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Privacy notice for HR.
The London Borough of Waltham Forest is a data controller under the General Data Protection Regulations (GDPR), 2018 as we collect and process personal information about you in order to provide HR support services.
This notice applies to current and former employees, workers and contractors. This notice does not form part of any contract of employment or other contracts to provide services. We may update this notice at any time.
You should read this notice, together with any other privacy notice we may provide in the future when we are collecting or processing personal information about you so that you are aware of how and why we are using your information. We reserve the right to update this privacy notice. We may also notify you in other ways from time to time about the processing of your personal information.
Data Controller: London Borough of Waltham Forest, Waltham Forest Town Hall,
Forest Road. London E17 4JF
We will comply with data protection law. This says that the personal information we hold about you will be:
HR collects and processes a range of information about you and from third parties.
The following information is collected from you for the performance of an employment contract:
The following information is collected from you to comply with our statutory obligations:
Equal opportunities monitoring information including; information about your age, ethnicity, sexual orientation, marital status, disability status and religion to ensure meaningful monitoring and reporting.
The following information is collected and processed for the purpose of legitimate interests:
The Council has a legitimate interest in processing personal data before, during and after the end of the employment contract. Processing employee data enables the council to:
Some of the above grounds for processing will overlap and there may be several grounds that justify our use of your personal information.
Generally, the information we hold will have been provided by you (on an application or other forms at the start of or during your employment or when we communicate with you (e.g. right to work documents, pension benefit forms). We may also hold information provided by third parties where this is relevant i.e. funding organisations such as the Local Government Association (LGA), The Department for Work and Pensions (DWP), Her Majesty Revenue and Customs (HMRC), Local Government Pension Scheme (LGPS), Teachers Pension Scheme (TPS), Disclosure and Barring Service (DBS), Occupational Health (OH) and references supplied by former employers.
Data will be stored in a range of different places, including your HR file, HR systems and other IT systems such as email and the HR shared drive.
We will only ask for personal information that is appropriate to enable us to deliver our services. In some cases, you can refuse to provide your details if you deem a request to be inappropriate. However, you should note that this may impact our ability to provide some services to you.
Your information may be shared internally, including HR and payroll, your service manager where you work and IT staff where access to the data is necessary for carrying out their work. We will share your personal information confidentially with your service area, as part of our regular reporting activities on council performance and/or in the context of a restructuring exercise.
We may share information you have provided, and obtain information about you from other Waltham Forest Council departments such as Housing where held and only as appropriate.
We may share your information with third parties such as employers to obtain pre-employment references training providers, apprenticeship providers and funding agencies; The Department for Work and Pensions (DWP), The Greater London Authority (GLA), The Local Government Pension Scheme (LGPS), The Teachers’ Pension Scheme (TPS), Occupational Health (OH) and auditors. Where you are auto-enrolled into the Local Government Pension Scheme, your details will also be held by Wandsworth Council. Wandsworth are our Pensions administrators. The council may share your data in the context of; a sale of some or all of its business/Transfer of Undertakings and Protection of Employment (TUPE). In these circumstances, the council may need to share your information with a regulatory body such as the Redundancy Payments Service (RPS). We may share your information with the Local Government Ombudsman in the event of complaints.
The Council will not transfer your data outside the European Economic Area (EEA).
Information provided to us to deliver HR services are kept for the duration of your employment and we will keep your data after the end of your employment for a minimum of 7 years or 25 years if you work within Children services after which time it will be securely destroyed.
In some circumstances, we may anonymise your personal information so that it can no longer be associated with you, in which case we may use such information without further notice to you. Further details about retention periods for different aspects of your personal information can be found in the council’s retention policy.
You have obligations under your employment contract to provide the council with information about capability/disciplinary or other matters under the implied duty of good faith.
If you do not provide personal information this will hinder the council’s ability to administer the rights and obligations arising as a result of the employment relationship.
You will need to provide the council with data in order to exercise your statutory rights such as your right to work in the UK. Failure to provide this necessary personal data may mean that you are unable to exercise your statutory rights, which would result in you not being able to work with us.
Certain information, such as contact details, and bank details, qualification and employment history have to be provided to allow the council to enter a contract of employment with you.
We will only use your personal information for the purposes for which we collected it unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If we need to use your personal information for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.
Please note that we may process your personal information without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.
Our Data Protection Officer is Mark Hynes. You can contact him at Data.Protection@walthamforest.gov.uk.
Please see the relevant section of the Corporate Privacy Notice.
Please see the relevant section of the Corporate Privacy Notice.
Please see the relevant section of the Corporate Privacy Notice.
If we’re unable to resolve your complaint to your satisfaction, you can make a complaint to the Information Commissioner's Office (ICO).