HR privacy notice

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 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.

What information do we collect?

  • Name
  • Contact details
  • Data of birth and gender
  • Your ethnic origin
  • Your sexual orientation
  • Your religious beliefs
  • Details of your employment history
  • Details of your education/qualifications
  • Details about your pension
  • National insurance number
  • Bank account details
  • Marital status
  • Next of kin
  • Dependents
  • Emergency contact details
  • Nationality - 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
  • Pay and deduction details
  • Details of Trade Union membership
  • Position details
  • Driver licence/passport details
  • Sickness absence details
  • Signature

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, 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

The Cabinet Office (which 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.  Read more about 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 or as long as we legally need to. 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 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:[email protected] or [email protected]


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) [email protected] 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 2020

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