Personal information we hold

The personal information we hold includes:

  • Name, address, date of birth, telephone number, email address, gender, proof of your right to work in the UK
  • Employment history, other relevant experience, achievements, skills and qualifications
  • Employment references and the results of any pre-employment screening
  • The outcome and results of any interviews or tests which formed part of the recruitment process
  • Terms and conditions of employment, contract variations, current employment history
  • Information about your conduct, performance, training and development  
  • Pay and pension details, national insurance number, tax coding and details of the bank or building society account into which your salary is paid
  • Details of your employee benefits (eg membership of private medical insurance or childcare voucher schemes)
  • The reasons for any periods of absence (eg annual leave, maternity/paternity leave, sickness absence)
  • Information about your health and how it may affect your ability to carry out your duties
  • Photographs used for building or staff travel passes
  • Journey history associated with your staff travel pass
  • Systems and building access history
  • Equalities monitoring information (if provided)

How we use personal information

TfL and the companies that process data on its behalf, will use your personal information for the purposes of human resource administration (i.e. managing TfL's employment relationship with you). The information provided will be used to:

  • Pay you, administer employee benefits, calculate any tax, NI or statutory payments due (i.e. sick or maternity pay)
  • Administer any absences including sickness and annual leave
  • Manage your performance and attendance and make decisions about appropriate training and development
  • Manage any employment disputes including disciplinary actions or grievances
  • Supply references to prospective employers

Your information will only be accessed and processed by authorised personnel (i.e. line managers, HR professionals, occupational health professionals and pensions administrators) who are directly involved in the management and administration of your employment and have a legitimate need to access your information.

Length of time we keep information

Most of your personal information will be retained by TfL for the duration of your employment plus an additional seven years from the date on which you cease to be an employee.

Please note that personal information included in occupational health and pension administration records will normally need to be retained for much longer periods.

Keeping personal information secure

TfL takes the privacy of our employees very seriously and has a range of robust policies, processes and technical measures in place to safeguard their personal information.

Access to systems that hold employment related information is restricted to authorised personnel through the use of unique identifiers and passwords. Your information is stored on systems that are protected by secure network architectures and are backed-up on a regular basis (to a second secure location) for disaster recovery and business continuity purposes; and to avoid the risk of inadvertent erasure or destruction.

Sharing personal information

TfL has contracts with a number of third party service providers, who provide specialist services such as our Employee Assistance Programme and various employee benefits schemes. These third parties will process applicant information in accordance with TfL's instructions and make decisions regarding the information as part of the delivery of their services; they are also required to put in place appropriate security measures that ensure an adequate level of protection for personal information.

In some circumstances, disclosures of employee personal information to the police (and other law enforcement agencies) are permitted by the Data Protection Act 1998, if they are necessary for the prevention or detection of crime and/or the apprehension or prosecution of offenders. Each police request to TfL is dealt with on a strictly case by case basis to ensure that any such disclosure is lawful and proportionate.

TfL may also disclose your personal information to a third party:

  • Where we have your explicit consent eg to assist financial institutions regarding an application you have made for a mortgage, personal loan, etc.
  • In an emergency where the health or personal security of an employee is at risk
  • Where we are required to do so by law (eg in response to a court order, or to assist with investigations carried out by HM Revenue and Customs, the Department for Work and Pensions, Job Centre Plus, the Child Support Agency, or local authorities)
  • In connection with the National Fraud Initiative (NFI) data matching exercise carried out by the National Audit Office, which is intended to prevent/detect crime and protect public funds
  • If it is necessary to do so in order to defend TfL's legal rights (ie in the context of a court case involving TfL)

Overseas processing

TfL has a contract with a third party service provider which supports the operation of our HR and payroll systems. Some of the associated technical support services are provided from outside of the UK.

While all of our employee data is physically stored in UK data centres, in the event of technical problems arising with our IT systems, some of your personal information may need to be processed by our service provider from operations centres based in the Philippines and India.

Any such processing will be carried out in strict accordance with UK and EU privacy legislation and the appropriate contractual safeguards which TfL has put in place.

How to access personal information

For more information about how to access your personal information please see the section on subject access requests in Access your data.


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