Privacy notice for MyOracle

What this document is for

This privacy notice applies to MyOracle and provides details on how we, Norfolk County Council, use your personal information for the purposes of providing MyOracle to you.

By 'use' we mean the various ways your personal information may be processed including storing and sharing the information.

This document should be read alongside our Cookie Statement which applies to the use of MyOracle.

Further details

We also provide the following details in our general privacy notice on our website:

Who we are
How long we use your information for
Your rights under the UK General Data Protection Regulation (the GDPR) and
How to exercise them

You can also ask us for a copy of this information.

What we use your information for

We may use the information about you to enable the following website functionalities:

Accepting and managing applications
Operating the employee self-service function (including recruitment notifications)
Operating the manager self- service function

We may also use the information about you for analytics and reporting purposes.

We also use this information to assess the quality of our services and evaluate and improve our policies and procedures.

We may also use information in other ways compatible with the above.

Third Party Links

This website may include links to third-party website, plug-in and applications. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy notice of every website you visit.

What personal data we collect and use about you

We will collect and use:

Information you provide in the application service. Specific details about how we use your data as an applicant can be found in our Applicant Privacy Notice, which is presented to you in within the application service.
Information which is either required for us to provide services under your employment contract (including pay). And/Or any additional information you enter or update within the employee self-service function. Specific details about how we use your data as an employee can be located within our Employee Privacy Notice.
Information which your manager may input, as is necessary as part of your employment contract. This is collected via the manager self-service function.

We may also collect and use more sensitive types of data, including:

Health Data - For example, if you provide details about sick-leave and/or disabilities, within the Employee Self-Service function.
Trade Union membership details, if you provide these details within the Employee Self-Service function.
Any other information which you may choose to submit via the Employee Self-Service function.

This information is classed as "special category data" under the GDPR. We may only collect these data when it is relevant and for the purposes described above.

We also collect information concerning criminal convictions and offences (where necessary and applicable to certain roles).

The GDPR includes safeguards to protect the use of your special category data and criminal conviction data. Further details can be found on our website in the document named 'Special category data and criminal offences data policy' which sets out our procedures for compliance with the principles of the GDPR and the retention and erasure of this information.

Who provides this information

We receive most of this information from you, but we may also obtain some of this data from:

Your manager, when they use the Manager Self-Service function.
Linkedin and/or Indeed Jobs, if you pre-populate an application from your Linkedin / Indeed Jobs profile.

Who we share your information with

We may need to share your information with other parties. including:

Oracle - external provider of HR systems.
If you are applying for a role, as detailed in the Applicant Privacy Notice.
If you are an existing employee, as detailed in the Employee Privacy Notice.

Any information which is shared will only be shared on a need-to-know basis, with appropriate individuals. Only the minimum information for the purpose will be shared.

Where we need to give your information to third parties contracted by the County Council to provide a service to the County Council. These service providers are known as data processors and have a legal obligation under GDPR and to the County Council to look after your personal information and only use it for providing that service.

How the law protects you and the legal basis for processing your information

We have legal grounds under the GDPR to process this information, this is outlined in more detail in the applicable Privacy Notices. If you are an Employee, this is detailed in the Employee Privacy Notice. If you are an Applicant, this is detailed in the Applicant Privacy Notice.

We have legal grounds to process (including share) special category data and criminal convictions data because it is necessary:

If you are an Employee, this is explained in more detail within the Employee Privacy Notice.
If you are an Applicant, this is explained in more detail within the Applicant Privacy Notice.

How long will we keep your personal information for

If you are an Employee, we will retain your information, as is explained in more detail within our Employee Privacy Notice.

If you are an Applicant, we will retain your information, as is explained in more detail within our Applicant Privacy Notice.

If we need to use your information for research or reports, your information will be anonymised and any information taken from notes (handwritten or typed) during any consultation sessions will be securely destroyed. The information will continue to be used in a summarised and anonymised form in any research reports or papers that are published. The anonymised information in the papers may be of historic interest and may be held in public archives indefinitely.

How we keep your information

The information is stored electronically, on County Council systems, MyOracle, and records management systems. If you are an Employee, further information about this can be found within our Employee Privacy Notice. If you are an Applicant, further information about this can be found within our Applicant Privacy Notice.

We do not process your information outside of the UK and European Economic Area.

Automated decision making

We do not make automated decisions about you.

Changes to this notice

We may amend this privacy notice at any time so please review it frequently. The date below will be amended each time this notice is updated.

This notice was created on 23 September, 2022.