This Privacy Notice explains how Coventry City Council’s Human Resources Service Centre will use your personal information, who it will be shared with and why.

Why we collect Personal Information about you

Common law and statute determine and dictate how we carry out our obligations under the contract we hold with your employer/engager, they require us to collect and hold personal information about you to:

  • Be legally compliant
  • Run recruitment and promotion processes
  • Maintain accurate and up-to-date employee records
  • Ensure effective general HR and business administration; to include the provision of the Employee Benefits Package and verifications when required on applications made

What information do we collect?

  • Your full name
  • Contact details
  • Date of Birth
  • Your legal sex
  • Your gender identity
  • Your ethnic origin
  • Your sexual orientation
  • Your religious beliefs
  • Details of your employment history
  • Details of your education/qualifications/training
  • Details about your Pension
  • Your National Insurance Number
  • Your bank account details
  • Your marital Status
  • Your Next of Kin
  • Details of any Dependents
  • Emergency contact details
  • Your Nationality
  • Confirmation of entitlement to work in the UK
  • Information about your criminal record
  • Details of your contracted work pattern
  • Details of Leave taken
  • Details of any disciplinary or grievance you have been involved in
  • Assessments of your performance, and training
  • Details of long-term physical or mental health conditions or illness
  • Details of your medical health
  • Pay & deduction details
  • Details of Trade Union membership
  • Position details
  • Driver Licence/passport details
  • Sickness absence details
  • signatures

Who we share Data with

We will share data with:

  • Other service areas within the council
  • Previous employers, so we can get references
  • External organisations that provide services on the council's behalf;
    • The Disclosure and Barring Service
    • Occupational Health
    • Payroll software provider
    • Recruitment Software provider
    • NHS
    • DWP
    • Courts Service
    • Police
    • BACS/BACS Bureau
    • Payroll Printing Supplier
    • HM Revenue & Customers
    • Pensions Administrator
    • Pension Regulator
    • Organisation where voluntary deductions are taken from pay
    • National Fraud Initiative /Police
    • External providers of items and services under the Employee Benefit Package

How long will we keep your information?

We will keep information about you for as long as you are employed. There are some circumstances why we need to keep the information we hold about you after you have stopped working for the organisation, we do this because the law says we have to.

Your Rights

You have the right to:

  1. Ask to see the personal information we hold about you 
  2. Ask us to change the information we hold about you if it is wrong
  3. Ask us to delete the information we hold about you
  4. Limit the way we use your data
  5. Ask us to limit the way we use your information
  6. Ask for human intervention regarding decisions made about you by a computer
  7. Complain to the Information Commissioner’s Office

To exercise any of these rights please contact your employer.


You have the right to submit a complaint if you are unhappy with the way your request is handled or disagree with a decision made by the council regarding your data. In these circumstances you can contact the Data Protection Team (DPO) and request a review of the decision.

If you are not satisfied with any outcome from the DPO you may wish to apply to the Information Commissioner's Office at:

The Information Commissioner's Office,
Wycliffe House,
Water Lane,
SK9 5AF.

Date of last review: March 2022.