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Luton Borough Council

Human Resources (HR)


We're committed to protecting your privacy when you use our services. We have a data protection officer who makes sure we respect your rights and follow the law.

If you have any concerns or questions about how we look after your personal information, please contact us at [email protected].

HR contact

To contact HR, please email: [email protected].

Personal data

Name; address, personal email, mobile number, date of birth, national insurance number, passport, unique tax reference, gender, application history, CV, interview notes/scores, emergency contact details, contractual information, bank account details, proof of right to work documentation, proof of address, proof of identity, references, education and professional qualifications, disciplinary data, criminal convictions, standard criminal convictions declaration, disclosure Scotland, DBS number, DBS expiry, HCPC number (social work)

Special category data

Racial or ethnic origin, religious or philosophical beliefs sickness data including health information, health declaration, pregnancy related information, sexual orientation, trade union membership

Purpose for using it

HR uses your personal data to:

  • recruit new employees
  • provide payroll and pension services and other employee benefits
  • complete statutory returns
  • complete demographic monitoring
  • manage performance
  • enable the council to provide reasonable adjustments to staff
  • manage and reduce sickness and improve health, including public health
  • provide learning and development opportunities
  • information we collect maybe used to instigate disciplinary action

Lawful basis

HR uses your personal data under the following categories:

  • personal data:
    • consent (recruitment process only)
    • legitimate interest
    • compliance with a legal obligation
    • vital interests
  • additionally, where the council provides HR services to other organisations:
    • public task
    • performance of a contract
  • special category data:
    • employment and social security and social protection
    • vital interests
    • legal claims
    • substantial public interest
    • preventive or occupational medicine, for the assessment of the working capacity of the employee, medical diagnosis, the provision of health or social care or treatment or the management of health or social care systems and services
    • public health

Who we share it with

HR may share your personal data with the following organisations:
  • Office of National Statistics
  • NMDS
  • police
  • MASH
  • BLMK
  • National Fraud Initiative
  • external training providers
  • health providers
  • NHS
  • employee benefits
  • child care vouchers scheme providers
  • external recovery companies
  • other prospective employers (recruitment process only

Why we share it with them

HR may share your data to:

  • comply with statutory reporting requirements
  • prevent or detect crime
  • support trade union membership
  • provide training opportunities
  • ensure employees have access to relevant external services which support wellbeing
  • manage and reduce sickness and improve health including public health
  • to provide employees with additional employee benefits such as the child care voucher scheme
  • to collect unpaid bills which you incur eg fixed penalty notices for driving offences whilst driving one of our vehicles
  • to support prospective employment opportunities (recruitment process only)


There is no legal obligation for organisations to provide a reference however, any reference provided must be true and accurate.

References provided and received are done so in confidence and therefore generally exempt from sharing under subject access requests.

The exemption applies under Schedule 2 Part 4 Paragraph 24 of the Data Protection Act 2018.

For more information please refer to the ICO website.

Any automated decision making or profiling

HR will automatically add new employees to the pension scheme at the start of their employment or when we are required to by law even when an employee opts out of the scheme.

We automatically consider job applications during the application process in accordance to the answer to specific questions as supplied by the candidate at the time.

Transfer of data to another country


Retention period

The data will be kept in accordance with our retention schedule.

Exercising your rights

You have the right to ask us to amend or delete your data as well transfer or limit its use. You also have the right to request a review of an automated decision where you think this is wrong.

Each request will be considered individually. However, where we are required to keep your data by law we may be unable to action your request. In all circumstances we will explain our decision making in writing to you.

Please see our main privacy statement using the green button below If you want more information on how:

  • we keep your data safe
  • to request a change to the records we hold
  • to make a complaint
Read our main privacy policy
© 2024 Luton Council, Town Hall, Luton LU1 2BQ