We process a considerable amount of information, including personal data about you, to allow us to provide services effectively. We recognise that this information is important to you and that we have a responsibility to ensure that any personal information we collect and use is managed proportionately, correctly and safely.
Your privacy is important to the council and we aim for full transparency on how it gathers, uses, and share your personal information in accordance with the Data Protection legislation.
The Council registered as a data controller with the Information Commissioner under reference Z605908X.
If you have any concerns about how the Council is handling your personal data, these can be raised with the Council's Data Protection Officer.
The Council keeps its privacy notice under regular review and it will place an updated version on this page. This will help ensure that you are always aware of what information the Council collects and how it is used.
Personal information can be anything that identifies and relates to a living person. This can include information that when put together with other information can then identify a person. For example, this could be your name and contact details.
Some information falls within "special categories of personal data" this means that it needs more protection due to its sensitivity. It's often information you would not want widely known and is very personal to you. This is likely to include anything that can reveal your:
The Council may need to use some information about you to:
The Council may not be able to provide you with a product or service unless it has enough information, or your permission to use that information.
There are a number of legal reasons why the Council needs to collect and use your personal information.
Generally the Council collects and uses personal information where:
If the Council has asked for your specific consent to use your personal information, you have the right to remove it at any time. If you want to remove your consent, please contact the Data Protection Officer and identify which service you're using so the Council can deal with your request.
The Council only collects and uses personal information if it needs the information to deliver a service or meet a requirement. If the Council does not need personal information or the Council already has it you will not be asked for it.
The Council does not sell your personal information to anyone else though you should note that the Electoral Registration officer of the Council sells on request the open version of the electoral register. If you have opted out of this version your details will not appear on it.
The law gives you a number of rights to control what personal information is used by the council.
1. You can ask for access to the information the council holds on you
You have the right to ask for the information the council has about you.
Or contact the Information Governance team by emailing the Information Officer.
2. You can ask for information to be changed if you think it is inaccurate
You should let the council know if you disagree with some of the information we hold about you or someone you are legally responsible for (e.g. a child or ward).
The council may not always be able to change or remove that information but it will correct factual inaccuracies when appropriate and may include your comments in the record to show that you disagree with it.
If we are unable to comply with your request to amend the data, we will write to you to advise why.
3. You can ask to for information to be erased
In some circumstances you can ask for your personal information to be erased, for example:
In certain circumstances we may share your information with other agencies. Where your personal information has been shared with others, the council will do what it can to make sure those using your personal information comply with your request for erasure.
Please note that the council cannot delete your information where:
If we are unable to comply with your request to erase the data, we will write to you to advise why.
4. You can ask the council to limit what it uses your personal data for
You have the right to ask us to restrict what we use your personal information for where
If the data have been disclosed to others, then the council will notify those recipients about the restrictions (unless this is impossible or involves disproportionate effort).
The council will notify you before lifting a restriction. If we are unable to comply with your request to restrict the data, we will write to you to advise why.
5. You can ask to have your information moved to another provider (data portability)
You have the right to ask for your personal information to be given back to you (or another service provider of your choice) in a commonly used electronic format. This is called data portability.
This right only applies if the council is using your personal information with consent (not if we're required to by law) and if the processing decisions were made automatically by a computer and not a human officer.
It is unlikely that the right to data portability will apply to many or any of the services you receive from the council.
6. Right to object
You have right to object to:
The council must stop processing your personal data if you object unless:
The council must stop processing personal data for direct marketing purposes as soon as it receives an objection.
If the council is conducting research where the processing of personal data is necessary for the performance of a public interest task, it is not required to comply with an objection to the processing.
You can make an objection by emailing the Data Protection Officer.
7. Rights related to automated decision making including profiling.
You can ask to have any computer-made decisions explained to you, and details of how the council may have 'risk profiled' you.
You have the right to question decisions made about you by a computer, unless it is required for any contract you have entered into, required by law, or you have consented to it.
You also have the right to object if you are being 'profiled'. Profiling is where decisions are made about you based on certain things in your personal information, for example, your health conditions.
If and when the council uses your personal information to profile you, in order to deliver the most appropriate service to you, you will be informed.
If you have concerns regarding automated decision making, or profiling, please contact the who will be able to advise you about the council is using your information.
We use a range of organisations to either store personal information or help deliver our services to you. Where we have these arrangements there is always an agreement in in place to make sure that the organisation complies with data protection law.
If the processing of any personal data presents any degree of risk to your rights or freedoms, the council will complete a Data Protection Impact Assessment (DPIA) before it shares any personal information to make sure we protect your privacy and comply with the law.
Sometimes we have a legal duty to provide personal information to other organisations, for example, for the detection and prevention of fraud and other crime.
The council may also share your personal information when we feel there's a good reason that's more important than protecting your privacy. The council may share your information:
For all of these reasons the risk must be serious before the council can override your right to privacy.
'Top level' sharing agreements the council is a party to (those agreements that affect all of the Council's departments and staff) include:
The council has systems and process in place to make sure the records it holds about you (on paper and electronically) are done so in a secure way, and it will only make them available to those who have a right to see them.
The personal information held by the council is stored on systems in the UK. There are some occasions where your information may leave the UK, either in order to get to be transmitted to another organisation, or if it is stored in a system (such as a server) outside of the EU. Where this is the case additional safeguards as required by legislation will be put in place.
The council maintains a retention schedule that lists how long your information may be kept for. This ranges from months for some records to decades for more sensitive records. Much of the council's work is governed by statutory requirements, and this also frequently governs the length of time data must be held for.
If you have any worries or questions about how your personal information is handled please contact the Data Protection Officer.
For independent advice about data protection, privacy and data sharing issues, you can contact the Information Commissioner's Office (ICO) at:
Information Commissioner's Office
Tel: 0303 123 1113 (local rate) or 01625 545 745 if you prefer to use a national rate number.