Temporary agency staff: privacy notice

This notice explains how Reading Borough Council (“the Council”), as a data controller, collects and uses personal information about you when you apply for temporary work with us. It is provided in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018 (DPA 2018) Legislation. This notice may be updated periodically.

The Council’s Data Protection Officer can be contacted at: IGTeam@reading.gov.uk.

Categories of data we collect, process, hold and share

Personal data means any information relating to an individual who can be identified. This includes, but is not limited to:

• Personal and contact details (e.g., name, address)
• Results of pre-engagement screening (e.g., criminal record checks)
• National Insurance Number
• Date of Birth

Why we collect and use this information

Your personal data will be processed only in the following circumstances:

1. For the prevention and detection of crime, particularly fraud.
2. To fulfil our legal obligations and in line with our data protection policy.
3. Where necessary for the public interest or our legitimate interests, such as preventing fraud.

Lawful basis for processing

We will only process your personal data when there is a legal basis to do so, including:

1. Under UK GDPR Article 6 (1) (e)  Processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority.
2. Any Special Category Information will be processed under UK GDPR  Article 9 (g) Reasons of substantial public interest (with a basis in law). The definition ‘Special Category Data’ relates to: Special category data | ICO
3. Criminal Offence Data will be processed under the Data Protection Act  2018 Schedule 1: ‘Processing is necessary for fulfilling obligations or exercising rights related to employment, social security, or social protection’.

Collecting your information

Most information we collect will be provided by you during the application process (e.g., via your agency application). We do not collect more information than is needed for the purpose of your application and will not retain it for longer than necessary.

Sharing your information

We share your data with the National Fraud Initiative (NFI) for the purpose of fraud prevention and detection.

We will not share your data with third parties for marketing purposes.

Storing your information

Applicant data is held for a period in accordance with legal requirements and will be destroyed 12 months after your last working day with the Council. Data will be stored on the Council’s secure network and access-controlled processing systems. Any physical records will be stored in appropriate lockable secure storage.

International data transfers

Personal data held directly by the Council is not routinely transferred outside the UK. If data needs to be processed by third parties outside the UK, we will ensure that appropriate UK Government Data Protection Adequacy Standards are in place before any transfer agreement is put in place.

Your rights

Under data protection law, you have rights including:

Your right of access – You have the right to ask us for copies of your personal information. Subject access requests – Reading Borough Council

Your right to rectification – You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.

Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances.

Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal information in certain circumstances.

Your right to object to processing – You have the right to object to the processing of your personal information in certain circumstances.

Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.

You have a right to complain to the Information Commissioner’s Office (ICO) if you are unhappy with how your personal information has been handled by RBC. They can be contacted at: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF

Helpline number: 0303 123 1113 ICO website: https://www.ico.org.uk