This Privacy Notice is designed to help you understand how and why Ryedale District Council processes your personal data. This notice should be read in conjunction with the Council’s Corporate Privacy Notice.
Who are you?
Ryedale District Council is a ‘Data Controller’ as defined by Article 4(7) of the General Data Protection Regulation (GDPR).
This Privacy Notice also applies to Elections and Canvassing staff who are employed by the Council’s Returning Officer and the Electoral Registration Officer.
We have appointed Veritau Ltd to be our Data Protection Officer. Their contact details are:
| Data Protection Officer Veritau Ltd County Hall Racecourse Lane Northallerton DL7 8AL DPA@ryedale.gov.uk // 01609 53 2526 |
What information do we process and why?
We process your information to fulfil our obligations associated with your employment contract. This information includes, but is not limited to:
- Personal identifiers (your name, address, date of birth etc)
- Contact Information (email address and phone number)
- National Insurance Number
- Previous job experience and qualifications (including copies of certificates and employment references)
- Information about your employment attendance and performance (including disciplinary information)
- Information about your ethnicity, religious beliefs and trade union membership (for the purposes of equality monitoring)
- Information about your right to work
- Relevant medical information which affects your employment
- Emergency contact information of those individuals you identify
- Financial information, including bank account information, tax, and pension contributions to facilitate salary payments
Who has access to my information within the Council?
Your information will only be made available to those who need it to do their job in relation to your employment. This includes your line manager(s), as well as Human Resources, Financial Services and Legal Services when necessary. Our Business and Democracy Team may also have access to some of your information as they help to administer HR processes.
Your name, job title, work email address, telephone number, photograph and office base will be available in our internal telephone directory which is accessible to Council employees, members and trusted partners. Please be assured your photograph and office base will not be distributed publicly.
Who has access to my information outside the Council?
We will share your information with the following organisations:
- HMRC
- Department of Work and Pension, if applicable
- North Yorkshire Pension Fund
- Our Occupational Health Provider (NYCC)
- Any salary sacrifice arrangement you sign up to
- Your trade union, if applicable
- North Yorkshire County Council’s Disclosure and Barring Service in order to conduct criminal record checks, if applicable
- North Yorkshire County Council who administer payroll functions for the Council
- Prospective future employers, landlords, letting agents, or mortgage brokers where you have asked them to contact the Council to seek a reference
We have duties under the Freedom of Information Act 2000 to disclose information we hold unless there is a very good reason to withhold it. Therefore we may disclose your name and work email address publicly in response to a request if we are required to do so.
How long is my data kept for?
| Data Held | Retention Period |
| GENERAL EMPLOYMENT | |
| P45 | 6 years after leaving the Council |
| Personnel file – includes application forms, clearances, contract, HR letters, sick notes | 6 years after leaving the Council – may be retained for longer if individual safeguarding or national issues arise, e.g. the Goddard enquiry |
| Payroll record | 6 years after leaving – we retain a skeleton record after this time |
| Payslip and claims information | 6 years after leaving the Council |
| LGPS scheme information | 20 years after leaving the Council |
| Occupational Health (OH) Information – includes referrals, medical reports etc. | 40 years after leaving the Council |
| Training records (includes data held on Training Admin System, WorkPal) | 6 years after leaving the Council |
| RECRUITMENT | |
| Recruitment selection paperwork – unsuccessful applicants | 6 months after process |
| Recruitment selection paperwork – successful applicants | Paperwork held by manager for 6 months after closure of the vacancy |
| DBS | |
| DBS clearances (Positive and Negative) | Until employee leaves the Council |
What is your legal basis for processing my data?
Under the Data Protection Act 2018 we process your information in relation to your employment contract and therefore satisfy article 6(1)(b) and article 9(2)(b) of the GDPR.
For more information on how we process your information for employment purposes you may wish to read the following privacy notices:
- Occupational Health
- Pensions (North Yorkshire Pension Fund)
- Disclosure and Barring Service
- Grievance Procedure
- Disciplinary Procedure
For more information about how we use your data, including your privacy rights and the complaints process, please see our Corporate Privacy Notice.