Westmorland and Furness Council privacy notice Workforce and Resourcing

Contents 

About the Workforce and Organisational Development service

The Workforce and Organisational Development service brings together many council functions. These include:

  • human resources
  • organisational development
  • workforce training
  • apprenticeships
  • occupational health

We provide support for immediate and long‑term resourcing needs, including recruitment, retention, engagement and workforce planning. We also support compliance, service improvement and the candidate journey.

Please contact us with any queries.

Email: recruitment.waf@cumbria.gov.uk 

New starter survey 

We've introduced a new starter survey to gather feedback from staff and support continuous improvement. We send the survey to new employees around three months after they start, as part of a welcome email. The survey asks for feedback on the recruitment process when joining the council.

We will usually send the survey to a personal email address provided during recruitment. This is because some staff do not yet have a work email address. We'll only send the survey by post if no email address is available.

What information we collect

We need personal data such as your email address.

We do not need any special category or criminal and law enforcement data from you.

How we collect your data 

We collect your data from you through the new starter survey using Microsoft Forms.

Why we collect your data

We collect your data to inform continuous improvement on staff experiences.

Who we collect data from 

We collect data from new employees. 

We may receive personal, special category personal or criminal and law enforcement data about you from the third parties mentioned above and other public bodies and organisations.  In this case, we will tell you the source of the information unless we are unable to do so by law

Who we share your personal data with

We may share your data with the council's Workforce and Resourcing team.

We process personal data under the condition of UKGDPR Article 6(1) (e) Public Task/Public Interest/Official Authority.

Disclosure and Barring Service (DBS) checks

We undertake three-yearly renewals of DBS checks, in line with the council’s DBS policy. Our Recruitment Administration team carries out the administration of the full recruitment process. This includes pre-employment checks on behalf of the recruiting manager, which includes processing DBS checks where the role requires.  

What information we collect

We need some personal data from you. This includes your:

  • name
  • email address

We do not need any special category or criminal and law enforcement data from you.

How we collect your data

We collect your data from your application form on receipt of successful appointment.

Why we collect your data

If you're a new starter, we collect your data to carry out a DBS check on your behalf. 

If you're an existing employees, we collect your data to carry out a DBS renewal.

Who we collect data from

We collect data from:

  • offenders and suspected offenders
  • staff and persons contracted to provide a service 

We may receive personal, special category personal or criminal and law enforcement data about you from the third parties mentioned above and other public bodies and organisations.  In this case, we will tell you the source of the information unless we are unable to do so by law.

Who we share your personal data with

We may share your personal, special category personal or criminal and law enforcement data with:

  • a third party service provider (HR Connect)
  • the Disclosure and Barring Service (DBS)

Legal basis

We process personal data under the condition of UKGDPR Article 6(1) (c) Legal Obligation. Where we’re relying on UKGDPR Article 6(1)(c), all relevant legislation is listed below.

Relevant legislation 

The relevant legislation includes:

  • Rehabilitation of Offenders Act (ROA) 1974 (Exceptions) Order 1975
  • Police Act Regulations (1997) 
  • Safeguarding Vulnerable Groups Act 2006, as amended by the Protection of Freedoms Act 2012
  • Safeguarding Vulnerable Groups (Northern Ireland) Order 2007 (SVGO)

Recruitment process

We provide comprehensive support on both immediate and strategic resourcing needs. This specifically relates to: 

  • compliance
  • candidate attraction
  • service improvement
  • the candidate journey
  • recruitment processes
  • the administration of the full recruitment and on-boarding process

What information we collect

We need some personal data from you. This includes:

  • title and full name
  • past and present postal addresses
  • phone number
  • email address
  • any relation to employees or members of the council
  • your National Insurance number
  • right to work in the UK information
  • your qualifications and professional memberships
  • your employment history and reference details
  • bank details
  • emergency contact details
  • tax code and deductions
  • pension information

We need some special category data from you. This includes:

  • gender
  • gender identifier
  • ethnic origin
  • religion and beliefs
  • age band
  • sexual orientation
  • disability and long term health conditions
  • armed forces membership
  • care experience

We need criminal and law enforcement data from you. This includes any unspent and spent convictions, depending on the DBS level of the role.

How we collect your data 

We collect your data from you from your recruitment application form.

If your application is successful, we will collect your data from a:

  • personal details form
  • pension opt-in form
  • new starter checklist 
  • P45

Why we collect your data

We collect your data to: 

  • process recruitment campaign
  • adhere to our safer recruitment practices and policy
  • adhere to best practice and ensure continuous improvement of the recruitment processes
  • set you up in iTrent, our HR and payroll system

Who we share your personal data with

We may share your data with:

  • HR
  • payroll administration team
  • the recruiting manager

Legal basis

We process personal data under the condition of UKGDPR Article 6(1) (a) Consent.

We process special category personal data under the condition of UKGDPR Article 9(2) (b) Employment/social security and social protection.

We process criminal and law enforcement data under the condition of UKGDPR Schedule 8(4) Safeguarding children and individuals at risk.

Right to Work in the UK checks

We process pre-employment Right to Work in the UK checks on behalf of the recruiting manager.

What information we collect

We need some personal data from you. This includes:

  • name
  • email address

We do not need any special category or criminal and law enforcement data from you.

How we collect your data

We collect your data from your application form on receipt of successful appointment.

Why we collect your data

We collect your data to carry out Right to Work in the UK check using a third-party provider called HR Connect.

Who we collect data from

We collect data from new starters.

We may receive personal, special category personal or criminal and law enforcement data about you from the third parties mentioned above and other public bodies and organisations.  In this case, we will tell you the source of the information unless we are unable to do so by law.

Who we share your personal data with

We'll share your personal data with a third party service provider called HR Connect.

Legal basis

We process personal data under the condition of UKGDPR Article 6(1) (c) Legal Obligation. Where we’re relying on UKGDPR Article 6(1)(c), all relevant legislation is listed below.

Relevant legislation 

The relevant legislation includes:

  • Immigration, Asylum and Nationality Act 2006
  • The Immigration (Restrictions on Employment) Order 2007