Voluntary Severance / Early Retirement – Privacy Notice
Your Data
The Council has a range of employee related policies including the Voluntary Severance/Early Retirement Policy and Benefits.
For those involved in managing, or being managed through this policy, more personal information is generated to consider and document the process and to make appropriate decisions.
Where the Council initiates applications for early release from employment, via either Voluntary Severance or Early Retirement, data identifying the pool of employees in the work location, section or service directly affected will be produced. This will be shared with the managers of the affected pool of employees.
Where an employee applies for Voluntary Severance or Early Retirement as part of either an employer or employee initiated release, any personal information supplied by the employee as part of this process may be accessed by the team responsible for processing these applications, the manager assessing and providing a supporting statement for the employee’s application, the Director of the employee and any Committee Convener who has been requested to approve supported applications.
Where the Council considers awarding added pension years to employees seeking early retirement who are members of the Local Government Pension Scheme (LGPS), information will be shared with the Chief Executive and the relevant Council Convener as part of the decision making process.
How long we will keep your information for
How long information generated by the Voluntary Severance / Early Retirement Policy & Benefits is retained is as follows:
| Voluntary Severance / Early Retirement Documents – Employee does not work with children or vulnerable adults
|
Duration Held for |
| Any written documents produced as a result of following the Voluntary Severance / Early Retirement Policy and Benefits. | 6 years post termination of employment |
| Voluntary Severance / Early Retirement Documents – Employee who works with children or vulnerable adults
|
Duration Held for |
| Any written documents produced as a result of following the Voluntary Severance / Early Retirement Policy and Benefits. | 25 years post termination of employment |
The Council’s Retention & Disposal Schedule sets out the retention periods for any information about you which will not be destroyed at the same time as your employee file.
Your rights
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.