Privacy Notices

Service being provided

To enable Worcester City Council to manage archaeological casework within and outside the planning system, for heritage purposes. This includes awareness of previous casework including the reasoning behind decisions made.

Categories of personal data we need to collect

Name

Address

Contact Details

Data Controller and Processors

The Data Controller is Worcester City Council

The Data Protection Officer for Worcester City Council can be contacted at This email address is being protected from spambots. You need JavaScript enabled to view it.

Purpose of Processing & Lawful Basis

Service Delivery

Our legal basis for using your personal data is:

Performance of a task carried out in the public interest

Who we share the information with

We will not share your information with any third parties.

How long we hold your information

We will only keep your information for the minimum period necessary. The information outlined in this privacy notice will be kept in accordance with our retention schedule. All information will be held securely and destroyed under confidential conditions.

Individual Legal Rights

Our use of your data will be subject to the following legal rights:

• Your Right to be Informed
• Your Right to Access your personal data
• Your Right for us to Rectify your personal data
• Your Right to Object to how we use your personal data

Individual right to complain to the Information Commissioners Office

If you have any worries or questions about how your personal information is handled please contact our Data Protection Officer via

Email: This email address is being protected from spambots. You need JavaScript enabled to view it.,

Phone: 01905 722233

Postal Address:

Data Protection Officer
Worcester City Council
The Guildhall
High Street
Worcester
WR1 2EY

 

If you still have concerns following our response you have the right to raise the matter with the Information Commissioner’s Office:
 
Postal Address:
Information Commissioner's Office,
Wycliffe House,
Water Lane,
Wilmslow,
Cheshire,
SK9 5AF

Service being provided

Administration of Worcester City Council Business Grants.

Categories of personal data we need to collect

• Name
• Address
• Contact Details
• Financial
• Signatures

Consequences of failing to provide personal data

If you do not provide the required personal data it may delay or prevent the processing of your application/award of a business grant.

Data Controller and Processors

The Data Controller is Worcester City Council

The Data Protection Officer for Worcester City Council can be contacted at This email address is being protected from spambots. You need JavaScript enabled to view it.  

Malvern Hills District Council is a Data Processor supporting this purpose.

Purpose of Processing & Lawful Basis

Service Delivery

Service planning/Improvement

Prevention or Detection of Fraud/Crime

Our legal basis for using your personal data is:

Entering or performance of a contract with the data subject

Performance of a task carried out in the public interest or in the exercise of official authority vested in the controller.

Who we share the information with

We share information with our partners including:

Malvern Hills District Council (to facilitate payment of grants)

Other District Councils (Economic Development Teams)

South Worcestershire Strategic Partnership

Worcester BID (further business support)                

Worcestershire Regulatory Services (to check licensing information)

Worcestershire Business Central (further business support)

Worcestershire County Council (to check if previously received funding from Enterprising Worcestershire schemes)

Worcester City Council, in partnership with Worcestershire County Council and the other Worcestershire District Councils, use a shared Customer Relationship Management (CRM) database which helps us to monitor and record business enquiries including grant applications. It also helps us target services and products that you might be interested in such as grants, funding and business support. The CRM database is shared with Worcestershire Business Central, Herefordshire & Worcestershire Chamber of Commerce and Worcestershire Local Enterprise Partnership.

How long we hold your information

We will only keep your information for the minimum period necessary. The information outlined in this privacy notice will be kept in accordance with our retention schedule. All information will be held securely and destroyed under confidential conditions.

Individual Legal Rights

Our use of your data will be subject to the following legal rights:

• Your Right to be Informed
• Your Right to Access your personal data
• Your Right for us to Rectify your personal data
• Your Right to Object to how we use your personal data

Individual right to complain to the Information Commissioners Office

If you have any worries or questions about how your personal information is handled please contact our Data Protection Officer via

Email: This email address is being protected from spambots. You need JavaScript enabled to view it.,

Phone: 01905 722233

Postal Address:
Data Protection Officer
Worcester City Council
The Guildhall
High Street
Worcester
WR1 2EY

If you still have concerns following our response you have the right to raise the matter with the Information Commissioner’s Office:

Postal Address:

Information Commissioner's Office,
Wycliffe House,
Water Lane,
Wilmslow,
Cheshire,
SK9 5AF

Service being provided

Administration of the Worcester City Council Apprenticeship Grant Scheme.

Categories of personal data we need to collect

• Name
• Address
• Contact Details
• Financial
• Date of Birth
• Contract of employment between employers and apprentice
• Signature

Consequences of failing to provide personal data

If you do not provide the required personal data it may delay or prevent the processing of your apprenticeship grant application.

Data Controller and Processors

The Data Controller is Worcester City Council

The Data Protection Officer for Worcester City Council can be contacted at This email address is being protected from spambots. You need JavaScript enabled to view it.  

Worcestershire Training Providers Association and Malvern Hills District Council is a Data Processor supporting this purpose.

Purpose of Processing & Lawful Basis

• Service Delivery
• Service planning/Improvement
• Prevention or Detection of Fraud/Crime

Our legal basis for using your personal data is:

Performance of a task carried out in the public interest or in the exercise of official authority vested in the controller or in a third party to whom the data is disclosed

Who we share the information with

• Worcestershire Training Providers Association (partner agency)
• Malvern Hills District Council (to process payments of grants)
• Following the award of a grant, publicity work maybe undertaken to promote the grant scheme and its achievements to the public.

How long we hold your information

We will only keep your information for the minimum period necessary. The information outlined in this privacy notice will be kept in accordance with our retention schedule. All information will be held securely and destroyed under confidential conditions.

Individual Legal Rights

Our use of your data will be subject to the following legal rights:

• Your Right to be Informed
• Your Right to Access your personal data
• Your Right for us to Rectify your personal data
• Your Right to Object to how we use your personal data

Individual right to complain to the Information Commissioners Office

If you have any worries or questions about how your personal information is handled please contact our Data Protection Officer via

Email: This email address is being protected from spambots. You need JavaScript enabled to view it.,

Phone: 01905 722233

Postal Address:

Data Protection Officer
Worcester City Council
The Guildhall
High Street
Worcester
WR1 2EY

 

If you still have concerns following our response you have the right to raise the matter with the Information Commissioner’s Office:
 
Postal Address:
Information Commissioner's Office,
Wycliffe House,
Water Lane,
Wilmslow,
Cheshire,
SK9 5AF

Service being provided

Recruitment, employment administration, payroll, contracts, training, pensions, employee benefits and human‑resources support services for Worcester City Council, including background and suitability checks (such as DBS checks where applicable) and the provision of HR advice and guidance to Council services.

Categories of personal data we collect

• Name
• Address
• Contact details
• Date of birth
• Financial information (salary, payments, pensions, student loans, court orders, charity contributions)
• Personal identification documentation/information (such as passport, National Insurance number or driving licence)
• Emergency contact details
• Information about dependants (where relevant for benefits or safeguarding)

Special Category and Criminal offence data we collect

• Health or disability information (for occupational health, sickness absence, reasonable adjustments, or statutory reporting)
• Equality‑monitoring information (where voluntarily provided)
• Trade Union membership (where voluntarily provided) for membership/payroll purposes

Where required (for example, for roles involving regulated activity), we may process criminal offence data, including DBS checks.

Consequences of failing to provide personal data

If required personal data is not provided, this may delay or prevent recruitment, appointment, payroll processing, or continued employment with Worcester City Council.

Data Controller and Processors

• The Data Controller is Worcester City Council. 
• The Data Protection Officer for Worcester City Council can be contacted at This email address is being protected from spambots. You need JavaScript enabled to view it.  
• Worcester City Council uses a number of Data Processors to support HR functions, including:
• Matrix SCM Ltd, Tribepad and WM Jobs – recruitment support
• Frontier (Worklife) – HR, payroll bureau processing
• GoodShape (formerly FirstCare) – sickness absence reporting and Innovate
• Resilience Direct – Business Continuity Planning
• Pluxee UK – employee benefits
• Scottish Widows – pensions
• Chipside Ltd (MiPermit) – parking management (where relevant)
• Continuum – Grey fleet system
• Black Pear – Occupational Health
• Cyclescheme

All processors act only on the Council’s instructions and are required to process data securely and lawfully.

Purpose of Processing 

• Recruit, employ, and manage staff
• Administer pay, pensions, benefits, and contracts
• Meet employment, tax, pensions, and safeguarding obligations
• Provide HR advice and workforce planning
• Prevent and investigate fraud or misuse of public resources

 Optional Employee Benefits

• Support employees accessing employee benefit schemes such as eye tests/flu vaccinations.

Lawful basis for processing personal data

• Article 6(1)(b) UK GDPR – processing necessary for entering into or performing an employment contract
• Article 6(1)(c) UK GDPR – processing necessary to comply with legal obligations, including employment, tax, pensions, and safeguarding law
• Article 6(1)(e) UK GDPR – processing necessary for the performance of a task carried out in the public interest as a local authority employer
• Article 6(1)(a) UK GDPR – consent, where processing relates to optional employee benefits, voluntary referrals, or other activities where consent is freely given and can be withdrawn.

Lawful basis for processing special category and criminal offence data

• Article 9(2)(b) UK GDPR – employment, social security, and social-protection law
• Article 9(2)(g) UK GDPR, supported by Schedule 1 of the Data Protection Act 2018, substantial public interest
• Article 10 UK GDPR for criminal offence data, with appropriate safeguards.

Source of data

• You, directly
• Job application forms and supporting documentation
• Referees or previous employers, where lawful and relevant

Who we share the information with

Personal data may be shared where necessary and lawful, including with:

• our HR and payroll processors;
• partners as part of employee benefit schemes, for example flu and eye-test vouchers;
• regulatory bodies, such as HMRC or the pension regulator;
• safeguarding or law-enforcement bodies where required; and
• occupational health/counselling providers for employee support where required.

How long we hold your information

• Unsuccessful applicant information is retained for 6 months.
• Employee records are retained for up to 15 years after employment ends, in line with statutory and audit requirements.
  

All information is stored securely and destroyed confidentially when no longer required.

Your rights

You have rights under UK GDPR, including the right to:

• access your personal information;
• ask us to correct incorrect or incomplete information;
• ask for your information to be deleted, in certain circumstances;
• restrict how your information is used;
• object to certain uses of your information;
• request your information in a commonly used format, known as data portability; and
• understand and challenge automated decisions and profiling.

Some rights may be limited where the Council is required to process data by law.

Individual’s right to withdraw consent at any time

Human Resources processing does not normally rely on consent. Where consent is used for optional activities, it may be withdrawn at any time.

Complaints and further information

If you have questions or concerns about how your information is used, please contact the Data Protection Officer:

Email:        This email address is being protected from spambots. You need JavaScript enabled to view it.
Phone:      01905 722233

Address:   Data Protection Officer, Worcester City Council, The Guildhall, High Street, Worcester WR1 2EY

If you remain dissatisfied, you have the right to complain to the Information Commissioner’s Office (ICO):

Website:   www.ico.org.uk

Phone:      0303 123 1113

Address:   Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

Changes to this notice

We may update this privacy notice from time to time. The latest version will always be available on our website.