How do we use your information?

The council needs to process data to enter into an employment contract with you and to meet its obligations under your employment contract. For example, it needs to process your data to provide you with an employment contract, to pay you in accordance with your employment contract and to administer benefits and pension.

In some cases, the council needs to process data to ensure that it is complying with its legal obligations. For example, it is required to check an employee's entitlement to work in the UK, to deduct tax, to comply with health and safety laws and to enable employees to take periods of leave to which they are entitled.

In other cases, the council has a legitimate interest in processing personal data before, during and after the end of the employment relationship.

Processing employee data allows the council to:

• Run recruitment and promotion processes;
• Maintain accurate and up-to-date employment records and contact details (including details of who to contact in the event of an emergency), and records of employee contractual and statutory rights;
• Use staff photographs to maintain security, help staff identify each other, publicise library events (applicable to library staff only) and improve collaboration across the council;
• Operate and keep a record of disciplinary and grievance processes, to ensure acceptable conduct within the workplace;
• Operate and keep a record of employee performance and related processes, to plan for career development, and for succession planning and workforce management purposes;
• Operate and keep a record of absence and absence management procedures, to allow effective workforce management and ensure that employees are receiving the pay or other benefits to which they are entitled;
• Obtain occupational health advice, to ensure that it complies with duties in relation to individuals with disabilities, meet its obligations under health and safety law, and ensure that employees are receiving the pay or other benefits to which they are entitled;
• Operate and keep a record of other types of leave (including maternity, paternity, adoption, parental and shared parental leave), to allow effective workforce management, to ensure that the council complies with duties in relation to leave entitlement, and to ensure that employees are receiving the pay or other benefits to which they are entitled;
• Operate and keep a record of training attendance to ensure employees are adhering to the requirements & expectations of their role, adhering to corporate training requirements (via learning management systems) and to allow effective workforce management.
• Provide, support and administrate the Access to Work scheme;
• Operate appropriate business continuity management measures;
• Ensure effective general HR and business administration;
• Provide references on request for current or former employees;
• Establish, respond to and defend against legal claims; and
• Maintain and promote equality in the workplace
• Meet our reporting obligations to report to statutory authorities

Some special categories of personal data, such as information about health or medical conditions, are processed to carry out employment law obligations (such as those in relation to employees with disabilities and for health and safety purposes).

Information about trade union membership is processed to allow the council to operate check-off for union subscriptions.

Where the council processes other special categories of personal data, such as information about ethnic origin, sexual orientation, health or religion or belief, this is done for the purposes of equal opportunities monitoring. We will also use your data to better understand the services we provide and to help us build those services for the future. We may also use your data to identify if our services are fulfilling our legal obligations.

Gloucestershire County Council, including Gloucestershire Fire and Rescue Service, is committed to using its powers, influence, and responsibilities to prevent and act against identified slavery and human trafficking in its corporate activities, supply chains and the wider community. The council is committed to ensuring its staff, partners and suppliers are aware of their duty to comply with their duties under the Modern Slavery Act 2015 and is committed to implementing the Charter Against Modern Slavery. 

To ensure transparency around how the council enacts this commitment, a Privacy Notice has been created and can be viewed on our Privacy Notices page.