Data will be stored in various systems including the council’s recruitment IT system and on other IT systems used by HR such as databases, shared drives on secure servers and email.
Your personal data will remain in the recruitment IT system to assist you in future applications for as long as you retain your personal account to access the online system. Individual application forms will be automatically deleted from the recruitment IT system after 2 years. You may request your account and all information in that account to be deleted at any time.
If your application is unsuccessful, any application information in vacancy job files or HR systems will be retained for 2 years to allow operation of council policy to revisit recruitment exercises completed within the last 6 months and reconsider applicants and to allow monitoring reports on the recruitment process to be run for the 2 previous years. Details will then be deleted to be consistent with the 2 year retention period for application forms within the recruitment IT system.
The recruitment IT system will retain anonymous data to allow monitoring of the recruitment process in terms of volumes of applications etc.
If your application for employment is successful, personal data gathered during the recruitment process including your application form, references, copies of documents confirming right to work in the UK and confirmation of the completion of other statutory checks will be transferred to your personnel file which is stored electronically in the council’s document management system.
The personal data of successful applicants will also be transferred into the council’s HR/Payroll IT system to allow correct payment to be made for work undertaken during employment and for the council’s statutory obligations with regard to employment to be met for example correctly deducting income tax, national insurance and pension contributions and making statutory payments such as for sickness and maternity/paternity.
Personal data in your personnel file and the council’s HR/Payroll IT system will be retained during your employment and for a set period after employment ceases. The periods for which your data will be held are available to you in the privacy notice relating to employment information.
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.