Privacy Notices - Coronavirus response - Staff contact details and staff skills information collection Privacy Notice


As part of the Coronavirus response the Council needs to update its contact details for employees and to build a repository of skills to identify suitable personnel to redeploy to critical services, if the need arises, to ensure continuity of critical services.

What is a Privacy Notice?

A Privacy Notice is a statement issued by an organisation which explains how personal and confidential data about individuals is collected, used and shared.

Who is collecting and using your personal data?

Swindon Borough Council will act as a “Data Controller” for any personal data that you provide to us.  We will ensure that the data given to us is processed in line with our Data Protection Act 2018 (DPA 18) and the EU General Data Protection Regulations. (GDPR).

To find out more about Swindon Borough Council’s data protection policies please contact our Data Protection Officer. or in writing to:

Data Protection Officer
Civic Offices
Euclid Street

Your personal data – what is it?

Personal data relates to a living individual who can be identified from that data. Identification can be by the information alone or in conjunction with any other information in the data controller’s possession or likely to come into such possession.

The processing of data is governed by the General Data Protection Regulation 2016/679 (the “GDPR”).

What personal data do we collect?

Swindon Borough Council collects a range of data about you during the engagement of a casual worker process. This includes:

  • Your name
  • Your Job/Role Title
  • Which team you work for
  • If you are an office based or front line staff member
  • Which office / area / location are you based
  • Your preferred second email address to be contacted on (i.e. not your SBC address)
  • Your preferred mobile / contact number
  • Your experience and skills and any transferable skills you might have.
  • Information relating to whether you have had a DBS check (And date last completed), basic Health and safety Training, a Driving Licence, Management Training, Manual Handling Training, Moving and Handling in Social Care, Safeguarding Training
How do we process your personal data?

Swindon Borough Council complies with its obligations under the GDPR by keeping personal data up to date; by storing and destroying it securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data.

Why do we need your personal information?

We may need to use some information about you:

  • To keep our records on how to contact you up to date and also records in relation to your employment with the Council up to date.
  • To contact you if required in relation to work related duties
  • To determine whether there is an opportunity to redeploy you into a another service to ensure continuity of services during the Coronavirus outbreak and what this might require (e.g. training)
How the law allows us to use your information?

We will need to process data to ensure that our employment and contact details relating to you are up to date.
We will need to process data to manage redeployment of staff to alternative duties to ensure continuity of service during an emergency.

If we have collected your consent to use your personal information, you have the right to remove it at any time.
If you want to remove your consent, contact and tell us so we can deal with your request.

Who do we share your information with?

The HR/OD team will use the information provided to inform the Council’s redeployment plans. This information may be shared with Heads of Services to design the right support and working practices during any redeployment activity.

How do we protect your information?

We take the security of your personal data seriously. We have internal policies and controls in place to ensure that your personal data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by our employees in the proper performance of their duties.

How long do we keep your personal information?

Information provided will be stored on HR/OD's private Smart Survey account for no longer than 1 calendar years commencing March 2020. After this date the information will be deleted. The exception to this is that we are asking to collect a secondary email or mobile contact to make sure as part of our duty of care to staff, we can keep in touch with all staff in times of crisis.

This information will be stored on your HR records and be used to communicate essential information to you from SBC as your employer. You will be asked to review these contact details and your permission to use them with your manager each year.

What you can do with your information?

You have a number of rights. You can:

  • access and obtain a copy of your data on request (Subject Access Request)
  • require the Council to change incorrect or incomplete data
  • require the Council to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing
  • object to the processing of your data where the Council is relying on its legitimate interests as the legal ground for processing

If you would like to exercise any of these rights, please contact the Council’s Data Protection Officer, Civic Offices, Euclid Street, Swindon SN1 2JH or email

Your right to complain

If you believe that the Council has not complied with your data protection rights, you can complain to the Information Commissioner at

What if you do not provide personal data?

We need this information to best support you through this period of uncertainty and therefore we require you to submit this information so that we can do this.

Main privacy notice

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