Supporting Attendance and Wellbeing Policy – Privacy Notice   

Your Data

The Council has a range of employee related policies including the Supporting Attendance and Wellbeing policy.  For those involved in managing, or being managed through this policy, more personal information is generated to investigate, document allegations and make appropriate decisions.  This notice explains how this information is used, managed and stored.

Your personal information will be contained in the various documents referred to in the policy. 

This information will be held by the Officer (usually your line manager) managing the process. If a People and Organisation Adviser is assigned to support that Officer, they will also have access to the information.

Where absence management has been delegated by the employees’ manager to another Officer, this Officer will also have access to the information.

Depending on the nature of your absence some contact details, basic information regarding the reason for your absence and any relevant historic absence information, may be shared with the Council’s occupational health provider as part of the referral process.

Where the process results in a Capability or Conduct Assessment Meeting (at Stage 3), this will be chaired by an independent manager of at least Cluster Manager level or above. In the case of teachers, the chair of the Capability or Conduct Assessment Meeting will be a Director. Whoever chairs this meeting will have access to this information.

Where the process results in an Appeal, this can be heard either by the employees Director or by the Appeals Sub Committee. Whoever hears the appeal will also have access to this information.

If your case is considered by the Appeals Sub Committee, the Council will share information about you 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 information generated by the Supporting Attendance and Wellbeing process is retained is as follows:

Supporting Attendance and Wellbeing – Employee does not work with children or vulnerable adults

Duration Held for

Any written documents produced as a result of following the Supporting Attendance and Wellbeing process.

6 years post termination of employment

Supporting Attendance and Wellbeing – Employee does not work with children or vulnerable adults

Duration Held for

Any written documents produced as a result of following the Supporting Attendance and Wellbeing process.

25 years post termination of employment

Your Rights

All employees have legal rights about the way the Council handles and uses your data, including the right to ask for a copy of it, and to ask us to stop doing something with your data. More information about all of your rights is available on our website at: https://www.aberdeencity.gov.uk/your-data. You also have the right to make a complaint to the Information Commissioner’s Office, (www.ico.org.uk). They are the body responsible for making sure organisations like the Council handle your data lawfully.  Aberdeen City Council is the Data Controller for this data. If you’ve got any queries about your data, get in touch with the Council’s Data Protection Officer by email: DataProtectionOfficer@aberdeencity.gov.uk

The Legal Basis for processing your data

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.

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