- How we use your data
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This notice describes how the personal data which we hold about you is used.
The pay and conditions service collects and processes personal data or special category (more sensitive) personal data relating to employees to manage our employment relationship with you.We need to process your data in order to provide you with an employment contract, to pay you, to make lawful deductions and administer benefit and pension entitlements.
We collect and process a range of information about you including:
- your name, national insurance number, addresses, contact details including telephone numbers and private and work email address
- we will use a private email address in order to set you up with access to my view to enable you to view your employment information including payslips. This should be amended to a work email address once you are an employee
- your date of birth and gender
- the terms and conditions of your employment
- details of your employment history, including start and end dates, with previous employers, with Stoke-on-Trent City Council or external businesses for which we provide payroll services
- information about your remuneration, including entitlement to benefits such as pensions
- details of trade union subscriptions and statutory orders if applicable
- details of the dates and times when you work, your working hours and attendance/non-attendance at work
- details of your bank account
- information about your marital status, next of kin, and emergency contacts
- information about your nationality and your right to work in the UK
- where necessary, information about your criminal record, if you have one
- details of and reasons for absence and/or leave taken by you for example, annual leave, flexi time, sickness, bereavement, paternity, maternity, shared parental, emergency, family, study, career breaks
- details of disability/medical history including evidence provided by you to support your absence
- equality and diversity monitoring information, for example information about your ethnic origin, sexual orientation and religion or belief
- details of the reasons why you left your employment with Stoke-on-Trent City Council or an external business
We may collect this information in a variety of ways. Data might be collected from employment documentation completed by either you, your manager or your employer (in instances where the council are not the employer) at the start of or during employment; from identity documents; from medical evidence; payroll and pension requirements or from correspondence with you.
We may also collect personal data about you from third parties, such as the pension authorities, government agencies, or any other external organisation to enable the council to provide a service to you or to your employer.
Your personal data may be stored in a range of different secure locations. The council holds information related to you and your employment in an electronic format in electronic systems including (but not limited to):
- Resourcelink (HR/payroll system)
- Datastore (electronic storage of personal files that is restricted access)
- managers’ records
- shared corporate data drive (electronic storage with strictly-restricted access)
The council also retains information, in some instances, in a paper based (manual) format in both on and off site storage.
All data, information and records are managed in line with the council’s records retention and disposal policy.
Your employment information, including personal and special category data, will only ever be accessed by those who have an authorised, justified and or legal basis to do so.
Your information may be shared internally with authorised officers of the council. They may include, but are not limited to, your line manager, senior managers, human resources and any other internal department with a valid reason for accessing it.
Information may be accessed for:
- employment
- management
- pensions
- union membership
- voluntary deduction scheme
Stoke-on-Trent City Council may also share your personal data, as required, with third parties in order to;
- meet a statutory requirement
- manage the HR and payroll functions (We share personal information with HMRC and the relevant pension fund in line with our statutory obligations and in order to administer your employment records)
- administer your employment records, we will share personal information with the relevant pensions administrators
- we share information for the National Fraud Initiative in order to prevent and detect fraud
- provide salary sacrifice schemes, to those who are eligible.
Certain information, such as your name, contact details and payment details have to be provided to enable the council to enter a contract of employment with you, or to fulfil a contract with your employer. If you do not provide this, and other information, as required, this will hinder the council’s ability to administer the rights and obligations arising as a result of our employment relationship with you or your employer efficiently.
Data protection law provides you with certain rights, however not all of these rights will be available to you in all situations. Where we are under a legal duty to use data for a particular purpose you will not have the right to prevent it being used in that way.
- you can ask to see the information we hold about you
- you can ask what is being done with the information we hold about you
- you can ask to have some of the data we hold about you deleted
- you can ask us to review a decision made about you by a computer, and ask for a new decision to be made by a person
- you can ask us to stop processing the data we hold about you
- you can ask us to make changes to data about you that you believe is inaccurate
- in some circumstances you can ask us to help you move your information to another organisation
- you can ask us to restrict or limit what we do with your data, for example if you believe the data we hold is inaccurate, or if you believe the processing in unlawful
- Who to contact if you have questions
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You can contact us for more details by telephone on 01782 234343, via email to pay&conditions@stoke.gov.uk or by writing to us at Civic Offices, Glebe Street, Stoke on Trent, Staffordshire, ST4 1HH.
If you wish to contact us in relation to any of your information rights, email foi@stoke.gov.uk or write to Information Rights Team, Floor 2, Civic Centre, Glebe Street, Stoke-on-Trent ST4 1HH.
Where Stoke-on-Trent City Council is not your employer, your request should be made to the data controller.
If you wish to complain about how your personal information has been handled by Stoke-on-Trent City Council, contact the information rights team in the first instance. If you are not satisfied you can complain to the Information Commissioner’s Office.