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
- Driving Licence details and driving convictions or penalties
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
- To book and administrate any corporate travel
Cardiff Council will process special categories of personal data in order to:
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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
Our obligations under the Public Sector Equality Duty
Under the Public Sector Equality Duty, the Council has a responsibility to eliminate discrimination, harassment, victimisation, and advance equality of opportunity between persons who share a relevant protected characteristic and persons who do not share it.
In order to fulfil this duty, we may process special category data from you including your nationality and ethnic origin, data relating to your health and your sexual orientation.
Employee Benefits Scheme
As part of the Council's commitment to the One Planet strategy, we are providing an Employee Benefits Scheme which will allow you to access a number of salary sacrifice benefits.
Details of providers can be found below:
There is an option to add more schemes and we will communicate these when we are ready to go live.
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 example 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
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 You can do this by notifying the Data Protection Officer in writing.
The council does not rely on consent in most cases because it has legal requirements to do certain tasks. For example, processing and making decisions regarding the payment of salary and pensions are based on legal requirements, not on consent.
Contact us
Please contact the Data Protection Officer for further information:
Data Protection Officer
Information Governance Team
County Hall
Atlantic Wharf
Cardiff
CF104UW