Managing employment
Employee Records
We are required to maintain employee records for our staff. The type of information
used in these records includes:
Name and contact details
Date of Birth
Financial details
Vetting information
Pensions and payroll data
References
Performance data
The records also contain special category personal information, for example:
Ethnicity
Religion
Health information
Trade Union Membership
This information is generally provided by you, and sometimes it is provided by
others, such as:
Previous employers
DBS service
Occupational Health providers
HR Legal Advisors
The trust is the data controller for this information. Data processors support this
activity through the provision of systems. The legal basis’ we rely on when using this
personal information is our employment contract with you and legitimate interests. If
you would like a copy of the Legitimate Interest Assessment we have completed for
this activity, please contact the school office. The legal basis we rely on for the
special category personal data is Employment, Social Security and Social Protection,
and Substantial Public Interest.
Sometimes we may share this personal information, for example with one or more of
the following:
Central and local government departments
Health providers
Other education providers
Regulatory bodies
Professional Associations
Disclosure and Barring service
Insurance providers
This information will be retained for a minimum of 7 years from the end of the
employment contract.
Recruitment Records
We collect information when recruiting to vacant posts. The information is likely to
include:
Name
Contact Details
Education History
Employment History
Vetting information
Referee Contact Details
Proof of Identity (e.g. Drivers licence, passport)
Proof of right to work in UK where required
National Insurance Number
Proof of professional qualifications
The records may also contain special category personal information, for example:
Additional Needs (for interview purposes)
Proof of right to work in UK where required
This information is generally provided by you, and sometimes it is provided by
others, such as:
Previous employers
DBS service
Occupational Health providers
The trust is the data controller for this information. Data processors support this
activity through the provision of systems. The legal basis’s we rely on when using
this personal information is our Legitimate Interests and Legal Obligation. If you
would like a copy of the Legitimate Interest Assessment we have completed for this
activity, please contact the trust office. The legal basis we rely on for the special
category personal data is Substantial Public Interest.
Sometimes we may share this personal information, for example with one or more of
the following:
Health providers
Referees
Regulatory bodies
Professional Associations
Disclosure and Barring service
For unsuccessful candidates this information will be retained for a minimum of one
year. Successful candidates’ information will become part of their employee record
(see first section of this notice – Employee Records).
General Information
No personal information is routinely available outside of the UK. Should a transfer of
personal information be necessary we will only do so where it is permitted by law
and where appropriate safeguards are in place.
For information about your rights in relation to this use of your personal information
please see section 5 of our overarching privacy notice.
© Essex County Council
