Payroll and pension administration privacy notice

The following privacy notice applies to payroll including pension administration

This notice explains how personal information is going to be used, what it is used for, who it might be shared with and why and for how long it is to be kept.

What information is collected?

  • Contact details (including but not limited to name, address, date of birth, National Insurance (NI) number, and tax information). 
  • Contractual changes to contracts of employment  
  • Financial information (including but not limited to bank account details, salary payment history, claims for overtime/additional payments/mileage)
  • Pension information (including personal information as contact details above, previous pension information with other local authorities and pension institutions, including pay history to calculate benefit entitlement) 
  • Absence information (including dates of absence, reason or absence and related pay entitlements) 
  • Authorities to deduct non contractual payments (including personal information and deduction details including 3rd party bank account details)
  • Court orders/debts (personal information relating to the employee and court order details of the required deduction from pay)
  • Staff benefit loans (personal data and information relating to car and 3rd party supplier including bank details)
  • Child care vouchers (personal data, pay deduction to enable voucher to be provided)

Why do we collect your personal information?

  • Deliver services and support to you
  • Manage those services we provide to you
  • Train and manage the employment of our workers who deliver those services
  • Help investigate any worries or complaints you have about your services
  • Keep track of spending on services
  • Check the quality of services

Data Controller

Crawley Borough Council (CBC) is registered as a Data Controller with The Information Commissioner’s Office (Registration Number Z5327706).

The council complies with The Data Protection Act 2018 and the GDPR.

We ensure that your personal data is processed fairly, kept safe and secure and retained for no longer than is necessary.

The Data Protection Officer (DPO) for CBC is the Head of Governance, People & Performance. If you have any concerns or questions about how we look after your personal information, email

The legal basis for processing personal data

  • Consent of the data subject
  • Processing is necessary for the performance of a contract with the data subject or to take steps to enter into a contract
  • Processing is necessary for compliance with a legal obligation
  • Processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller
  • Her Majesty Revenue and Customs (HMRC) compliance
  • Pensions regulations

The legal basis for processing special category data

Obligations under employment, social security or social protection law or a collective agreement.

Who we share data with

We pass data to:

  • Internal departments such as Human Resources
  • Other local authorities
  • Central Government e.g. HM Revenue and Customs (HMRC), Department of work and Pensions
  • Other third-party organisations, as allowed by law
  • Other partner agencies that provide services on our behalf
  • Benefits Agency
  • HM Court Services
  • External auditors
  • Pension institutions  including the Pensions Ombudsman, the Pensions Regulator Local Government Pensions Scheme (LGPS), pensions provider

We will not share data with third-parties for marketing purposes.

Retention periods

Personal data will not be retained for longer than necessary in relation to the purposes for which they were collected in order to enable the payment of salary and pension. Data about current and ex-members is held on order to enable the administration of payroll and pension services for those members, in order to meet statutory obligations. 

This data will also be retained when you have withdrawn from the pension fund in respect of your benefit entitlement as proof that you no longer have any further benefit entitlement from the fund so we can deal with questions/queries in the future.


You have the right to:

  • Be informed of data processing (which is covered by this privacy notice)
  • Access your personal information (known as a Subject Access Request)
  • Have inaccuracies corrected
  • Have information erased
  • Restrict processing
  • Data portability
  • Intervention in respect of automated decision making/profiling
  • Withdraw consent (see below)
  • Complain to the Information Commissioner’s Office (see below)

To exercise any of these rights please contact the Data Protection Officer.

Withdrawal of consent

The lawful basis upon which CBC process personal data is set out in this Notice.  However, where personal data is solely processed on the basis of consent, you will have the right to withdraw that consent.

Where can I get advice?

If you have any worries or questions about how your personal information is handled please contact our Data Protection Officer.

For independent advice about data protection, privacy and data rights, you can contact the Information Commissioner’s Office (ICO):

  • Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire DK9 5AF
  • Tel:  0303 123 1113 (local rate) or 01625 545 745 if you prefer to use a national rate number
  • Visit
  • Email