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Employment Contracts and TUPE privacy notice

Last updated: Monday, 17 December 2018
Please note: the following notice provides additional privacy information to the Rochdale Borough Council privacy notice.

Rochdale Borough Council keeps electronic personnel files for all employees. The content of these files allow various management and ongoing administrative functions to take place and allow suitable records to be kept in case of instances such as TUPE (Transfer of Undertakings (Protection of Employment) Regulations) or regarding issues such as safeguarding checks.

What personal information we collect

We collect personal information to make sure that we can carry out our work. The personal information we collect includes:

  • Names
  • Age/Date of Birth
  • Address
  • Gender
  • Telephone number
  • Email address
  • Marital status
  • National Insurance Number
  • Bank details
  • Passport number
  • Insurance details
  • Medical records
  • Health
  • Religion
  • Ethnicity
  • Disability
  • Sexuality
  • Memberships
  • Nationality
  • Criminal/Offending/Disciplinary Data
  • Attainment/Educational Data
  • Employment Data
  • Driver's License Number

Who we collect personal information about

When we collect personal information it may be about:

  • Employees

How we use personal information

We use your personal information to:

  • Maintain accounts and records
  • Support and manage employees
  • Support and manage volunteers
  • Undertake corporate administration activities
  • Safeguard the welfare of children and young people
  • Manage disciplinary actions
  • Provide employment, education and training support
  • Process applications, requests and appeals

Why we use your personal information

We're required by law to keep appropriate records on all employees. This is detailed in legislation and guidance including:

  • Local Government and Housing Act 1989 (Section 7)
  • Protection of Employment Regulations 2006

We're allowed to process personal and sensitive data for the following reasons under the General Data Protection Regulation (GDPR) Articles and the Data Protection Act:

  • Necessary to comply with a Legal Obligation
  • Public Task or Statutory Function
  • Employment, Social Security or Social Protection Law
  • Substantial Public Interest
  • Necessary for Performance of a Contract

Who we share your personal information with

We collect information from and disclose information to individuals and organisations that can support our work including:

  • Employees
  • Council departments
  • Other public bodies/authorities
  • Training providers
  • Employers
  • Law Enforcement and prosecuting agencies

When we make an automated decision about your personal information

This service doesn't make any decisions using computers or programmes that don't involve a human being when using your personal information.

How long we keep your personal information

Personal information collected as part of this process can be retained for a minimum of 6 years from the date of employment termination or the date of transfer of employment, or for an additional length of time as determined by our business requirements.

When we transfer your personal information beyond the European Economic Area (EEA)

This service doesn't transfer your information outside the EEA.

We do not routinely share data with any organisation outside the UK, but our website is available across the internet and we communicate with applicants and stakeholders wherever they are.


To request your personal information and exercise your privacy rights please contact:

If you need to raise a concern to our Data Protection Officer about our use of your personal information, please contact:

Information Governance Unit
Number One Riverside
Smith Street
Rochdale OL16 1XU ​

We are registered as a Data Controller with the Information Commissioner's Office.

Our registration number is Z5481774.