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Human resources privacy notice

Who we are and what we do

We are the HR Advisory Service and oversee recruitment within Gateshead Council and its maintained schools. The details below relate specifically to recruitment.

For the purpose of the General Data Protection Regulations (GDPR) we are known as the Data Controller of the personal data you provide to us and of the data we collect about you from other sources in relation to any recruitment exercise.

Why we need your information and how we use it

When you apply for a role with the Gateshead Council, we ask for personal information for recruitment and statistical purposes. We use your data for all or some of the following purposes:

  • communication with you throughout the recruitment process
  • consideration of your application in respect of the job you have applied for
  • determination of whether you will proceed to the next stages
  • for obtaining information from your referees
  • to carry out checks on your right to work in the UK
  • to determine any other factors which may affect your suitability for the role e.g. criminal record, disqualification from childcare or working with vulnerable adults, fitness for the role, prohibition from teaching.

We may rely on the following lawful reasons when we collect and use personal data during a recruitment exercise:

  • legitimate Interests - this being the recruitment of staff to the Council
  • legal obligations - we may process the data to meet regulatory obligations.

What type of information is collected in respect of you

When you register with Gateshead Council Jobs you will be required to provide your name and an email address. This information will enable you to apply for Council jobs which are of interest to you.

On applying for a particular job, we will obtain further information and will process personal data such as name, address, date of birth, national insurance number, gender, marital status, sexual orientation, ethnic origin, religion, disability, professional registration, qualifications, employment history, skills and experience.

If you progress to the latter stages of the selection process we will also collect and use some or all of the following:

  • proof of identity and eligibility to work in the UK
  • any additional information that you provide during the interview stage
  • copies of qualifications
  • where the job requires it, information relating to criminal convictions and restrictions on working with vulnerable adults or children
  • information provided by your referees
  • your medical history and next of kin details
  • for teaching posts, qualified teacher status, prohibition from teaching, successful induction and your Dfe number if this has not already been provided
  • for social work positions, your HCPC registration details
  • your bank details for the payroll records.

Who your information may be shared with (internally and externally)

The information that you provide will be used for recruitment purposes by the selection panel, HR Advice and Payroll and HR Support. Online application information will be stored securely on servers maintained by our software provider, MHR. Those processing your information will do so in an authorised manner and are subject to a duty of confidentiality.

If your application is successful your data will be used to create your HR/Payroll record. A separate privacy notice is available for employees.

How long we keep your information

The registration data you provide to Gateshead Council Jobs will remain until your account has been inactive for a period of 12 months. When your account has been inactive for 12 months your registration data will be erased.

We will keep data relating to an unsuccessful application for a period of 12 months after which time online records will be erased and manual records securely destroyed.

If you are appointed to a role your application data will be used to create your employee record. The ongoing use of this data is covered in the Employee Privacy Notice.

Marketing and E-Newsletters

Please see the relevant section of the corporate privacy notice.

Business Intelligence, Profiling and Automated-Decision making

Please see the relevant section of the corporate privacy notice.

Protecting your information

For more information, please see our privacy notice.

How you can access, update or correct your information

The Data Protection law gives you the right to apply for a copy of information about yourself. This is called a Subject Access Request. Find out more on how to make a Subject Access Request.

The accuracy of your information is important to us to be able to provide relevant services more quickly. We are working to make our record keeping more efficient. In the meantime, if you change your address or email address, or if any of your circumstances change or any of the other information we hold is inaccurate or out of date, please email us at:

Your information choice and rights

Please see the relevant section of the corporate privacy notice.

Information Commissioner's Office

Please see the relevant section of the corporate privacy notice.