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Privacy notice: Job applicants

Contents

  1. Introduction
  2. Who are we?
  3. What is personal information?
  4. How do we collect information from you as an employee of South Tyneside Homes?
  5. What information do we collect from or about you?
  6. The lawful basis on which we process this information
  7. Why do we collect your information? How will we use it?
  8. How is your information stored?
  9. Who do we share your information with?
  10. How long do we keep hold of your information?
  11. How can I access the information you hold about me, or correct it if it is inaccurate?
  12. Changes to our privacy policy
  13. Contact details (Data Protection Officer)

1. Introduction

South Tyneside Homes takes your privacy and the security of your information as an employee very seriously.

This statement explains when and why we collect personal information from you, how we use it, the conditions under which we may share it with, or disclose it to, others and how we keep it safe and secure.

We may change this statement from time to time. You will be informed of any changes, with information on why these changes have been made and if you need to take any action.

2. Who are we?

South Tyneside Homes is the Arms' Length Management Organisation set up to manage homes on behalf of South Tyneside Council. The Arms' Length Management Organisation is a not-for-profit company that provides housing services on behalf of South Tyneside Council.

South Tyneside Homes provides management and development services for selected companies independent of South Tyneside Homes  and delivers some wider services on behalf of South Tyneside Council, such as area management, street cleansing, welfare services, anti-social behaviour services, and complaints management.

South Tyneside Homes is an employer in its own right. South Tyneside Homes is a data controller in relation to the data it holds on its employees.

Throughout this notice,

  • 'we' refers to South Tyneside Homes;
  • 'you' refers to you as an employee of South Tyneside Council and South Tyneside Homes for the purposes of services delivered by South Tyneside Homes;
  • 'employee' refers to current, former or potential employees; 
  • 'UK GDPR' refers to the UK General Data Protection Regulation.

3. What is personal information?

Personal information is defined as any data which relates to a living individual who can be identified:

  • From the information we hold, or
  • From the information combined with any other information which is already in the possession of, or likely to come into the possession of, the person or organisation holding the information.
  • Location information from a vehicle tracking device.

Personal information also includes any expression of opinions about an individual, and any indication of the intentions of the data controller, or any other person, in respect of the individual.

4. How do we collect personal information from you as an employee of South Tyneside Homes?

We obtain information from you:

  • When you apply for a job with the Company (either as a new employee or an existing employee)
  • When you are successful in gaining employment with the Company
  • As part of management processes, such as disciplinary, grievance and other investigations
  • As part of health and safety processes, such as lone working.
  • During your appraisal and 121 processes
  • If you are sick or otherwise absent from work
  • If we carry out a staff survey
  • If you choose, and give permission, to be photographed during a work activity
  • From vehicle trackers fitted to fleet vehicles.
  • As part of our response to Covid-19 information including recent travel history, health information and treatment information

For security purposes, your image may be recorded on CCTV in premises at which you work for the prevention and detection of crime and to protect our employees and visitors.  The CCTV operates continuously and recordings are held for 1 month.   Our landline phone calls are recorded for training and monitoring purposes and our recordings are usually held for a period of 3 months.

5. What information do we collect from or about you?

The categories of employee information that we may collect, process, hold and share include:

  • Personal information such as name, date of birth, national insurance number, employee/payroll number, and your address
  • Copies of identity documents that you provide to prove your age or identity and eligibility for employment, where the law requires this (including your passport and driver's licence). This information may include your name, address, date of birth and facial image. If you provide a passport, the data will also include your place of birth, gender and nationality
  • Special categories of data, including characteristics information such as gender, age, ethnicity, health, religious or other similar beliefs, criminal convictions
  • Medical information such as occupational health, medical reports or Covid-19 related information.
  • Contract information (such as start dates, hours worked, post, roles and salary information and deductions from salary)
  • Work absence information (such as number of absences and reasons)
  • Qualifications and training information
  • Emergency contact information
  • Financial information including bank account details, payroll and pension information and tax code information
  • Information associated with any management process, such as sickness, disciplinary or grievance processes
  • Your image, for identity, security or communications purposes
  • Trade Union membership
  • Location data

It is important that the data that we hold about you is correct. You should advise us as soon as possible if you need us to make any changes.

We will normally communicate with you in ways nominated by and provided by you, unless there are exceptional reasons as to why we cannot comply with your preferred method of communication. We will use these methods to communicate with you where you provide this to us. We will not use these contact details for any purpose other than for the purposes of your employment with us, under the terms of this privacy notice, unless you give us permission to do so. 

6. The lawful basis on which we process this information

We process workforce information relating to your employment contract, employment purposes generally and to protect our business and the public purse from fraud and illegal activity under Article 6 (1) (b) contract of theUK GDPR and also Article 6 (1) F Legitimate Interests.

We process special category data, such as ethnicity, etc. under Article 9 (2) (b) of the UK GDPR, relating to employment.

On occasion, we may process personal data relating to criminal convictions and offences under Article 10 of the UK GDPR, for the purposes of applications for employment, safeguarding or updating of Data Barring Service (DBS) checking.

Consent or Choice

Whilst the majority of information you provide to us is mandatory for the purpose of your employment with the Company, some of it is provided to us on a voluntary basis. In order to comply with data protection legislation, we will inform you whether you are required to provide certain information to us or if you have a choice in this. However, if you choose not to share your personal data with us in these circumstances, this may affect our ability to improve our offer to you as an employee. In these cases, you may withdraw your permission for us to use your data at any time.

7. Why do we collect your information? How will we use it?

We use this information to:

  • enable you to carry out your contractual requirements with South Tyneside Homes
  • enable you to be paid
  • manage absences from the workplace, such as sickness or leave
  • develop and implement policies and procedures to support the workforce and ensure our employment practices are fair and accessible
  • inform the development of recruitment and retention policies
  • meet our statutory equality monitoring and reporting requirements e.g. gender pay gap reporting
  • allocate you the equipment and resources that you need to do your job
  • develop a comprehensive picture of the workforce and how it is deployed
  • respond effectively in an emergency situation and ensure your health and safety at work
  • ensure that our premises and systems are secure
  • ensure the health and safety and safeguarding of our staff and customers
  • protect our business from fraud or illegal activities
  • carry out our statutory and public duties

South Tyneside Homes conducts research and statistical analysis to help improve our business processes and the services offered to our employees, as well as to evaluate our performance against other benchmarks.  Wherever possible, statistical information is anonymised or pseudonymised.

8. How is your information stored?

South Tyneside Homes takes your privacy, and the safety and security of your information, very seriously.

Information is held by South Tyneside Homes in both paper or non-computerised format and electronic, or computerised, format.

  • Paper-based, non-computerised, information is stored securely within access-controlled storage, and is only processed by staff with a need to do so.
  • Electronic, computerised, information is stored securely on servers managed by South Tyneside Council who provide this service on behalf of South Tyneside Homes.
  • Parts of our electronic, computerised, systems are also managed directly by South Tyneside Homes.

South Tyneside Council has security procedures and an Information Security Policy to ensure that data is handled appropriately and protected from accidental loss or misuse. The Council seeks to comply and align its policies with all parts of the Information Security Standards ISO 27001. Access to workforce information is only permitted where there is a legitimate reason.

9. Who do we share your information with?

We do not share information about our workforce members with anyone unless the law permits us to do so.   We may share your information with:

  • South Tyneside Council, who provide our Human Resources and Organisational Development, Payroll and associated services, Legal, Communications and (part) ICT Services
  • Tyne and Wear Pensions Service, who provide Pension Services on your behalf
  • Third parties that provide information that allows us to comply with Company legislation and regulations
  • Government Departments, such as HMRC and DWP
  • Third party systems providers to help us to comply with Health and Safety legislation, including Vehicle Tracking, Trades Certification and Lone Working
  • Carefully selected third party systems providers to enable us to deliver services effectively and efficiently under a data sharing agreement where necessary
  • Digital Mail provider
  • Data processors who work on our behalf
  • DBS checking service
  • People who you have identified for the purposes of an employment reference or who have been appointed by you to assist you with an employment dispute

We may share information for the purpose of fraud or crime prevention and for the apprehension or prosecution of offenders. We do not require your permission to share your information for this purpose and we may not notify you that we have done so. This may include sharing data with law enforcement bodies, such as the Police or HMRC and other public bodies where they have a law enforcement role.

When we share data with other organisations:

  • We provide only the information that they need for their specific services
  • They may only use your data for the exact purposes that we specify in our contract with them
  • We work closely with them to ensure that your privacy is respected and protected at all times
  • If we stop using their services, any of your data held by them will either be deleted or anonymised

As part of our contractual arrangements with these parties, we ensure that personal information is stored and managed securely.

We will not sell your personal data on to third parties.  We will not pass on your personal data to unrelated third parties unless we are allowed or required to do so by law, or we have your explicit permission to do so.

10. How long do we keep hold of your information?

We keep information in line with our retention policy. Your information will be held for 6 years after the ending of your employment with South Tyneside Homes, unless there are exceptional circumstances which require us to retain it for a longer period of time. If you are unsuccessful in your employment application we will hold your data for one year.

11. How can I access the information you hold about me, or correct it if it is inaccurate?

Under data protection legislation, you have the right to request access to information about you that we hold. To make a request for your personal information, contact our Data Protection Officer in writing at:

In some limited cases we may have to redact names or withhold information where it relates to:

  • A third party or where the information has been provided in confidence
  • The prevention and detection of crime
  • The apprehension of or prosecution of offenders
  • The assessment and collect of taxes and duties
  • The ways benefit fraud is detected or prevented
  • The health and safety of staff
  • Where the disclosure of medical opinions may cause distress or serious harm to a person

We will try to provide you with as much information as possible.

You also have the right to:

  • object to processing of personal data that is likely to cause or is causing damage or distress
  • in certain circumstances, have inaccurate personal data corrected, erased or destroyed
  • prevent processing for the purpose of direct marketing
  • object to decisions being taken by automated means

You can request consideration of these changes by contacting our Data Protection Officer.

We carry out equality monitoring to ensure that South Tyneside Homes' employment practices are fair and accessible for our employees. You may be asked to share information about yourself. You have the option to respond 'prefer not to say', or to request deletion or amendment of this information, unless it is critical to us meeting the conditions of your employment.

12. Changes to our privacy policy

We will keep our privacy notice under regular review and will advise you of any updates.

This notice was last reviewed in December 2020.  

13. Contact details (Data Protection Officer)

If you have a concern about the way we are collecting or using your personal data, we ask that you raise your concern with us in the first instance, by contacting ourData Protection Officer in writing at:

Alternatively, you can contact the Information Commissioner's Office at ICO: Concerns