Employees
What information is being collected?
1. Name
2. Contact Details (postal address, home and mobile phone numbers, email address)
3. Next Of Kin/Emergency Contact Details (name, contact details, relationship)
4. Bank Account Details
5. National Insurance Number
6. Date of Birth, Marital Status, Gender
7. Date of Marriage/Civil Partnership, Spouse/Civil Partner DOB, Maiden Name (if applicable)
8. References
9. Driving Licence/CPC Card (if required)
10. Disclosure of Convictions
11. Photograph
12. Qualifications including copies of certificates
13. Equal Opportunity Details
14. Sickness Absence Information and Occupational Health Reports
15. Maternity/Paternity Details (if applicable)
16. Dependant Details (if applicable)
17. Time and Attendance Clocking Details and Biometrics (if applicable)
Who is collecting it?
Fermanagh and Omagh District Council is the Data Controller which means we determine how the information is collected, used, protected and shared where appropriate.
How is it collected?
Initial information is collected from you at job application stage using an online application where information is gathered through our data processors, Hallmark. If deemed successful at interview an appointment letter will be issued to you using the contact details provided at application stage. Amendments to your personal details can be made by you thereafter.
After appointment there are a variety of methods of collection:-
• New Employee Details Form
• References
• Declaration of Convictions Form
• A photocopy of your Driving Licence (if applicable)
• PIN Notification and ID validation Form: processed through the data processor (Access NI) website directly (if required)
• Biometrics or Pin Number – For Time and Attendance purposes, collected by our data processor (Softworks)
• Photograph – taken by a member of our Human Resources Team
• Proof of right to work in UK
• Other information may be collected during employment with the Council, such as:
• Maternity Details Form/ Copy of MATB1
• Paternity Details Form
• Occupational Health Report – Information collected by our data processor (Blackwell Associates)
• Sickness Absence details including Self Certification form and Fit Notes
Why is it being collected?
The legal bases we rely on for processing your personal data are under articles 6(1)(a), 6(1)(c) and 6(1)(e) of the GDPR which mean, respectively, that you have given consent for us to process your information, the processing is necessary for compliance with the Employment Act (NI) 2016 to which we are subject to, or, the processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority.
How will it be used?
Fermanagh and Omagh District Council need to collect, retain and process personal data relating to its employees in order to contact the employee, keep proper records, provide support and guidance and to monitor pensions and payroll, performance management reporting and fulfil legal obligations. Information on health and disability is gathered so that we can properly support staff and/ or make any reasonable adjustments.
Who will it be shared with?
Your personal information could be shared with:
Internally:
• Payroll Team – Relevant information will be shared with our internal payroll team so that we can pay employees their salaries/wages and expenses
• Line Manager(s) – Details relating to your employment (Maternity/ Paternity/ Reasonable Adjustments/ Sickness Absence) will be shared internally with your line manager for support and to ensure the service area is being run effectively
• Internal Auditor(s) – as required during relevant internal audits
• Health and Safety Manager/Officer – in the event of an accident, incident or near miss at work
• Data Science and Intelligence Team for performance management reporting
Data Processors:
• Pension Scheme Providers – NILGOSC and Civil Service Pensions – Our internal payroll team will transfer required information to the data processor (NILGOSC) for pension purposes
• BHSF – to enrol you on the Council’s Healthcare Cashplan
• Benenden – to enrol you on this health care plan, should you choose to join
• Technology One – information relating to your contract of employment with the Council will be retained using our information management system
• Softworks – for time and attendance details
• Blackwell Associates or other Occupational Health Service providers – details relating to sickness absence if referred to Occupational Health
• Training providers – to enrol you on training opportunities throughout employment
• Funders (if your post is funded) – Details relating to your contract of employment may be shared with a funder if the post is funded
• Trade Unions – for the purposes of consultation and negotiation on relevant employee matters
• Legal advisors – for the purposes of ensuring compliance with the contract of employment and any associated employment related matters
• Insurance Brokers and Company – in the event of an accident at work
How long will it be retained for?
Information will be for the duration of your employment and for a period of 6 years after you exit the Council as per the Council’s Records Retention and Disposal Schedule.