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Privacy notice for Children’s Social Work Workforce Census (how we use workforce information)

What do we use the information for?

We use workforce data to:

  • enable the development of a comprehensive picture of the workforce and how it is deployed
  • improve the management of workforce data across the sector
  • inform the development of recruitment and retention policies   
  • enable individuals to be paid
  • enable monitoring of selected protected characteristics.

What information do we hold and use?

We collect and process the following information:

  • personal information (HCPC number)
  • characteristics information (such as gender, age, ethnic group)
  • contract information (such as start date, FTE, role)  
  • work absence information (such as number of days missed due to sickness absence)
  • qualification level.

This list is not exhaustive, to access the current list of categories of information we process please see the Children’s social work workforce census: guide on the GOV.UK website

On what grounds do we use the information?

We process personal data as we have a legal obligation to collect and lawfully process this information under Section 83 of the Children Act 1989.

We process special categories data as processing is necessary for the purposes of carrying out the obligations and exercising specific rights in the field of employment and social security and social protection law.

How do we collect this information? 

We collect personal information via data held in the iTrent system and additional data requested from line management.  

Workforce data is essential for the local authority’s operational use. Whilst the majority of personal information you provide to us is mandatory, some of it is requested on a voluntary basis. We will inform you at the point of collection, whether you are required to provide certain information to us or if you have a choice in this. 

Who do we share your information with?

We routinely share this information with:

  • our local authority (where applicable)
  • the Department for Education (DfE).

We do not share information about our workforce members with anyone without consent unless the law and our policies allow us to do so.

Department for Education

The Department for Education (DfE) collects personal data from educational settings and local authorities via various statutory data collections. We are required to share information about our workforce with the Department for Education (DfE) for the purpose of those data collections, under Section 83 of the Children Act 1989.

All data is transferred securely and held by DfE under a combination of software and hardware controls which meet the current security policy framework: protecting government assets on the GOV.UK website.

For more information, please see ‘How Government uses your data’ section.

How long do we store it and is it secure?

The council has retention schedules in place to ensure that information is only held for as long as it is needed. For information on how long your information will be held visit the retention explained page. 

Details of how we keep your information secure are available on the general privacy information page.

What rights do you have?

The rights that you have depend upon the grounds upon which we collected your information. All of the rights you could have are outlined on the data protection rights page. In relation to the children’s social work workforce census you will have the following rights:

  • The right of access - you are entitled to see the information the service holds about you and can request a copy by emailing data.protection@eastriding.gcsx.gov.uk  
  • The right to rectification - if you believe any information the service holds about you to be incorrect please email childrens.performance@eastriding.gov.uk and we will amend the information accordingly. 
  • The right to restrict processing - should you wish the service to limit how we use your data please email childrens.performance@eastriding.gov.uk with the reason for your request. 
  • The right to object - in addition to the right to limit the use of your data, you also have a right to object to the use of your data for certain actions. Should you wish to object please email childrens.performance@eastriding.gov.uk with the reason for your request.

If you have a concern about the way we are collecting or using your personal data, we ask that you raise your concern with us in the first instance. Alternatively, you can contact the Information Commissioner’s Office website

Where can I find out more?

If you want to know more about how the council uses information, your rights or have a concern about the way we are collecting or using your personal data, we request that you raise your concern with us in the first instance.

Contact details are available on the general privacy information page. Alternatively, you can contact the Information Commissioner’s Office.