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Cardiff Council

Cardiff Council Sharing of Staff Data Privacy Notice

​​​We require your personal data to perform specific tasks relative to all employees of Cardiff Council, in line with our Legal Obligations and Legitimate Interests.

This notice is designed to give you information about the data we hold about you, how we use it, your rights in relation to it and the safeguards that are in place to protect it.

What personal data we hold, and how we obtain it

During the course of your employment with Cardiff Council, we collect a variety of information from you:

  • Your name, address and date of birth
  • Next of kin information such as name and contact details
  • Employment and education history and performance related information
  • NI number and bank account details
  • Your nationality and ethnic origin
  • Language preference
  • Religious beliefs, marital status and sexual orientation
  • Physical or mental disability and individual health
  • Convictions, charges, pardons and DBS details
  • Your personal needs and circumstances

How we will use your personal data

​We will use this information:

  • To manage our recruitment and selection process
  • To administer finance (e.g. salary, pension and other staff benefits)
  • To maintain a record of performance management, training and development
  • To provide facilities such as IT services and car parking provisions
  • To ensure safety and security of employees
  • To maintain staff records and contact with past employees

Cardiff Council will process special categories of personal data in order to:​​

  • Monitor equal opportunities legislation and comply with our obligations
  • Provide wellbeing and support services through occupational health
  • Manage a safe environment, ensuring fitness for work
  • Manage HR processes such as administering sick pay and sick leave schemes
  • Manage absence
  • Administer maternity leave and other related pay schemes

How long we keep your personal data

Under data protection law, we will only keep your personal data for as long as we need in order to fulfil the purpose(s) for which it was collected.

More details can be found on the Council’s retention schedule.​ 

Sharing Information between services

We have a legal duty to keep your information confidential and secure, so your records are held in the strictest confidence. 

We will only share your information for the following purposes: 

  • for legal purposes when a Court Order is made
  • if there is a risk of harm or abuse to you or other people
  • to comply with our legal and regulatory obligations as a Local Authority
  • where you are unable to give consent at any time, for exa​​mple because of a physical or mental health condition
  • to assist the authorities with the prevention and detection of a crime or the prosecution of offenders, or the assessment and payment of tax

Sometimes we may share information that does not identify you individually. This type of information can be used to plan services and show if we are meeting targets.

Your Rights

As a data subject, you have many rights regarding your personal data. This includes:

  • Right of access
  • Right to rectification
  • Right to erasure
  • Right to the withdrawal of consent
  • Right to data portability
  • Right to the restrict processing
  • Right to object
  • Rights in relation to automated decision making and profiling​

Withdrawing Consent

You have the right to withdraw your consent to the processing at any time by notifying the Data Protection Officer in writing. However, if you do not give consent, or subsequently withdraw it, the Council may not be able to process the relevant information to make decisions based on it, including decisions regarding the payment of salary and pensions.

If we are relying on consent to process your data, you can request to withdraw consent or restrict or object to some elements of the processing. The council does not rely on consent on most cases because it has legal requirements to do certain tasks. For example, processing planning applications, collecting council tax payments and social work tasks are based on legal requirements, not on consent.​

Where we rely on your consent as our legal basis to process your personal data, you have the right to withdraw your consent and ask for your data to be deleted. As explained above we will not rely on consent in many cases.

Contact us

Please contact the Data Protection Officer for further information: 

Data Protection Officer 
Information Governance Team 
County Hall