Fair processing notices - Artemis

Stoke-on-Trent City Council is the lead authority for Artemis.

Artemis is a collaboration of three councils - Stoke-on-Trent, Sandwell and Swindon - working in partnership with Active Mind Solutions.

It collects and processes personal data relating to anyone accessing the Artemis service. This would include, but is not exclusive to, the Artemis board member council employees and external customers to manage the service we provide. 

Stoke-on-Trent City Council and the Artemis board are committed to being transparent about how we collect and use your personal data and to meeting our data protection obligations.

Stoke-on-Trent City Council, the lead authority within the Artemis collaboration, may operate either as a data processor or data controller (or both) under data protection legislation. 

We may collect and process a range of information about you dependent upon the service provided. This includes:

• your name, email address and telephone number so that we can contact you
• your date of birth so we can verify authenticity when you login
• your gender, ethnicity, disabilities you may have and your religion. We may use this information as part of our equality data but it’s not mandatory that you provide it and you are free to withdraw your consent for this at any time.

We will collect data from you at the point that you register for an e-learning account to access our service.  

Your personal data will be stored in our Learning Management System (LMS) which is hosted by a third party data processor, Active Mind Solutions. You data will also be stored in the Active Mind Solutions email system, Stoke-on-Trent city council’s email system and possibly in document format.

We need to process your data in order to maintain the service that we provide which includes, but is not exclusive to, providing e-learning and workforce planning support.  

In other cases, we have a legitimate interest in processing your personal data before, during and after the end of your employment relationship with our local authority. In other cases Stoke-on-Trent City Council will ask for your consent to process your data.  

Processing your personal data allows us to:

• contact delegates registered to complete an e-learning course
• maintain accurate e-learning records
• to send out invoices requesting payment for services provided
• produce skills matrices
• obtain information relating to any type of disability you may have. This is to ensure we comply with making reasonable adjustments where possible for those completing training
• provide monthly reports for senior managers regarding e-learning completions   
• ensure effective general business administration
• manage disciplinary and grievance cases in line with our procedures
• manage performance in line with our procedures, develop improvement plans, identify training needs, plan for career development and succession plan  
• ensure we comply with our duties as an employer, operate in line with equality legislation and meet our obligations under health and safety legislation
• provide training records on request for current or former employees and external businesses who may have purchased training through us and wish to access their records
• respond to and defend against issues relating to employee disciplinary proceedings
• produce service strategies 
• meet a statutory and legal requirement.

Your information may be shared internally, including with 

• members of the Artemis board collaboration who process data on behalf of Stoke-on-Trent city council as the lead authority of Artemis
• authorised administrators of Artemis at Stoke-on-Trent City Council 
• authorised administrators of Artemis at Swindon Council 
• authorised administrators of Artemis at Sandwell Council 
• authorised administrators of Artemis at Active Mind Solutions
• your line manager at your place of work if applicable
• IT staff if access to the data is necessary for performance of their roles 

We also share your personal data with the third party Active Mind Solutions which processes data on our behalf:

• to manage our LMS system
• to provide access to our IT systems 
• fulfil the requirements of a contract
• meet a statutory requirement

Stoke-on-Trent City Council and the Artemis collaboration group takes the security of your personal data seriously. Artemis follows the internal policies and controls which are in place at Stoke-on-Trent City Council to ensure your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by parties listed above. Some of the ways in which we protect your personal data include:

• implementing appropriate technical and organisational measures to protect the confidentiality, integrity and availability of personal data and information
• ongoing continuous review of security 
• regular review of Stoke-on-Trent city council and Active Mind Solutions information assurance and security policies and procedures
• ongoing training and awareness for staff on information assurance and security
• alignment with codes of conduct, certification schemes and government guidance, including the HMG security policy framework, Government baseline security standards and the National Cyber Security Centre (NCSC) 
• use of the Government supplier assurance framework and Crown Commercial Services frameworks when working with suppliers and third parties 
• regular review of security and cyber risks

Where we engage third parties to process personal data on our behalf, they do so under contract and on the basis of written instructions. Third parties are under a duty of confidentiality and are obliged to implement appropriate technical and organisational measures to ensure the security of data and comply with data protection legislation.

The period for which your data is held after the end of employment is set out in Stoke-on-Trent city council’s retention schedules.
 
We will hold your personal data for the duration of your employment. The data will be kept for a further six years as a minimum term following the termination of your employment. Should the personal data held be related to training of a health and safety nature, this will be kept for 50 years following the termination of your employment. 

As a data subject, you have a number of rights. You can:

• access and obtain a copy of your data on request
• require us to change incorrect or incomplete data
• require Stoke-on-Trent city council to delete or stop processing your data, for example, where the data is no longer necessary for the purposes of processing
• object to the processing of your data (in certain circumstances)

You have the right to know:

• what information we intend to collect 
• why we need your information
• the lawful basis under which we can process your information
• how we will process your information
• whether we share your information
• who we might share your information with
• your rights until the law
• how long we will retain your information and how you can contact us

You have some obligations under your employment contract or service level agreement, to provide Stoke-on-Trent City Council, or more specifically Artemis, with your data. Failing to provide the data may mean failure to exercise your statutory rights. You may also be in breach of your responsibilities in relation to the employee code of conduct and your service level agreement.

We may share data with our internal audit team to evaluate the effectiveness of the organisation’s risk management, control and governance processes.  We may also share your data with the council's fraud team to help to prevent and detect fraud.

If you would like to exercise any of these rights, contact Artemis business development manager Andrea Hastelow on 01782 235300

Email Artemis

If you wish to have access to your personal data, this should be requested through the information rights team, which handles subject access requests made by current and past employees.

If you believe that we have not complied with your data protection rights, contact our data protection officer in the first instance.

You can also complain directly to the Information Commissioners' Office (ICO).

Information Commissioners' Office website