Who we share your information with

We may share information with:

• Security Watchdog, part of Capita Plc for DBS checks
• police
• occupational health providers
• council officers, where applicable
• schools
• apprenticeship services
• auditors

How we store your personal information

Your information is securely stored on:

• Matrix SCM Limited (agency staff only)
• DBS
• ITrent Payroll System
• SharePoint employee files once appointed

Information is kept in line with the council's retention and disposal schedule.

We keep job applications for unsuccessful applicants for 6 months. We will then dispose your information by deleting all applications.

Your data protection rights

Under GDPR law, you have rights we need to make you aware of. The rights available to you depend on our reason for processing your information.

Your right of access

You have the right to ask us for copies of your personal information. This right always applies. There are some exemptions, which means you may not always receive all the information we process.

Find out more about your right of access from the ICO.

Your right to get your data corrected

You have the right to ask us to correct information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete. This right always applies.

Find out more about your right to get your data corrected from the ICO.

Your right to get your data deleted

You have the right to ask us to delete your personal information in certain circumstances.

Find out more about your right to get your data deleted from the ICO.

Your right to limit how organisations use your data

You have the right to ask us to limit the processing of your information in certain circumstances.

Find out more about your right to limit how organisations use your data from the ICO.

Your right to object to the use of your data

You have the right to object to processing if we are able to process your information because the process forms part of our public tasks.

Find out more about your right to object to the use of your data from the ICO.

Your right to data portability

This only applies to information you have given us. You have the right to ask that we transfer the information you gave us from one organisation to another, or give it to you.

The right only applies if we are processing information based on your consent or for the performance of a contract, and the processing is automated.

Find out more about your right to data portability from the ICO.

Making a request

You are not required to pay for any charge for exercising your rights. If you make a request, we have 28 days to respond to you.

To make a request, contact us by emailing hr@bracknell-forest.gov.uk

Service adjustments

As a public authority and a provider of services to the public, we have a legal duty to comply with the Equality Act 2010.

This means we need to make service adjustments for anyone with a disability who contacts us in any capacity, to eliminate any barriers to accessing our services.

Our lawful basis for processing this information is article 6(1)(c) of the GDPR as we have a legal obligation to provide this. Our processing of special category data, such as health information you give us, will be based on article 9(2)(a), which means we need your consent.

We will create a record of your adjustment requirements. These will give your name, contact details and type of adjustment required, along with a brief description of why it is required. Relevant staff can access this to make sure they are communicating with you in the required way.

If you need service adjustments email hr@bracknell-forest.gov.uk.

How to complain

If you have any concerns about our use of your personal information, you can make a complaint to us at dpo@bracknell.forest.gov.uk

You can also complain to the ICO if you are unhappy with how we have used your data by:

• visiting the ICO website
• phoning the ICO helpline on 0303 123 1113
• writing to:
  • Information Commissioner’s Office
    Wycliffe House
    Water Lane
    Wilmslow
    Cheshire
    SK9 5AF

Service adjustments

As a public authority and a provider of services to the public, we have a legal duty to comply with the Equality Act 2010.

This means we need to make service adjustments for anyone with a disability who contacts us in any capacity, to eliminate any barriers to accessing our services.

Our lawful basis for processing this information is article 6(1)(c) of the UK GDPR as we have a legal obligation to provide this. Our processing of special category data, such as health information you give us, will be based on article 9(2)(a), which means we need your consent.

We will create a record of your adjustment requirements. These will give your name, contact details and type of adjustment required, along with a brief description of why it is required. Relevant staff can access this to make sure they are communicating with you in the required way.

If you need service adjustments email hr@bracknell-forest.gov.uk.

How to complain

If you have any concerns about our use of your personal information, you can make a complaint to us at dpo@bracknell-forest.gov.uk

You can also complain to the ICO if you are unhappy with how we have used your data by:

• visiting the ICO website
• phoning the ICO helpline on 0303 123 1113
• writing to:
  • Information Commissioner’s Office
    Wycliffe House
    Water Lane
    Wilmslow
    Cheshire
    SK9 5AF