Online DBS (eDBS) Privacy Notice

Here at Wakefield Council, we take your privacy seriously and will only use your personal information for the purpose(s) listed in section 2 below.  This notice provides details of how the Council collects and uses information (data) about you.  

We will keep your information (data) secure at all times.

1.     Who we are.

a)  The Controller for the information we hold is Wakefield Council.  

Contact details:

Telephone:  01924 306112

Email: dataprotection@wakefield.gov.uk

b)  The Council’s Data Protection Officer is the Corporate Information Governance Team Manager.  

Contact details:

Telephone: 01924 306112

Email:  dpo@wakefield.gov.uk

c)  Cantium Business Solutions (EmploymentCheck) is the Data Processor supporting this purpose. 

d) YOTI Limited (sub-contractor to Cantium Business Solutions) is the Data Processor supporting this purpose. 

2.How we use your data:

 The DBS Checks team needs to collect the following information about you: 

• Name and previous names. 

• Address and history. 

• Date of Birth. 

• National Insurance Number.

• Contact Details (Including email address, telephone number).

• Personal ID documents including passport, Driving Licence, birth certificate, bank statement, utility bill etc including dates on documents and photo’s.

• Immigration status.

• Biometric face Scan (If digital Identity / Right to work used).

We also need the following sensitive Information: 

• Offences (including alleged offences) 

• Criminal proceedings 

• Outcomes and sentences 

We use this information to enable us to process a DBS check and / or a Digital Identity / Right to Work check as part of the recruitment process and, where required, as part of your ongoing employment in terms of renewal of the certificate.

To enable us to provide our service to you we may be required to share your information with colleagues within the wider Human Resources (HR) service as part of the recruitment decision, the recruiting manager and the Service Manager where the post is placed. 

We will also share the information externally with the Disclosure and Barring Service (DBS), a government Body. The DBS undertake the search of police records, and in relevant cases the barred list information, and once completed a DBS certificate will be issued to you as the individual.  It is your responsibility to pass this to your manager and/or HR and the DBS team.  

Please refer to the DBS privacy notice here. 

Please refer to the Cantium Business Solutions Privacy Notice here.

Please refer to the YOTI Privacy Notice here.

In addition, Internal Audit and the Counter-Fraud Team may access your data as they are required to hold, or have access to, information from systems and processes across the Council so that we can:

• Fulfil legal (Accounts and Audit Regulations 2015, and Local Government Act 1972) and mandatory professional requirements (Public Sector Internal Audit Standards) to provide an internal audit function. 

• Investigate referrals made under the Council’s Counter-Fraud Framework, including the Whistleblowing Policy. 

• Participate in national and local counter-fraud schemes, such as the National Fraud Initiative, to help protect the public purse. 

• Maintain the central register of applications for RIPA (Regulation of Investigatory Powers Act 2000)

• Ensure the effectiveness of the Council’s governance, risk management, and control processes.  This forms part of the Head of Internal Audit Annual Assurance Opinion, which is incorporated into the Annual Governance Statement. 

• Facilitate the prevention, deterrence and detection of bribery, corruption, fraud, and money-laundering committed against the Council. 

Should you decide not to provide any of the information we request from you then decisions could be made by the Council in connection with your suitability to undertake the work being offered / undertaken, and the offer may be withdrawn with immediate effect, or your continued employment maybe affected.

3.What authority does the Council have to collect and use this information?

The law says that we cannot process your personal data unless we comply with at least one condition in Article 6 of the UK GDPR.  The Article 6 lawful basis we rely upon for processing your information is: 

Article 6 1 (b) – We use your data for the purpose of performance of a contract.

Article 6 1 (c) – We have a legal obligation to process your data.

The law also states that we cannot process personal data which is considered to be Special Category Data (such as information relating to your health, religion, or ethnicity, for example) unless we comply with a condition within Article 9 of the UK GDPR. The Article 9 lawful basis we rely upon for processing Special Category Data is:

Article 9 2 (b) – We are carrying out obligations in the field of employment, social security, and social protection law.

4.How long will we keep your data?

We will keep your personal information collected for the purpose(s) detailed in section 2 for a period of 6 months if you are a non-employee, after which time it will be deleted from our systems. The reason for keeping information for this period is to ensure that your data and DBS check has been processed correctly and has no query.

If you are an employee of Wakefield Council, your data will be retained whilst you are employed by us. 

We will only store the data allowed and as per the DBS code of practice and the DBS Retention Policy

5.Your rights and your personal data

Under the GDPR you have the following rights:

Right of Access

You have a right of access to the personal information that the Council holds about you, and/or the right to be given a copy of the data undergoing processing.

Right to Rectification

You have the right to request that the Council corrects any personal data if it is found to be inaccurate, incomplete, or out of date. 

Right to Restriction of Processing

You have the right, where there is a dispute in relation to accuracy or lawfulness of processing of your personal data, to request that a restriction is placed on further processing. 

Automated Decision Making

Part of the online process includes automated decision making by the DBS and is covered by their Privacy Notice. You have the right to object to any automated decision making.  

The council does not use automated decision making due to the nature of the roles involved when working with children and adults.