Data Protection

Privacy Notice - Recruitment

Ribble Valley Borough Council is committed to improving the services the Council provides.  To do this we need to collect, and use, information about the individuals we provide services to and individuals we have contact with.
We are committed to compliance with Data Protection legislation.  We will make every effort to keep your personal information safe, accurate, up to date and keep it for no longer than is necessary.
The Council is registered as a data controller with the Information Commissioner Office (registration number Z6400958) as we collect and process personal data.  This collection and processing of data applies to both council employees and members of the public

Why we need your personal data

Ribble Valley Borough Council’s recruitment process requires that we collect, process and store personal information about you in order to assess your application, perform pre-employment checks where appropriate and comply with employment law and other legal requirements.

The legal basis for processing your data:

  • Legitimate Interest 6(e) of the General Data Protection Regulations

What we collect and how it is used

We will collect the following information:

  • Name, previous surname, address telephone number and email address
  • Work history
  • Education
  • Nationality/right to work information (eg passport, National Insurance Number)
  • Other information you provide during the recruitment process
  • Information considered "sensitive", health, disability, criminal record, ethnic origin, gender, age, religious beliefs and sexuality
  • Relationship with Councillor or Officer

We will use your information to administer your application, evaluate your suitability for the role and to fulfil our legalobligations.

We collect "sensitive" information for the following purposes:

  • Health and disability information – to monitor our equal opportunities policies and to allow us to make any changes to enable you to complete your application and/or start working with us and to meet our obligations under the equalities act;
  • Criminal record information – ensure your suitability for the role applied for, and to fulfil our legal obligations;
  • Ethnic origin, religious beliefs, sexuality, gender and age – to monitor our equal opportunities policies;

We will need to pass some of your personal information (e.g. your name and address) to your referees and/or the Disclosure and Barring Service in order to carry out pre-employment checks.

We will not contact your referees unless you have given permission for us to do so.

We will not provide personal data to anyone else or use the data about you for any other purpose unless the law allows or requires us to.

Your personal data may be converted ('anonymised') into statistical or aggregated data in such a way that ensures that you cannot be identified from it. Aggregated data can't, by definition, be linked back to you as an individual and may be used to conduct research and analysis, including the preparation of statistics for use in reports.

How long is your information kept

If your application is successful and you start employment with us, we will keep your application, references and other supporting information on your employee record, which is used to administer your employment during your time with us.

If your application is unsuccessful, we will retain your application for up to 12 months to ensure fairness in the recruitment process. All information will be securely destroyed after that time.

Your Rights

Your rights under the Data Protection Act 1998 and the EU General Data Protection Regulations (GDPR).

  • The Right to be informed

    You have the right to be informed how your data is processed, via Privacy Notices such as this.

  • The Right of Access

    You have the right to access the personal information we hold about you.

  • The Right to Rectification

    We endeavour to ensure that information we hold about you is correct and up to date.  You may find that the information we hold is no longer accurate.  Please contact the Council to have the information corrected.

  • The Right to Erasure

    You have the right to have your personal data erased and to prevent processing in specific circumstances:

    • Where the data is no longer necessary in relation to the purpose for which it was originally collected
    • When you withdraw consent for the data to be processed
    • When you object to the processing of the data and there is no overriding legitimate interest for continuing the processing
    • Your data was unlawfully processed
    • Your information has to be erased in order to comply with a legal obligation

    However we may refuse to comply with your request for erasure for the following reason:

    • To comply with a legal obligation for the performance of a public interest task or exercise of official authority
    • The exercise or defence of legal claims
    • To exercise the right of freedom of expression and information
    • For public health purposes in the public interest
    • Archiving purposes in the public interest, scientific interest, historical interest or statistical purposes
  • The Right to Restrict Processing

    You have the right to ask us to stop the processing of your personal data.  However, this may cause delays or prevent us providing/delivering a service to you.

  • The Right to Data Portability

    You have the right to request your personal data in a structured, commonly used, machine readable format.

  • The Right to Object

    You have the right to object to your personal data being processed at any time.

  • Rights in Relation to Automated Decision Making Including Profiling

    You have the right to insist on human intervention if a decision is based on the result of automated processing.

Information Security Incident

Should you wish to report or suspect a security incident in relation to the personal information we hold about you please contact the Council’s Data Protection Officer (details below).

Further Information

For further information about the use of your information or to request a copy of your personal information held by Ribble Valley Borough Council please contact:

Data Protection Officer
Ribble Valley Borough Council
Council Offices
Church Walk
Telephone: 01200 425111

Changes to this privacy notice

We will regularly review and update this privacy notice to comply with changes in Data Protection legislation and to reflect changes in our services.