Data protection regulations relating to the data collected by HR services for existing employees

Updated April 2021

Legal basis

Our legal basis for processing your ordinary personal data will be to take steps at your request prior to entering in to a contract and to perform a contract that you are party to.

We may also need to process your personal data to meet our legal obligations or to further our legitimate interests (the efficient operation of the council) or those of others. In limited circumstances we may process your data with your consent or to protect your vital interests or those of someone else.

As regards your special data (information about your health, any disabilities, your ethnicity etc.) or criminal offence data, we process this in order to meet our obligations under employment law or in connection with legal claims or for occupational health purposes or with your explicit consent.

As an organisation we need to process your personal data to enable us to:

  • Make decisions about your recruitment or appointment; to ensure you are paid and, if you are an employee, ensuring tax and National Insurance contributions are made; providing benefits to you.
  • Liaise with your pension provider/ administrator; administering the contract we have entered into with you.
  • Carry out business management and planning (including TUPe), including accounting and auditing; making decisions about salary reviews; assessing qualifications for a particular job or task, including decisions about promotions.
  • Gather evidence for possible grievance or disciplinary hearings; making decisions about your continued employment or engagement.
  • Make arrangements for the termination of our working relationship; education, training and development requirements.
  • Deal with legal disputes involving you, or other employees, workers and contractors, including accidents at work; ascertaining your fitness to work managing sickness absence.
  • Comply with health, safety and insurance obligation; to prevent fraud and to meet our safeguarding responsibilities.
  • Monitor your use of our information and communication systems to ensure compliance with our IT policies to ensure network and information security, including preventing unauthorised access to our computer and electronic communications systems and preventing malicious software distribution.


Your data will be shared with authorised officers of the council on a need to know basis. In addition we share your information (again where there is a need to do so) with occupational health, your pension provider, our payroll provider, training providers this includes storage of data on relevant related training , absence management and Data Barring Service (DBS) system providers and, any potential new employers.


We will only keep your personal data for as long as we need to in order to fulfil the purpose(s) for which it was collected and for so long afterwards as we consider may be required to deal with any questions that we may receive (we reserve the right after leaving employment to retain records indefinitely for pensions purposes/legal claims).

Data controller / data protection officer

Lichfield District Council of District Council House, Frog Lane, Lichfield Staffs WS13 6YY (telephone number 01543 308000) is what is known as the ‘controller’ of your personal data. Our data protection officer can be contacted as above.

Your rights

If we process your personal data you may, depending on your circumstances have a right of access to it; to correct inaccurate information; to restrict our processing of it or to have your personal data erased. If you wish to exercise a right please contact the human resources team by email.


Please speak to a member of HR or our data protection officer in the first instance, but if you have any concerns about the way we have processed your personal information then you can contact the Information Commissioner.