WORKFORCE PRIVACY NOTICE

We use workforce data to achieve the following:

• Recruit new members of our workforce or to offer promotion opportunities to existing staff.
• To carry out employment checks including the right to work in the UK and DBS checks.
• To provide and administer contracts of employment, meet other contractual obligations and to conduct day to day business including making your contact information available on the college phone book and to provide an ID badge.
• To meet the health and wellbeing needs of our workforce, including providing any reasonable adjustments.
• To pay our staff and ensure they receive other benefits (including pensions and reimbursement of travel and subsistence expenses) to which they are entitled and that the necessary deductions are being made i.e. tax, student loans etc.
• To maintain accurate absence records, including sickness, parental leave and jury service.
• To record and monitor staff performance (including appraisals), training and development.
• To operate and keep a record of disciplinary, grievance and other employee relations processes including employment tribunals.
• To produce statistical returns.
• To provide references on request for current and former employees

Different types of data and documents are kept for different lengths of time, we hold workplace data securely for the set amount of time shown in our data retention policy. For example, information in your personnel file is kept for the duration of your employment plus six years and where data is linked to a benefit package including pension schemes, we may have to hold this data for a longer time period.

If you apply for a position with the Group but are either unsuccessful or choose not to accept, data associated with the recruitment process is kept for 6 months. With your permission we may keep your contact details to inform you of similar vacancies which may be of interest to you over the next year.

Your data is stored in the UK and EEA. If there is a need to process personal data in another territory, the Group will ensure that relevant security measures are in place to protect your personal data. This will be achieved by placing contractual obligations on those receiving your personal data or by ensuring that the recipients have subscribed to relevant international frameworks that aim to ensure adequate protection.

We do not share information about our workforce with anyone without consent unless the law and our policies allow us to do so. We have the right to process personal data given to us to comply with the law.

We routinely share information with:

• Her Majesty’s Revenue and Customs (HMRC)
• The Department for Education (DfE)
• The Higher Education Statistics Agency (HESA)
• Other educational providers involved in the joint delivery of a course
• Local authorities
• Pension scheme providers
• The awarding body for the qualification the staff member delivers
• Agencies who are required to audit our staff and financial records
• National Health Service and local NHS Trusts
• Law enforcement agencies
• The Home Office and Disclosure and Barring Service (DBS checks and right to work checks)
• UK Visas and Immigration
• UK Enforcement Organisations (e.g. The HSE, Home Office)
• Occupational health service providers
• Chesterfield College Group subsidiaries
• Trade Unions
• CPOMS StaffSafe to govern all information regarding adults working within our setting.
• Ensure effective general HR and business administration.
• Conduct employee engagement surveys.
• Provide references on request for current or former employees.
• Respond to and defend against legal claims.
• Maintain and promote equality in the workplace.
• Maintain and promote health, safety and wellbeing in the workplace.

As an employer, we are required to carry out a DBS check on all members of our workforce. This is a legal obligation, as an employer, because we work with children and vulnerable adults. A criminal record will not necessarily bar an individual from obtaining a position within the Group.

The Group collects information related to protected characteristics as defined within the Equality Act. This information is used for monitoring and institutional reporting, including in our Annual Equality Report, Equal Pay and Gender Pay Gap Report.

The Group also has obligations under the Freedom of Information Act. It is the Group’s policy to make information as public as possible. Full details of what information is made available to the public for inspection can be found in our publication scheme published on our website. The following staff information will be made public:

• Names and photographs of the members of the Corporation
• Organisation structure charts

Under data protection law, you have rights including:

• Right of access – this is the right to ask us for copies of your personal information. Most of your employment data is readily available to you through HR Self Service. If you want to see the personal data held about you by the Group, you should make a ‘data subject access request’.
• Right to rectification – this is the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete
• Right to erasure –the right to ask us to erase your personal information in certain circumstances. However, where information is processed as part of our legal obligations or under public task this right does not apply. This includes information we are required to hold to maintain your employment, meet our safeguarding obligations, for payroll records and pensions.
• Right to restriction of processing – this is the right to ask us to restrict the processing of your personal information in certain circumstances.
• Right to object to processing – this is the right to object to the processing of your personal information in certain circumstances.
• Right to data portability – this is the right to ask us to transfer the personal information you gave us to another organisation, or to you, in certain circumstances.
• Right to withdraw consent – this means that, if we are relying on your consent as the legal basis for using your personal data, you are free to withdraw that consent at any time.

Where we are processing data, on the basis of legal obligation, individuals have no right to erasure, right to data portability or right to object.

You are not required to pay any fee to use any of your data protection rights. The Group will respond to your request within one calendar month from the date we receive your request.

Requests can be received in any format however, the easiest way to make a request is to email dataprotection@chesterfield.ac.uk. We are required to verify your identity and therefore ask, where possible, you include a copy of official identification with your request.

If you have any concerns about how the Group collects processes your personal information, you can make a complaint to dataprotection@chesterfield.ac.uk

We ask in the first instance you give us the change to put things rights, however, you can also raise any complaint with the ICO if you are unhappy with how we have used your data.

The ICO’s address:

Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

Helpline number: 0303 123 1113

ICO website: https://www.ico.org.uk

This privacy notice will be kept under review and changes will be published in our website.