Privacy Notice

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Your information (Human Resources privacy notice)

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Our commitment to you

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West Yorkshire Fire and Rescue Service (WYFRS) HR Team is committed to protecting your personal data and privacy.  We recognise that ensuring the accuracy and security of your personal data is essential to retaining your confidence and trust. The information you provide to us will only be used for the purposes that you provide it and will never be used for third party marketing.

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When we collect your personal data we will normally tell you:

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  • what your information will be used for
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  • who it may be shared with
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  • where you have a choice about your data we will ask for your consent
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Note: In emergency situations we will need to deal with the emergency and so will not be able to tell you about any data handling at the time.

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We often tell you why we need your personal data by including a privacy statement on any forms or letters.  In areas where we use Closed Circuit Television (CCTV) and/or drones we provide signs to inform you that we are using such equipment.

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We take our Data Protection responsibilities extremely seriously and understand how valuable your personal data is.

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You can find out more about how we collect and handle your data generally on these web pages or by contacting us.

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Visit our privacy pages (Opens in a new window) to find out how we collect and use data on-line and on our website activities.

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Visit our CCTV and the use of drones (Opens in a new window) page to find out more about when we use CCTV and/or drones.

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This Privacy Statement will be reviewed annually. Next review May 2019.

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Why we collect your personal data

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As a HR Team we deliver a number of services:

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  • Managing our staff under current employment laws.
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  • Manage our staff through their employment lifecycle
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  • To process individuals who apply for employment with us
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To provide these services properly we need information about our service users, staff and other contacts.

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How we use your information

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How we use your information depends on which of our services you have used.  We have to hold the details of people who have requested a ‘service’ from us in order to provide them with that service and for other closely related purposes.

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We collect your personal information to allow us to carry out the various business functions such as;

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  • Job applications
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  • Management of staff throughout their career lifecycle, i.e. sickness absence, promotions, change in personal circumstances, retirements etc  
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  • Complaints and Compliments
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  • Subject Access Requests
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  • Responding to telephone and written enquiries
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Examples of how we use the information gathered from you

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Job applications
During the application or recruitment process we will collect the following information;

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  • Your name
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  • Address
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  • email address
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  • Telephone number and other contact information
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  • Information from your interviews and any tests you have undertaken as part of the selection criteria
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  • Details of how you heard about the position you are applying for
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  • Any sensitive/or demographic information obtained during the application or recruitment process, i.e. gender, information about your citizenship and/or your racial or ethnic origin. This will also include information received from background checks (where applicable), and/or information relating to any previous applications you have made to WYFRS and/or any previous employment history with WYFRS.
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Your information will only be used for the purposes of carrying out the application and recruitment process.  If you are offered and accept employment with WYFRS the application and recruitment process will become part of your employment record.

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Day-to-Day Management of Staff                                                                                                                                    We will use your personal information in the following processes as an example:

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  • Processing salary changes
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  • Sickness absence management
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  • When communicating with individual staff members or other internal departments
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  • Flexible Working requests
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  • Long Service Awards
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  • Promotions
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  • Change in place of work
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  • When notified about a change in personal circumstances
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  • Retirements and Resignations
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  • When we write to you in a formal capacity
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Sharing your information

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We have a responsibility to promote social well-being.  To do this we often work with other councils and community partners and this sometimes includes sharing your personal or sensitive information between different agencies.

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Data sharing can help to ensure that you receive the relevant services.  The agencies that we share with or obtain data from include:

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However, in almost all such cases, we will make you aware if your information is intended to be used in this way and provide the opportunity for you to say ‘No’.  The exception to this is when we are required by law to pass on information; this is explained below.

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Further information on Data Sharing can be found on our Data sharing and protection page.

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Situations where your consent is not required

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There are some situations where we are required by law to provide information to other organisations; in these situations your consent is not necessary.  Examples of these organisations include:

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  • Central government
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  • Auditors
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  • Suppliers employed to process our data
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  • Other crime and disorder partners
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Where possible, this information is made anonymous to protect your privacy.  The exceptions to this include:

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  • Information provided to crime agencies relating to prevention and detection of crime
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  • Information which is necessary to prevent serious risk to individuals
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  • Our duty under the Children’s Act 2004
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  • Provision of data to organisations that process data on our behalf; examples of this currently includes our payroll provider
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Staff payroll and pension data, which is provided to external bodies responsible for auditing and administering public funds.  This is for preventing and detecting fraud.  You can obtain further details from the National Fraud Initiative (Opens in a new window).  For more information please check out our document Cabinet Office National Fraud Initiative.

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Information provided to us

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PSI Services Ltd

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PSI Services Ltd provide our online recruitment selection tests (Behavioural Styles questionnaire and Situational Judgment Test). Applicants for Firefighter positions also have to register their personal details online (Name, NI number and e-mail address etc) as well as complete a short eligibility check. Applicants are also invited to complete monitoring information (age range, gender race, ethnicity etc) so that we can see what groups are applying. This information is provided voluntarily and does not affect any recruitment or selection decisions.

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Test Partnership

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The Test Partnership also provide some online testing for our Firefighter recruitment, they are provided with candidates first and last name and e-mail address and they provide us with Ability Test scores for applicants. No other personal data is shared.

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West Yorkshire Pension Fund

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The West Yorkshire Pension Fund (WYPF) provide pension services to WYFRS. 

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WCN (To be known as Oleeo from 5 June 2018)

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WCN (World Careers Network) manage the online application process for all WYFRS  posts (other than  Wholetime Firefighters), they  keep candidate data on behalf of WYFRS and only use this data for recruitment purposes.

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Applicants for vacancies also have to register their personal details online (Name and e-mail address etc) on the WCN system, upon applying for a vacancy, candidates are invited to complete monitoring information (age range, gender race, ethnicity etc) on a voluntary basis and is anonymised. This information is used so that we can see what groups are applying and does not affect any recruitment or selection decisions.

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Kirkees Council

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Kirklees Council provide our Payroll Service so they have access to personal date about WYFRS staff that allows them to accurately manage staff salaries.

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Other External Partners                                                                                                                                                       From time–to-time we will receive information from external providers such as:

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  • Specialist Medical Reports including reports requiring us to consider adjustments for staff i.e. Dyslexia reports
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  • Mortgage or reference requests 
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Security of your Information

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Information collected and held electronically, is securely stored on databases located on West Yorkshire Fire and Rescue Service’s network and access is given on a role requirement basis. We also take appropriate steps to make sure we hold paper records in a secure way, and will only make them available to those who have a right to see them.

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We have an Information Security Policy (Opens in a new window) that staff adhere to; all staff also receive data protection training.

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We also have the necessary controls in place with external organisations that process data on our behalf or provide IT expertise surrounding our systems, to ensure that the organisation complies with the data protection legislation.

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Information Rights

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Requesting Access to personal information

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The Data Protection Act gives you a number of rights relating to your data.  These rights include being able to request a copy of the information we hold about you.

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Individuals can find out if we hold any personal data by making a subject access request (Opens in a new window).  If we do hold information about you, subject to certain exemptions, we will:

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  • give you a description of it
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  • tell you why we are holding it
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  • tell you who it could be disclosed to
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  • let you have a copy of the information in an intelligible format.
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Requesting correction of inaccurate information

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You should let us know if you disagree with something written on your record.  We may not always be able to change or remove the information.  However, we will correct factual inaccuracies and may include your comments in the record.

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If you want to request corrections go to the ‘How to contact us’ section of this guidance for correspondence details.

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How long do we keep your data for?

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We will retain your information for as long as is required to meet the purpose of collection or as long as the law requires.  Information on retention periods can be found on our website here WYFRS Records Retention Schedule (Opens in a new window).

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You have a right to request that West Yorkshire Fire and Rescue Service stop processing your personal data.  Where possible we will seek to comply with your request but we may need to hold or process information in connection with one or more of the Service’s functions. You would be informed of the outcome to your request and the rationale behind the decision.

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Visitors to our website

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When you submit information to us via our website, such as applying for a job, we will receive personal information about you.  This can consist of information such as your name, email address, postal address, telephone or mobile number, depending on the activity.  By submitting your details, you enable West Yorkshire Fire and Rescue Service to provide you with the services, activities or online content which you required.

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Cookies

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West Yorkshire Fire and Rescue Authority may use ‘cookie’ technology to track or record information about our website visitors.  West Yorkshire Fire and Rescue Authority require the use of ‘cookie’ technology so that we can guarantee we present the correct information to users as they move from screen to screen.  These cookies are ‘session-specific’ and are not used to record personal information or to associate personal information with the use of the West Yorkshire Fire and Rescue Authority service.  West Yorkshire Fire and Rescue Authority users who disable their web browsers’ ability to accept cookies will be able to browse our website but may not be able to successfully use all of our services.

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Third-Party Sites

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The site contains links to other websites.  West Yorkshire Fire and Rescue Authority is not responsible for the privacy practices or the content of these websites.  Visitors will need to check the policy statement of others’ websites to understand their policies.  Visitors who access a linked site may be disclosing their private information.  It is the responsibility of the visitor to keep such information private and confidential.

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Changes to Privacy Statement

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From time to time, we may use visitor information for new, unanticipated uses not previously disclosed in our privacy notice.  West Yorkshire Fire and Rescue Authority will update this policy from time to time.  A ‘last revised’ date will always be included on the bottom of the statement.  To keep up-to-date with West Yorkshire Fire and Rescue Authority policy, please check this page periodically.

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This Privacy Statement will be reviewed annually. Next review May 2019.

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Contact details for our Data Protection Officer

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The Data Protection Officer provides direction, support and advice to the Authority, Principal Officers, Heads of Service and all departments across the Authority in relation to their data protection obligations.

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Data Protection Officer

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Michael Barnes

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01274 655732   |   michael.barnes@westyorksfire.gov.uk

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How to contact us

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If you;

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  • Wish to correct or update the personal information that you have provided us.
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  • Choose to opt out of any communications that you may have agreed to receive.
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  • Have any comments or requests relating to the use of your personal data.
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  • Have any comments about this privacy statement.
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Please contact us by:

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Or write to us at:

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Information Governance Team

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West Yorkshire Fire and Rescue Service
Oakroyd Hall
Bradford Road
Birkenshaw
West Yorkshire
BD11 2DY

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You can find out more about your personal data rights at the Information Commissioner’s Office website (Opens in a new window).

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