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Privacy notice for organisational development

What do we use the information for?

We collect and process the following information:

  • Apprenticeships information is required by training providers so they can register the individuals for an apprenticeship qualification.
  • Social work placement information is used to match placements within East Riding of Yorkshire Council.
  • Workforce information is used to analyse the workforce in order to provide management information.
  • MOODLE information is used to provide access to online courses:  elearning.eastriding.gov.uk/moodleand schoolselearn.eastriding.gov.uk/moodle

The data is also used to provide statistical information about site usage.

What information do we hold and use?

To provide apprenticeships, we collect and process the following information:

  • Applicants for work experience and apprenticeships such as - full name, address, Date of Birth (DOB) for apprentice applications, National Insurance (NI) number (if age 16 and above), previous qualifications
  • Apprenticeship applications such as - full names and addresses to identify the individual (data is also required by training provider so that they can register the individual for the qualification), date of brith to register the individual with a training provider for their Unique Learner Reference Number (done by provider) and NI number to identify the individual (staff with same name)
  • Work placement applications - full name for manager considering the application, address to help identify where they could feasibly get to on placement and NI number so we can then check to see if they secured a job with the council.  

To provide social work placements, we collect and process the following information:

  • Application forms from social work students looking for a placement with the council. Data includes names, addresses, phone numbers, emails, DOB and work experience. 

To provide workforce information, we collect and process the following information:

  • Names, positions, DOB, age, gender, national insurance number, start date and service details. 

To provide the Moodle, we collect and process the following information:

  • Learner information – name, email address, work location, directorate, service, section, team, pay reference,  phone number and manager. 

On what grounds do we use the information?

Organisational development collects and processes information for the following purposes:

  • Apprenticeships information is processed as we have a legal obligation to do so
  • Social work placement information is processed only with consent
  • Workforce information is processed under a contract
  • Moodle information is processed only with consent. 

How do we collect this information?

Organisational development collect this information via online forms and over the phone.

Who do we share your information with?

We share your information as follows:

  • Apprenticeship applications - data is shared with training provider when it is confirmed who the provider is and the contract has been signed
  • Work placement applications - data is shared with the manager of placement as they consider your application
  • Social work placements - data is shared with teams in adult’s and children’s services that are looking to take a student on placement
  • Workforce information - summarised statistical information is shared but no personally identifiable information
  • Moodle - data is shared internally with the learning and development team, organisational development and managers on an ad-hoc basis. Learning records are also transferred to iTrent. 

How long do we store it and is it secure?

Housing services 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 outlined upon the data protection rights page. In most cases, people who have been involved with organisational development will have the following rights:

Where can I find out more?

If you want to know more about how Housing Services and 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.

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