How Employee and Prospective Employee Personal Data is Managed

Last updated November 2018

This Privacy Statement sets out the type of data and the basis on which prospective employee and employee personal data collected or provided by individuals, will be processed by Buckinghamshire & Milton Keynes Fire Authority (the Authority) during the employment lifecycle.

The legal basis for processing most of this personal data is “legitimate interests”. This means the Authority must have a reasonable basis for processing personal data that weighs the balance of its legitimate interests and the necessity of processing the personal data, against the interests, rights and freedoms of the individual.  

This is not the only basis for processing employee personal data. For example, when we collect personal data for monitoring our performance in terms of the Equality Act 2010, we will ask for your consent.  

Data collected/obtained from a third party may include:

  • Name
  • Contact details
  • National Insurance number
  • Birth certificate / date of birth
  • Driver’s licence, insurance and MOT details
  • Passport details
  • Citizenship and work authorisation status
  • Next of kin / emergency contact details
  • Information provided by referees


Terms and conditions

  • Contracts of employment
  • Data relating to amendments to terms and conditions
  • Data relating to secondary employment


Health management

  • Disability and health related data, including results from medical screening, referrals and routine medicals
  • Data related to work related claims


Career development

  • Annual appraisal data
  • Performance reviews
  • Training and development records
  • Assessment data
  • Education and employment history, including qualifications and professional certificates
  • Work-related skills and experience
  • Case management
  • Disclosure & Barring data
  • Data on performance management, disciplines and grievances


Payroll

  • Bank account details
  • Tax related data
  • National Insurance related data
  • Pension related data
  • PAYE related data
  • Expenses and benefits details
  • Termination payments and agreements

The Authority may have cause to contact individuals by letter, email, telephone or otherwise, in relation to their employment. It is therefore important that individuals ensure contact data is kept up to date on the “Employee Self-Service” system, and that only contact details are included that you are happy to share.


Recruitment

When a candidate applies for a role within the Authority the personal data provided will be used to process individual’s application and to monitor recruitment trends and statistics.

  • Unsuccessful candidates

Personal data about unsuccessful candidates will be held for 12 months after the recruitment exercise has been completed, the personal data will be then be  destroyed or deleted. Anonymised (i.e. non-personal) data will be retained to help inform and report on our recruitment activities. No individuals will be identifiable from the data.

  •  Successful candidates

The Authority will create an electronic employment record for all successful candidates.  The data contained in this file will be kept secure, only accessible to a limited group of people for business reasons, and will only be used for the purposes it was collected for. 

Once employment has ended, the Authority will retain the individual’s file in accordance with the requirements of the Retention Schedule.


Investigations

During the course of their employment, an employee may be subject to investigations, either directly or indirectly, as a witness or as an investigating officer. This could be in connection with a health and safety incident, a complaint against an individual, group, or the Authority, or a concern about an individual’s performance. This may involve the use of any of the personal information you have shared with us or that we have collected or obtained from a third party.  This may include CCTV footage, door entry records, internet, email, files (hard and electronic copies) and social medial.  


Equality data

The Authority is committed to equality of opportunity and being inclusive of all, irrespective of ethnicity, gender, disability, age, marriage and civil partnerships, sexual orientation, gender reassignment, religion or belief and/or socio-economic background. In order to achieve this detachable monitoring forms are used as part of the recruitment packs. Submitting sensitive personal information is optional and data collected will be kept confidential, separated from the recruitment pack, with access restricted to those only requiring this information.

The data gathered is an important component in identifying inequality, initiating activity and evaluating progress as required to meet legislation under the Equality Act 2010.

Equality data will only be used for the purposes of equal opportunities monitoring and other statutory and legal requirements.


Sharing your personal data

Our overarching privacy policy explains some groups we share data with. In order to provide services in connection with an individual’s role, we may also share data with organisations we contract to provide services either to us or on our behalf. For example, Occupational Health and the Authority’s pension administrators. We will also share data when we are legally obliged to do so.

For further information about how we manage your personal data, how to contact us and your rights please see our overarching privacy policy.