Your privacy matters
This privacy notice explains what information we collect about you, how we store this information, who we share this information with and how we keep it safe and confidential. We want you to be confident that your information is kept safe, secure and for you to understand how and why we use it. It sets out how Knowsley Council will use data collected from colleagues completing the reward and recognition initiative.
Who will own my data once I submit it?
Knowsley Council
Why do you need my information?
As part of the Council’s commitment to reward and recognition we want to highlight the outstanding work of our colleagues. Using a SharePoint in-house development to capture information submitted by employees who want to recognise the good work of others.
The data collected will be used:
- To promote the Employee Recognition via internal communication tools - Bertha
- To promote the Employee Recognition taken from external compliments via Knowsley News, and via social media (Facebook, Instagram, Twitter/X, LinkedIn and YouTube
- To be entered into a quarterly prize draw.
What Personal Information do we collect?
In order for Knowsley Organisational Development Service to offer support within Knowsley we may collect all, or some, of the following information from you for feedback to be displayed on Bertha.
- Employees first and second names
- Area of work i,e service and directorate
- Work email address if using Knowsley Council IT kit taken from active directory lists
- No special category data will be taken on this form
- No medical information will be taken on this form
Please note that when you select ‘Anonymous’ on the form your information will not be displayed on Bertha but will be stored for auditing purposes.
What allows you to use my information?
The lawful basis which allows the Council to process your data lawfully falls under the UK General Data Protection Regulation.
Article 6 (1) (F)
Processing is necessary for the purposes of the legitimate interests pursued by the controller or by a third party, except where such interests are overridden by the interests or fundamental rights and freedoms of the data subject which require protection of personal data, in particular where the data subject is a child.
Who will my information be shared with?
The information will be shared with all employees of the Council using the Intranet site Bertha, which will show name of the employee and the recognition category, however this will be determined by the nominator giving permission at the point of submission. The process will include an anonymised nominator option along with a do not post onto Bertha option, however all data will be collated in the reporting system and be shared with line managers and HR for the purpose of achievements linked to the individual, and HR for disciplinary reasons should the system be abused. Headline data will be shared with Executive Management Team and the Communications Team for further publication to help promote employee engagement and to acknowledge the winner of the quarterly ‘Spin the Wheel process’.
Do I have to provide this information and what will happen if I don’t?
No, participation is entirely voluntary. You can decide whether to participate or not, and you can decide how much or how little you wish to participate.
How long will you keep this data for and why?
This data will be held within SharePoint power automate files for a period of 3 years to establish trends and impact of recognition based on demands being asked of the services. This information could support future Culture change development.
How will my information be stored?
This data will be held within SharePoint which creates power automated files, to allow the data to be exported to a Microsoft XL spreadsheet for filtering and align numbering to the person nominated which will be entered and used to choose from the quarterly prize draw.
Will this information be used to take automated decisions about me?
No
Will my data be transferred abroad and why?
No
What rights do I have when it comes to my data?
Under the Data Protection Act (DPA) 2018/ UK General Data Protection Regulation (UK GDPR), you have the following rights with regards to your personal data: -
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The right to subject access
You have the right to see a copy of the personal data that the council holds about you and find out what it is used for.
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The right to rectification
You have the right to ask the council to correct or remove any inaccurate data that we hold about you.
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The right to erasure (right to be forgotten)
You have the right to ask the council to remove data that we hold about you.
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The right to restriction
You have the right to ask for your information to be restricted (locked down) on council systems.
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The right to data portability
You have the right to ask for your data to be transferred back to you or to a new provider at your request.
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The right to object
You have the right to ask the council to stop using your personal data or to stop sending you marketing information or complain about how your data is used.
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The right to prevent automated decision making
You have the right to ask the council to stop using your data to make automated decisions about you or to stop profiling your behaviour (where applicable).
To find out more about your rights under the DPA 2018/UK GDPR, please visit the Information Commissioner’s website.
You can request a copy of your data or ask questions about how it is used by visiting our website here.
By email to: Inforights@knowsley.gov.uk
Or in writing to:
Data Protection Officer
Knowsley Council
Westmoreland Road
Huyton
L36 6GA
Who can I complain to if I am unhappy about how my data is used?
You can complain directly to the Council’s Data Protection Team by writing to: -
Data Protection Officer
Knowsley Council
Westmoreland Road
Huyton
L36 6GA
Or email: data.protection.officer@knowsley.gov.uk
You also have the right to complain to the Information Commissioner’s Office using the following details: -
The Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Telephone: 08456 30 60 60 or 01625 54 57 45
Website: www.ico.org.uk