• Contact details (e.g. name, address, telephone number or personal email address)
• Date of birth
• National Insurance number
• Gender
• Photographs (e.g. staff ID card)
• Copies of passports or other photo ID
• Copies of proof of address documents (ego bank statements or bills)
• Marital status
• Next of kin or emergency contact details
• Employment history (e.g. job application, employment references or secondary employment)
• Education history (ego qualifications)
• Right to work information
• Details of any criminal convictions (e.g. DBS checks)
• Political, conflict of interest or gift declarations
• Security clearance details (ego basic checks and higher security clearance)
• Performance records (e.g. reviews, disciplinary records, complaints or disciplinary action)
• Training history and development needs
• Monitoring employees’ IT use
• CCTV footage or other recordings

• Job role and employment contract (ego start and leave dates, salary, changes to employment contract or working patterns)
• Time spent working (e.g. timesheets or clocking in and out)
• Expense, overtime or other payments claimed
• Leave (ego sick leave, holidays or special leave)
• Maternity, paternity, shared parental and adoption leave and pay
• Pension details
• Bank account details
• Payroll records
• Tax status

• Biometric information (where used to identify someone)

• General health and wellbeing information
• Sick leave forms or fit notes (e.g. Statement of Fitness for Work from a GP or hospital)
• Accident at work records
• Access needs or reasonable adjustments
• Protected Characteristics (as defined by the Equality Act and s.75 of the Northern Ireland Act for the purpose of equal opportunities monitoring)

• Biometric information (where used to identify someone)

• Your right of access - You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. You can read more about this right here.
• Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. You can read more about this right here.
• Your right to erasure - You have the right to ask us to delete your personal information. You can read more about this right here.
• Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information. You can read more about this right here.
• Your right to object to processing - You have the right to object to the processing of your personal data. You can read more about this right here.
• 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. You can read more about this right here.
• Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. You can read more about this right here.

• Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
• Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
• Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
• Vital interests – collecting or using the information is needed when someone’s physical or mental health or wellbeing is at urgent or serious risk. This includes an urgent need for life sustaining food, water, clothing or shelter. All your data protection rights may apply, except the right to object and the right to portability.
• Public task – we have to collect or use your information to carry out a task laid down in law, which the law intends to be performed by an organisation such as ours. All your data protection rights may apply, except the right to erasure and the right to portability.
• Our lawful bases for collecting or using personal information as part of managing salaries and pensions are:
• Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
• Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
• Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
• Public task – we have to collect or use your information to carry out a task laid down in law, which the law intends to be performed by an organisation such as ours. All of your data protection rights may apply, except the right to erasure and the right to portability.

• Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
• Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
• Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
• Vital interests – collecting or using the information is needed when someone’s physical or mental health or wellbeing is at urgent or serious risk. This includes an urgent need for life sustaining food, water, clothing or shelter. All of your data protection rights may apply, except the right to object and the right to portability.
• Public task – we have to collect or use your information to carry out a task laid down in law, which the law intends to be performed by an organisation such as ours. All of your data protection rights may apply, except the right to erasure and the right to portability.

• Directly from you
• Employment agency
• Schools, colleges, universities or other education organisations
• Referees (external or internal)
• Security clearance providers
• Occupational Health and other health providers
• Pension administrators or government departments (e.g. HMRC and DWP)
• Public sources (e.g. LinkedIn or other websites)
• CCTV footage or other recordings

How Long We Keep Information

• Training suppliers
• HMRC
• Employee benefit schemes
• External auditors
• Suppliers and service providers
• Professional consultants