HR BULLETIN DECEMBER 2017
General Data Protection Regulations (GDPR)
The GDPR replaces the Data Protection Act (DPA) 1998 and has been described by the Information Commissioner as “the biggest change to data protection law for a generation”. It includes significant enhancements and onerous requirements compared with DPA.
What does this mean for us?
The implications on staff have not yet been determined but will be identified through the Information Assurance Working Group led by Graham Jarvis, Head of Lifelong Learning, Culture and Sport. A report will be submitted to CMT detailing the appropriate measures and the training that will be essential to meet the requirements of this revised legislation within the agreed timescales.
What is it?
GDPR requires that organisations do not just comply but are transparent and demonstrate compliance. For the Council, this will mean auditing all the personal data held, how it was collected, how it is processed, who processes it and the lawful basis for processing. Significantly for the Council GDPR categorically removes the legal basis of ‘processing carried out by public authorities in the performance of their tasks’. This could present a major challenge as this means that the Council will need to review all of its processes to make sure that consent is obtained for collecting and sharing personal information. The Council will also be required to keep records of all processing activity including the categories of individuals and categories of personal data.
GDPR significantly expands and enhances rights for individuals including the addition of, amongst others, the right to erasure (dubbed right to be forgotten), right to restrict processing, right to object to processing and right to data portability. Moray Council will be required to have systems in place to make these rights actionable, including being able to immediately suspend processing of an individual’s data.
GDPR increases the scope of ‘personal data’ protected by the act to include, for example, IP addresses and biometric data.
GDPR reduces the time available to the Council to comply with time-consuming Subject Access Requests (by which an individual, including employee’s, can request a copy of all information and documents the Council holds about them). GDPR will also increase the reach of subject access requests to compel the Council to search manual, unsorted records. The £10 fee for executing a Subject Access Request will also be removed. It should be noted that all information which is contained within a filing system (electronic or paper) which is specifically related to an individual is included.
GDPR prescribes an extraordinary increase in the gravity and monetary value of penalties for non-compliance and not demonstrating compliance. The current maximum fine from the Information Commissioner (ICO) is £500,000. This will increase to £20 million or 4% of annual turnover – whichever is higher. Depending on how the ICO calculate turnover for local authorities this could be in excess of £8m for Moray Council.
Whilst we certainly don’t want to be “bah humbug” it is worth, at this time of year reminding you of Time for Talking – our employee assistance programme.
We hope that everyone has a happy and peaceful festive season but unfortunately this might not be the case for some whether now or in January when the January blues may set in – for a number of years now Blue Monday has been talked about in the media and there is supposedly a formula to calculate which Monday it falls on!
However it could be a number of things personal issues, struggling at home or with something at work or family problems for example, Time for Talking can assist with all of these.
Timefortalking is a 24/7 support service offering:
• structured telephone counselling
• face-to-face counselling
• telephone support
• live chat
• information and resources including links, podcasts and meditation exercises
You can speak to a member of the timefortalking team at any time via the 24-hour confidential helpline.
Tel: 0800 970 3980 (24/7, 365 days a year)
Live chat: Enter the website, click on "Live Chat" and enter the password TfTnow
If anyone is struggling with debt the Council has a Money Advice Service, their advice is FREE and confidential.
Call on 0300 123 4561
or email email@example.com
Other services are also available:
National Debtline – Freephone: 0808 808 4000 or
StepChange Debt Charity – Freephone: 0800 1381111 or https://www.stepchange.org/
Or for Money Management Advice try:
The Money Advice Service: 0300 500 5000 or https://www.moneyadviceservice.org.uk/en
Scotland’s Financial Health Service: 0800 707 6696 or https://www.scotlandsfinancialhealthservice.gov.uk/
Citizens Advice: 01343 550088 or https://www.citizensadvice.org.uk/scotland/debt-and-money/
Some of us will be hoping for a mild snow free winter, while others have an inner child just waiting to escape into the soft white powdery stuff – there has already been a small amount yay!! Whatever weather you wish for, a bad spell can affect service delivery and our ability to provide the same level of customer care if staff find it difficult to get to work because of bad weather - although we've been lucky so far.
Please take the time to remind yourself of the guidelines (Word)and ensure that your service is prepared and staff know what the arrangements are.
STAR AWARDS AND LONG SERVICE
These were announced at the end of November and the winners received their awards at a joint ceremony with their colleagues who had reached Long Service milestones of twenty, 30 and 40 years. Click to view our Star Award Winners for 2017 and those receiving their Long Service Awards are detailed in the December issue of Connect. Would also like to add a thanks to the catering team who put on a lovely buffet lunch for those who attend.
Please think about the STAR AWARDS for 2018, we usually launch after the summer holidays so if you think a team or staff member fits - nominate them next year it really is worthwhile.
As you will be aware, some members of staff were recently informed that they were at potential risk of redundancy – either as an individual or group at risk.
Understandably this will be a worrying time for those affected and people may feel a range of emotions.
To assist and support those going through the process of Transform and the risk of job loss we have established a helpline to ensure consistency and timeous responses to those who wish seek advice and assistance from HR.
Telephone - 01343 563594
Email - HRbudgethelpline@moray.gov.uk
In addition to this HR Advisers will contact individuals at risk to make initial contact and arrange for briefings to explain and assist with the Transform process. Groups at risk have been asked to make contact should they wish to participate in Transform.
Forthcoming Strategy Talks
January - Early Years
February - Growth bid update
March - Budget (tbc)
If you need to contact us, we can be reached on the HR Helpline (01343 563261) or by emailing firstname.lastname@example.org