The Council has a range of employee related policies including the Redeployment Policy and Procedure. For those involved in managing, or being managed through this policy, more personal information is generated to document the process and to make appropriate decisions.
Personal information will be contained in the various documents referred to in the policy. This information will be held for each employee by the Redeployment Team for the duration of the redeployment process.
Where the redeployment process results in the redeployee being interviewed for a post, personal information will also be shared with the recruiting panel as part of the interview process.
If redeployment is required on medical or disability grounds, advice may be obtained from the Council’s Occupational Health provider. As such, some personal information will be shared with them to allow them to perform this assessment. The contents of your medical records are confidential and are not disclosed to Aberdeen City Council but will inform any occupational health reports issued as a result of an assessment required under the Redeployment Policy and Procedure. The use and retention of Occupational Health data is detailed in the Occupational Health privacy notice.
Where the Redeployment Policy and Procedure results in a trial period in a post that would be subject to checking by Disclosure Scotland, personal information will be shared with this organisation to allow them to perform this check.
In the event a redeployment case is considered by the Appeals Sub Committee, the Council will share certain information about your case with the members of the Committee determining your appeal. The Committee Meeting Agenda, Minutes and accompanying papers are confidential, and the meeting considered in private. The minute which is published will be anonymised.
How long we will keep your information for
How long information generated by the Redeployment Policy & Procedures is retained is as follows:
Redeployment Documents – Employee does not work with children or vulnerable adults
Duration Held for
|Any written documents produced as a result of following the Redeployment Policy and Procedure.||6 years post termination of employment|
Redeployment Documents – Employee who works with children or vulnerable adults
Duration Held for
|Any written documents produced as a result of following the Redeployment Policy and Procedure.||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 part of this relationship, the Council is also likely to process special categories of personal data.
The Council understands 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.