Privacy Notice - Workforce Information

South Hams District Council takes your privacy seriously.

This notice sets out what we will do with your personal information and who we may share it with.

How we use your information

We collect and retain personal information, in various formats, about our current, potential future staff and gratuity pensioners ("staff data") for a variety of purposes. We will use staff data for all purposes associated with the administration of the employer/ employee relationship.

The purposes for which we may use staff data (including sensitive personal information) we collect during an employee's association with us include:-

  • Recruitment and selection
  • Employment matters (promotion, probation, development, conduct, capability, attendance, appraisals and discussions with your managers, grievance, training, misconduct investigations, disciplinary actions and complaints)
  • Maintaining staff records
  • Administering finance (salary, pensions and other staff benefits you may choose to take up)
  • Providing employee assistance through the Employee Assistance Programme, Occupational Health Services and similar related services
  • Providing IT Services to you in connection to your work (using your name to set up your email account and login details)
  • Complying with statutory requirements (e.g. monitoring equal opportunities and equal pay, processing HMRC returns etc)

The personal information you provide will not be used for any other purpose unless required by law, to prevent or detect crime or to protect public funds.

Processing your information

The Council will process your information under the following legal basis:

  • For the performance of a contract and;
  • Legitimate Interests

Who we will share your personal information with

It is necessary for your personal information to be shared with other organisations in order for us to deliver HR and Payroll services to you.

  • SmartClinic will receive personal information about you in order to assess your fitness to commence work with the Council and in the event that the Council requires an Occupational Health assessment to be undertaken
  • If you are a member of the LG Pension Scheme, Peninsula Pensions will hold your Name, Address, Date of Birth, National Insurance Number in order to provide pensions administration services
  • If you are a member of a trade union we will provide them with your name and employee number in order that trade union subscription fees can be managed
  • Data may be passed to Government Departments. This includes data matching via the National Fraud Initiative.
  • Additionally the information will be shared between West Devon Borough Council and South Hams District Council in connection with the shared services working arrangement

Length of time we keep your information

For job applicants that are not successful, we keep your personal information on our systems for 6 months from the date you submit your application. Information is then deleted.

For employees, the Council will keep your personal information on our personnel files for a period of 6 years from the date your employment is ended with the Council and will delete or destroy it at the end of that period.

For individuals that are Members of the pension scheme, your personal data will be held whilst you are entitled to any benefit from the Scheme (including a deferred benefit). 

Transferring of data outside the EU

We hold personal information about staff securely, both in hard copy format and electronically. Your personal data will be kept secure by the Council and will be kept within the European Economic Union (EEU).

Individual rights

You have a number of rights under the General Data Protection Regulations. These can be found on the ICO website.

If you would like to exercise any of these rights, please email us.

The Data Controller for your information

South Hams District Council
Follaton House,
Plymouth Road,

Data Protection Officer

The Councils have a duty to appoint a Data Protection Officer. The Council's Data Protection Officer is Drew Powell, South Hams District Council, Follaton House, Plymouth Road, Totnes, Devon TQ9 5NE

If you have any queries about our privacy notices or would like to exercise your data rights or make a complaint, please contact the Data Protection Officer by email, telephoning 01803 861234 or writing to them at Data Protection Officer, South Hams District Council, Follaton House, Plymouth Road, Totnes, Devon TQ9 5NE

If you are not happy with how we have handled your complaint, you have the right to contact the Information Commissioner's Office to raise your concerns about how we have processed your information or how we have responded to your request to exercise any of your rights in relation to your information:

  • Telephone them on 0303 123 1113
  • Visit their website at
  • Write to them at:
    Information Commissioner's Office
    Wycliffe House
    Water Lane
    SK9 5AF