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

Why we collect personal information about you

We need to collect and hold personal information about you to manage the employment relationship and:

  • Enter into an employment contract with you
  • To meet our statutory obligations
  • To do the things that we agree to do in the contract
  • Do the things that the law says we have to
  • To run recruitment and promotion processes
  • To maintain accurate and up-to-date employee records
  • To ensure effective general HR and business administration
  • To provide references on request for current or former employees
  • To respond to and defend against legal claims; and
  • To maintain and promote equality in the workplace.
  • To enable you to make applications for items in the employee benefits package, and for us to verify these.

Our lawful basis for processing is Legal Obligation

What personal information do we collect and use about you?

  • Your full name
  • Your contact details
  • Your 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
  • Details about your pension
  • Your National Insurance Number
  • 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 your medical health
  • Details of long-term physical or mental health conditions or illness
  • Evidence of up-to-date COVID vaccinations - from those in roles that work in CQC registered care homes, as is required by HM Government
  • Pay & deduction details
  • Details of Trade Union membership
  • Details of your tax and National Insurance contribution
  • Position details
  • Driver Licence/Passport details
  • Sickness absence details
  • Signatures

Who we share your personal 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, for criminal records checks
    • Occupational Health
    • External Occupational Health providers and medical professionals
    • HR and Payroll system provider
    • NHS
    • DWP
    • Court Service
    • National Fraud Initiative Police
    • BACS / BAC Bureau
    • Payroll Printing Organisation
    • Trade unions
    • HM Revenue & Customs
    • Pensions Administrator
    • Pensions Regulator
    • Skills for Care
    • Office for National Statistics
    • Department of Education
    • Organisations where voluntary deductions are taken from pay
    • External consultants where their specialist skill is needed in order to meet our legal responsibilities
    • External providers of items and services under the Employee Benefits Package

The Cabinet Office (who is a government department), for the purposes of a data matching exercise called the National Fraud Initiative. The purpose of the exercise is to detect fraud and error. The Council is legally required to participate in this exercise. More information on the National Fraud Initiative.

How long will we keep your information?

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

Your rights

You have the right to:

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

To exercise any of these rights please contact Human Resources: or


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: September 2021