The Council has a range of employee related guidance including Phased Return to Work. For those involved in managing, or being managed through this process, more personal information is generated to consider and document the process and to make appropriate decisions.
The data generated may include a recommendation from your GP or the Council’s Occupational Health provider based on information provided to them by the Council.
Documentation including the agreed terms of the Phased Return will be kept on your personal file.
How long we will keep your information for
How long information generated by the Phased Return to Work process is retained is as follows:
Phased Return to Work Documents – Employee does not work with children or vulnerable adults
Duration Held for
|Any written documents produced as a result of following the Phased Return to Work process.||6 years post termination of employment|
Phased Return to Work Documents – Employee who works with children or vulnerable adults
Duration Held for
|Any written documents produced as a result of following the Phased Return to Work process.||25 years post termination of employment|
The Council’s Retention & Disposal Schedule sets out the retention periods for any information about you which won’t be destroyed at the same time as your employee file.
Aberdeen City Council is the Data Controller for this information. You’ve got legal rights about the way the Council handles and uses your data, which include the right to ask for a copy of it, and to ask us to stop doing something with your data. Please contact the Council’s Data Protection Officer by email on DataProtectionOfficer@aberdeencity.gov.uk or in writing at: Data Protection Officer, Marischal College, Aberdeen, AB10 1AB. See more information about all of the rights you have. You also have the right to make a complaint to the Information Commissioner’s Office. They are the body responsible for making sure organisations like the Council handle your data lawfully.
Please note if your complaint is not about data protection but instead is about an employment matter, then this should be raised initially with your line manager and if necessary through the Council’s grievance procedure.
Our legal basis
Whenever the Council processes personal data we need to make sure we have a basis for doing so in data protection law. We understand our basis in data protection law to be Article 6(1)(b) of the General Data Protection Regulation (GDPR) because processing your personal information is necessary for us manage our relationship with you, as your employer.
As this process includes special category data, the Council understands that our legal basis for doing so as Article 9(2)(b) of the GDPR as processing is necessary for carrying out our obligations in the field of employment.