1. Purpose of the processing and the legal basis for the processing:
Fife Council use the personal information provided by you to manage your employment
Fife Council needs to process your personal data in order to meet its obligations to enter into an employment contract with you.
Fife Council also needs to process your personal data to ensure that it is complying with its legal obligations, e.g. employee's entitlement to work in the UK, tax deductions, health and safety law compliance and holiday entitlement.
In addition, the Council will also use your information for strategic planning/vision purposes.
Some special categories of personal data is processed to carry out employment law obligations such as those in relation to employees with disabilities or for the purposes of equal opportunity monitoring.
2. Please describe the categories of personal data processed by your Service or service:
Fife Council collects and processes a range of personal information about you. This includes:
- Your name, address and contact details, including email address and telephone number, date of birth and gender;
- The terms and condition of your employment;
- Details of your qualifications, skills, experience and employment history, including start and end dates and details of previous employment;
- Information about your remuneration, including entitlement to benefits such as pensions;
- Details of your bank account and national insurance number;
- Information about your marital status, next of kin, dependents and emergency contacts;
- Information about your nationality and entitlement to work in the UK;
- Information about your criminal record;
- Details of your working pattern and attendance at work;
- Details and reason of any leave taken, including annual leave, special leave and absence;
- Details of any disciplinary or grievance procedures in which you have been involved, including any warning issued to you;
- Details relating to your performance at work including any contribution management and one to one meetings;
- Details about any medical or health conditions, including whether or not you have declared a disability for which reasonable adjustments need to be made; and
- Details of equal opportunities monitoring information, including ethic origin, sexual orientation, health and religion or belief.
Fife Council will collect the above information in a number of ways including application forms, passports and other identity documents, forms completed by you at the start of your employment with us, correspondence from you, interviews, meetings, workplace surveys and other assessment activities.
For some posts, Fife Council will also collect data about you from third parties including previous employers and criminal records checks
Any personal data you provide will be stored in a range of different places, including your personnel file and Fife Council’s IT systems.
All information will be retained in line with the Council’s Records Retention Schedule.
3. Any recipient or categories of recipients of the personal data:
Your information may be shared internally, including HR, recruitment, payroll, your line manager and BTS if access to the data is necessary for performance of your role.
Fife Council may also share your personal data with third parties, e.g. other employers, suppliers and regulatory bodies, e.g. SSSC, GTC, Audit Scotland, Scottish Government and Department of Work and Pensions for the purpose of:
- pre-employment references and background checks;
- necessary criminal records checks;
- occupational health and wellbeing;
- complying with due diligence in the context of a TUPE transfer/transfer of business or Service;
- driving licence checks;
- to comply with statutory reporting;
- National Fraud Initiative data matching;
- the prevention and detection of fraud;
- administering the Council’s employee benefit schemes; and
- administering training by an external organisation
- recovery of outstanding Council debt.
For Health and Safety purposes, we may obtain information relating to third parties such as witness details in relation to accidents.
In any of the above circumstances the data will be subject to confidentiality agreements.
4. The source the personal data originates from and whether it came from publicly accessible sources (including information gathered about third parties e.g. where we have gathered information about a third party during discussions with a service user):
In the main, your personal information will be obtained directly from yourself, however, where necessary, we will obtain personal information from third parties and regulatory bodies, e.g. the DVLA, SSSC, GTC and SQA
5. Whether the provision of personal data is part of a statutory or contractual requirement or obligation and possible consequences of failing to provide the personal data:
You are obliged to provide Fife Council with personal data as part of your contract of employment. In the event that we did not request and use this information then it would not be possible to carry out your statutory and employment rights and obligations.
7. The existence of automated decision making, including profiling and information about how decisions are made, the significance and the consequences:
No automated decision-making takes place.