Human Resources - Privacy Notice

Human Resources - Privacy Notice

Who we are and what we do

We are “Publica” and are a council owned employment company which delivers shared services between Cotswold, West Oxfordshire, and Forest of Dean District Councils and Cheltenham Borough Council (hereon known as “Clients”.  Publica additionally provides services to the Cheltenham Trust, Cheltenham Borough Homes and UBICO (an environmental services local authority company) (heron known as “Clients”)

Our Human Resources (HR) service needs certain information to progress your application to work and to fulfil our and our clients’ legal obligations as an employer.

Publica is known as the ‘data processor’ of the personal data you provide to us when providing our HR team with your information relating to your application.  We only collect the information from you that we are required to hold. 

Any questions regarding our privacy practices should be sent to:

Data Protection Officer (DPO)
Publica Group
Trinity Road, Cirencester¸ GL7 1PX
Tel: 01993 861194


Why we need your information and how we use it

When you apply for a role with us or our clients, we provide our services, we ask for personal information for recruitment purposes, to allow us to carry out pre-employment checks. We are required to process your information as an employer under the following legislation:


What type of information is collected from you

If you are applying for a role (with Publica, or our clients),  or have been selected as a preferred candidate or employee, we would ask for your; name, address, date of birth, contact details, National Insurance number (only where you have been made an offer), proof of identity, your education and employment history, professional registration and/or qualifications, whether you have a criminal record (only "unspent" current convictions), or have disclosure and barring service checks (where the role involves working or access data relating to children, vulnerable adults or patients), disability and health information and bank account details (only if you are successful for salary purposes).


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

If you become an employee, of Publica or one of our clients that we provide a payroll service to, your personal details such as your name, address, National Insurance number, salary and bank account details will be provided to our Payroll service and HMRC for salary and tax purposes. If you opt in to your employer Pension schemes, your details will also be held by the Pensions teams with our thirds party providers. 


How long we keep your information (retention period)

If you are applying for a role and are unsuccessful, we will keep your data for 6 months, after which time it will be destroyed. If you become an employee of Publica or one of our clients, we will keep your data for a minimum of 6 years after the end of your employment after which time it will be destroyed.

More information on our retention schedule can be found online


How we protect your Information

We will not transfer your personal data outside the EU without your consent.

We have implemented generally accepted standards of technology and operational security in order to protect personal data from loss, misuse, or unauthorised alteration or destruction.  

Please note however that where you are transmitting information to us over the internet this can never be guaranteed to be 100% secure.  

For any payments which we take from you online we will use a recognised online secure payment system.

We will notify you promptly in the event of any breach of your personal data which might expose you to serious risk.


Your rights 

You have rights under the Data Protection Legislations:


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'.

If you wish to see a copy of your records you should contact the Data Protection officer. You are entitled to receive a copy of your records free of charge, within a month.

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 or write to us at:

Publica Group
Cotswold District Council
Trinity Road, Cirencester¸ GL7 1PX
Tel: 01993 861194