HR ONE offers quick and easy access to all the HR advice and support you need in one place. The service is operated as a trading arm of Devon County Council and our ICO registration number is Z6475582. HR One can support your business requirements by providing a personalised service with the added flexibility, security, and continuity that only a large organisation can provide.

We offer the following services:

HR helpline.
HR consultancy.
HR for education.
Mediation.
Payroll.
Recruitment advertising.
Temporary workers.
Disclosure and Barring Service checks.
Workforce development and training.
Health and safety.

This privacy notice explains what information HR One collects, why we collect it and how we keep it secure. It also explains your rights and our legal obligation. Should you wish to find out more about Devon County Council’s data protection policies please contact our Data Protection Officer.

We will notify you of any changes to this privacy notice

This privacy notice was last updated 10 October 2023. If we use your personal data for any new purposes, updates will be made to the policy information and changes communicated, where necessary in accordance with current data protection legislation. Any queries relating to this privacy notice please contact the Data Protection Officer.

What services we offer and what information are we processing

The services delivered by HR One are listed below, along with a summary of the personal data that is processed by each service.

HR helpline and consultancy

Name
Contact details
Name of employer
Details for requests for advice
Employment contract information including pay and employment history
Medical information if provided by employer
Details of relationships between employees
Details of potential staff capability, conduct issues or other employment concerns
Details of staff absence
Equality, Diversity and Inclusion information if provided for a legitimate reason
Occupational health information
Whistleblowing information
TUPE information and organisational structure data
Job evaluation information about posts subject to recruitment

Payroll

Name
Address
Email address
Contact telephone numbers if provided
Date of birth
Employee number / identifier
Employment information including salary and associated payments
Pension contributions
Details of staff absence
National Insurance Number
Trade Union contributions
Attachment of earnings orders
Bank details
Emergency contact details if provided
Next of kin details if provided
Equality, Diversity and Inclusion information if provided

Recruitment and Temp Solutions services

Name
Address
Details of vacancies
Information about recruiters
Qualifications of potential recruits
Employment history of potential recruits
Disclosure and Barring Service checks information
Referees
Health and safety risks attributable to posts subject to recruiting
Equality, diversity, and inclusion information about prospective recruits
Health screening data about prospective recruits
Job descriptions and personal specifications for roles subject to recruitment.

Disclosure and Barring Service (DBS) checks

Name
Address
Contact information
Details of your current employer
Three forms of identification for the subject
Relevant information shared with by law enforcement agencies following a DBS check (this may include a summary of spent or current criminal prosecutions relating to you.

Workforce development and training

Name
Address
Contact information
Employment history
Details of your qualifications
Information about your current job and the skills you need to fulfil your role
Details of any gaps in your current skill sets
Information to help improve your skill sets when at work
Training records.

Health and safety

Name
Address
Contact details
Details regarding health and safety incidents
Details of parties involved in health and safety incidents

Purpose of collecting or processing your personal data

The purposes for collecting and processing your personal data are outlined below under each service that HR One provides.

HR helpline and consultancy

To provide background to any HR or employment related issues affecting employees in your organisation.
To help us to provide you or your employer with the best possible advice to address HR related queries or issues.
To help inform any employment risks that the employer may need to be aware of.
To help us to comply with our legal obligations and to respond to any legal claims made against HR One and Devon County Council.
To enable us to evaluate the success of our business and ensure we are able to develop and improve our service offer over time

Payroll

Communicating with you and your staff and providing you with information in connection with your employment or engagement with us from time to time.
Paying your salary, compensation, and any other benefits pursuant to your contract of employment.
Calculating and administering taxation within payroll, and your entitlements to any statutory/contractual benefits (including statutory sick pay and workforce pension arrangements)
Helping you to pay any discretionary or non-contractual benefits or managing and administering salary sacrifice arrangements (including, for example, season ticket loans)
Helping you to manage any annual leave entitlements
To enable us to deliver your payroll service effectively.
To enable us to comply with our legal duties under tax legislation.
To enable us to share information with HM Revenue and Customs, the Department for Work and Pensions and other bodies in accordance with our legal obligations.
To enable us to communicate with employers about their obligations under employment laws and regulations.

Recruitment and Temp Solutions

To administering your application for a job with us and considering your suitability for the role.
Obtaining, considering, and verifying your employment references and employment history.
Reviewing and confirming your right to work in the UK.
Conducting verification and vetting, including criminal background checks and credit checks where required by law.
Conducting background checks, verification and vetting which are not required by law but needed by us to assess your suitability for your role.
Making a job offer to you and entering into a contract of employment with you.
To help us to analyse your recruitment and retention objectives, processes, and employee turnover rates.
Developing, operating and collecting feedback on recruitment activities and employee selection processes.
To enable us to help find the right people to fill any vacancies you have.
To help us identify the right person to work for you.
To enable us to keep those we engage on a temporary basis, updated on potential opportunities that might be available with your organisation.
To enable us to evaluate the success of our business and ensure we are able to develop and improve our service offer over time.

Disclosure and Barring Checks

To enable us to run Disclosure and Barring Service checks on your current or prospective employees.
To ensure that we comply with our legal obligations and duties when operating Disclosure and Barring Service checks.
To enable us to evaluate the success of our business and ensure we are able to develop and improve our service offer over time.

Workforce development and training

To help us identify and assess your organisations strategic business direction and resourcing needs, current employees, and areas for development.
To enable us to advise you on promotion and succession planning within your organisation.
To help us better understand your business and its training needs.
To help us inform our advice and guidance about how to address the development of your workforce.
To enable us to evaluate the success of our business and ensure we are able to develop and improve our service offer over time

Health and safety

To provide background to any accidents or health and safety related issues that have affected employees in your organisation.
To help inform any health and safety risks that we may need to make you aware of.
To help us to tailor advice, guidance, and support to you that will enable you to mitigate any health and safety risks impacting your staff.
To enable us to evaluate the success of our business and ensure we are able to develop and improve our service offer over time.

The legal basis for us collecting your personal data

The lawful basis that HR One relies upon for the processing of personal data for each service we deliver, is outlined below.

HR helpline and consultancy

HR One will use your personal information where we have your consent or because we need to use it in order to fulfil a contract with you or your employer. For many of our services we rely upon “legitimate interests” as the lawful basis to process personal data.

The ‘legitimate interest’ lawful basis allows us to process your personal data provided we take into account your rights and interests. We will not process your personal data if we think that doing so, would cause an unreasonable infringement to your rights and freedoms.

The table below outlines the services that HR One offers and describes the lawful basis that we rely upon for processing personal data under each.

Service	Lawful basis for DCC	Lawful basis for HR One customers
Disclosure and Barring Checks	Processing that is necessary for compliance with a legal obligation.	Processing that is necessary for compliance with a legal obligation.
Health and Safety	Processing that is necessary for compliance with a legal obligation.	Legitimate interests
HR Advice and Consultancy	Processing that is necessary for the performance of a contract to which the data subject is a party.	Legitimate interests
Mediation	Consent	Consent
Payroll	Processing that is necessary for the performance of a contract to which the data subject is a party.	Legitimate interests
Recruitment and Temp Solutions	Processing that is necessary for compliance with a legal obligation.	Legitimate interests
Workforce Development and Training	Workforce Development and Training	Legitimate interests

Please note that the processing of any special category personal data under any of these services, is lawful on the basis that the processing is necessary for the purposes of carrying out the obligations and exercising specific rights of the controller or of the data subject in the field of employment.

Recipients or categories of recipients that we may share your personal data with

HR helpline and consultancy

Organisations concerned with multi-agency safeguarding obligations, for example, the police or Local Authority Designated Officer.
Statutory referral bodies; for example, the Teaching Regulation Agency or the Disclosure and Barring Service.

Payroll

Teachers Pensions – managing the Teachers Pension scheme and submitting the necessary statutory returns.
HM Revenue and Customs – submitting the necessary statutory returns.
Attachment of earnings orders – relevant information sent to the court.
Local Government Pension Scheme – reporting and paying over of contributions to enable correct pension benefit calculation.
Unions and other third parties – paying over of other voluntary contributions

Recruitment and Temp Solutions

HR One may share your personal data for recruitment purposes for the following reasons:

To obtain pre-employment references from other employers, verify continuity of local government service, obtain employment background checks from third party providers and obtain necessary criminal records checks from the Disclosure and Barring Service.
To process data on its behalf in connection with the provision of occupational health services and employee benefits.
To comply with its legal obligations (such as HMRC).
So we can work in partnership with organisations such as the NHS working in partnership with Devon County Council.

Temp Solutions may share your personal data with third parties in order to:

safeguard vulnerable adults and/or children (including the police, the NHS, Ofsted, the Care Quality Commission and the Multi-Agency Safeguarding Hub, the Health and Care Professions Council and the Disclosure and Barring Service)
obtain background checks from third party providers including references and obtain necessary criminal records checks from the Disclosure and Barring Service
process data on its behalf in connection with the provision of occupational health services and employee benefits
comply with its legal obligations (such as HMRC)
administer placements with other not for profit organisations or with care providers that we feel you are suitable to be placed with under the Proud to Care scheme
provide references for future placements or employment you may apply for

HR One may also share your data in the context of a sale or transfer of some or all of its business.

If you are offered an employment contract with Devon County Council whilst on the Temp Solutions register we may share information from your pre-employment checks and placement records with other members of the HR One team and the appointing officer to form part of your personnel contract file and to assess continuity of local government service.

Disclosure and Barring Checks

Personal data will be passed to organisations and data sources involved with the DBS where we are legally required to do so. This includes:

The Disclosure and Barring Service
Police forces in England, Wales, Scotland, Northern Ireland, the Isle of Man, and the Channel Islands

In some cases, it may be necessary for us to share information with:

Capita – if it is necessary to perform checks against the Children’s Barred List
Department for Education secure access – to carry out qualification and sanction checks as required by Statutory guidance provided by the Department for Education
GB Group plc – to carry out external ID validation checks, but only in circumstances where applicants are unable to follow the Route ID Verification route as detailed by the DBS guidance

Workforce Development and Training

HR One will only share information as part of our Workforce Development Service if it is appropriate and legal to do so. Where this is necessary, we are required to comply with all aspects of the Data Protection Act 2018.

As part of our Workforce Development Service offer, we may share your personal data with the following organisations:

Internal and external training providers to enable you to attend and participate in the training.
Accredited or awarding bodies as required for your profession.
Governor Support Service under the SLA agreement school settings.
With the organisations that commission us to provide the Workforce Development Service.

Health and Safety

Details of health and safety incidents and events may be shared with the Health and Safety Team in Devon County Council and some information will be shared with the recorded line managers of staff who are identified as being involved with an incident or event.
Display Screen Equipment (DSE) information is also shared with DSE coordinators within organisations subscribing to the HR One Health and Safety Service.
Details of serious Health and Safety incidents or events may also be shared with legal representatives for legal purposes. If criminal investigations are ongoing, details may also be shared with law enforcement agencies.
Details of serious Health and Safety incidents or events may be shared with the Health and Safety Executive.

International transfers

HR One does not intend to transfer any personal data that you provide to us, to any countries outside of the scope of UK data protection laws. If such transfers should be necessary in the future, we will ensure that these transfers are the subject of adequate safeguards that accord with our obligations under Chapter 5 of the UK General Data Protection Regulation.

How long will we hold your personal data?

HR One will retain your personal data in accordance with our Record Retention Schedules.

Your data protection rights

Under Data Protection Legislation, you have the right to obtain a copy of their personal records held by us, this is called a Subject Access Request (SAR).

Details of how to make a request can be found here.

Further details on your rights under data protection legislation and how to exercise them, are available here.

Complaints

If you have any comments, queries or complaints about this privacy notice or the processing of your personal data please contact our Data Protection Officer.

Alternatively, if you are not happy with the way that DCC is handling your personal data, you are entitled to appeal to the Information Commissioners Office (ICO). The Information Commissioners Office enforces and oversees the Data Protection Regulations.
Contact details are below:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Email: casework@ico.org.uk

Automated decisions

HR One does not intend to use technology that will make automated decisions about you.