My Helpdesk Finance and Procurement HR Pensions and Property Services - Privacy Notice


  • Name of service - My Helpdesk (Finance and Procurement, HR, Pensions and Property Services)
  • Directorate - Corporate Resources
  • Date of issue - 24 January 2019
  • Date of current version - 23 September 2021
  • Review date - 23 September 2024

The reasons why we use your personal data

Purpose / function of the service

This privacy notice applies to the functions of the Helpdesk service that carries out Enquiry functions:

Pensions Helpdesk – responds to telephone and email enquiries from members of the Local Government pension scheme for current and past employees from Surrey, East Sussex, Hammersmith and Fulham and Westminster on behalf of the Pensions team.

HR Helpdesk – responds to telephone and email enquiries from staff and external customers on behalf of HR, Recruitment, Training Administration, Employee Services and Payroll

Finance and Procurement Helpdesk - responds to telephone and email enquiries from residents, staff and external customers on behalf of Surrey and East Sussex Finance and Procurement teams, Adult Social Care and Surrey Arts.

Property Helpdesk - responds to telephone, email, portal and face to face enquiries from staff, landlords and tenants working renting or otherwise using property managed by Surrey County Council Property.

What processing of personal data is undertaken by the specific teams or services

In the course of providing services for staff (current and past), and external customers and improving the customer experience, we may need to collect your personal data and share it with Surrey County Council services and East Sussex Pension service and staff. Your personal data is processed for the purposes of:

  • resolving and mediating enquiries on behalf of Surrey County Council services and East Sussex County Council
  • for investigating complaints
  • to train and performance manage our Helpdesk staff
  • to collect customer feedback/gain customer insight to inform improvements to Business Operations services and ESCC Pension Team
  • to inform improvements to the content and structure of the intranet
  • to carry out our statutory responsibilities under the different legislative frameworks
  • for the processing of maintenance work orders and other property-related enquiries.

In addition, we collect your personal data for the following:

  • Service delivery
  • Service improvement and planning
  • Prevention and detection of crime/fraud
  • Research
  • Statistical analysis and reporting
  • Safeguarding
  • Vital Interests

What information do we collect?

  • Name,
  • Address,
  • Contact details,
  • Bank Account Details
  • Date of Birth
  • Email Address
  • National Insurance Number
  • Vehicle Registration Number

How we are allowed to use your personal data

Legal obligation or public task under various UK legislation including but not limited to:

Finance and Procurement activities will be processed in accordance with Section 151 of the Local Government Act 1972 requires local authorities to make arrangements for the proper administration of their financial affairs.

We have a legal basis to process HR related data as part of your contract of employment (either permanent or temporary) following data protection and employment legislation.

Pension services information is documented in a separate privacy notice.

How we are allowed to use your personal data

To process your personal data, we will explain to you what we are asking you to agree to and why. If we have consent to use your personal data, you have the right to remove it at any time. If you want to remove your consent, please contact us at the following email address and we will deal with your request.

Who we share your personal data with

Surrey County Council services, staff (Orbis) and contractors working on behalf of Surrey County Council under contract.

Automated decision making (when computers make any decisions about you)

Not applicable.

Personal data being sent or processed outside of the UK and EU

Not applicable.

Retention of data

Data will be retained in accordance with the SCC countywide data retention schedule.

Other information

For further information on our privacy notices, please see information and privacy.

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