Recruitment and employment privacy notice

Part of: Trafford Council privacy notice

Contents

Read this alongside the Trafford Council privacy notice for information that applies to all services.

This page explains how we collect and use personal information in recruitment and employment.

What information we collect

We may collect:

  • Name, address, date of birth and contact details
  • National Insurance number and proof of identity
  • Employment history, qualifications and training records
  • References from previous employers or other contacts
  • Results of background checks, including criminal record (DBS) checks where required
  • Equal opportunities monitoring information (e.g., ethnicity, disability, gender)
  • Medical and health information relevant to your role
  • Payroll and tax information, including bank account details
  • Performance reviews, absence records and disciplinary information
  • Records of learning and development activities

Some of this is special category data or criminal offence data, which is more sensitive and requires extra protection.

Why we collect your information

We use your information to:

  • Manage recruitment, selection and appointment of staff
  • Fulfil our employment contract with you
  • Pay salaries, pensions and expenses
  • Manage performance, conduct and absence
  • Provide learning and development opportunities
  • Meet health and safety obligations
  • Promote equality, diversity and inclusion in the workplace
  • Meet our legal duties as an employer under employment, tax and equality laws

Our lawful basis

The main legal bases we use are:

  • Contract – to meet our obligations under your employment contract
  • Legal obligation – to comply with employment, tax and equality laws
  • Public task – where processing is needed to carry out our functions as a public authority

For special category data, we rely on:

  • Employment and social protection law – under UK GDPR Article 9(2)(b)
  • Health or social care purposes – under UK GDPR Article 9(2)(h)
  • Equality of opportunity – under UK GDPR Article 9(2)(g) and Schedule 1 of the Data Protection Act 2018

For criminal offence data, we rely on:

  • Employment purposes – under Schedule 1 of the Data Protection Act 2018

Who we share your information with

We may share your information with:

  • Other council teams, such as payroll, HR and IT
  • Government bodies such as HM Revenue & Customs, the Department for Work and Pensions and the Disclosure and Barring Service
  • Pension scheme administrators and payroll providers
  • Occupational health providers
  • Training providers and professional bodies
  • Trade unions (where you are a member and have given consent)
  • The police or other agencies, if required for safeguarding or law enforcement

How long we keep your information

We keep recruitment information for six months after the recruitment process ends if you are not appointed.

If you are employed, your personnel file is kept for six years after you leave the council.

Some records, such as pension information, are kept longer to meet legal and contractual obligations.

Automated decision‑making

Recruitment and employment does not make decisions about you based solely on automated processing.

Contact us

If you have questions about how we use your information in recruitment and employment, see the contact us section in the primary privacy notice.