Employee Records and Payroll: privacy

Service area covered by this privacy notice

Employee Records and Payroll

Purpose of the processing

The Council uses your personal data to maintain employee records over the course of your employment with the Council (including training records), including permanent or temporary appointments and employment undertaken on an ad hoc or casual basis. This includes employee records held in the MyView.

Personal data is also processed to support business continuity and civil contingency planning and to contact staff, or next of kin, in an emergency. The personal data you provide is also used to enable the Council to pay employees (including occasional and casual employees) and Councillors, make deductions where necessary or required by law, such as tax, NI and pension contributions. It is also to enable payments for services opted into by the employee, for example the “cycle to work scheme”, PAM Assist etc.

The Council also processes your personal information to provide you with access to specialist occupational health practitioners and to promote and maintain the health and wellbeing of staff. Your personal information is also processed so that you can be recognised and your eligibility for an employee reward scheme confirmed.

We participate in the Cabinet Office's National Fraud Initiative (NFI): a data matching exercise to assist in the prevention and detection of fraud.

Lawful basis for processing personal data

  • contract
  • legal obligation
  • public task
  • consent
  • legitimate interests

Categories of personal data being processed

  • name
  • address
  • e-mail address
  • telephone number
  • NI number
  • date of birth
  • gender
  • marital status
  • qualifications
  • marriage certificate
  • bank details
  • next of kin/emergency contacts
  • vehicle details
  • childcare information
  • training records
  • salary details
  • job profile
  • photos and images
  • criminal offence data
  • signature

Special categories of personal data being processed (if appropriate)

  • passport
  • driving licence etc. (right to work checks)
  • health data
  • sickness history

Conditions for processing special categories of personal data

  • exercising obligations and specific rights of the controller in the field of employment law
  • necessary for the purposes of preventive or occupational medicine, for the assessment of the working capacity of the employee
  • explicit consent
  • substantial public interest

Who the data might be shared with

  • Disclosure and Barring Service
  • relevant staff
  • cycle to work scheme
  • Specsavers
  • Computershare
  • school/childcare provider
  • Boots
  • PAM OH
  • Home of HR
  • Zellis
  • specialist HR employees of the following councils are granted access to the ResourceLink system, under the novation agreement with Zellis:
    • Havant Borough Council
    • South Oxfordshire District Council
    • Vale of White Horse District Council
  • National Fraud Initiative
  • PAM Assist
  • contract owners (HR)
  • My Staff Shop
  • Internal Audit
  • SEEDL