Fair Processing Notice
What is Personal Data?
Under the Data Protection Act 1998, Personal Data is defined as data that relates to a living individual who can be identified:
(a) from those data, or
(b) from those data and other information which is in the possession of, or likely to come into the possession of, the data controller,
and includes any expression of opinion about the individual, and any indication of the intentions of the data controller or any other person in respect of the individual.
Personal data will therefore cover basic details such as name, address, telephone number and date of birth.
Sensitive Personal Data
Certain data are classified under the Act as 'sensitive personal data', for example:
- Racial or ethnic origin
- Religious or other beliefs of a similar nature
- Physical or mental health or condition
- Sexual life
- Offences (including alleged offences)
Where we are asking you for sensitive personal data, we will always tell you why we need it and how we will use it.
View a detailed definition of sensitive personal data.
Why Does the Council Need to Collect and Store Personal Data?
For some of our services, we need to collect personal data so that we can get in touch, or provide the service. For example, we can't come to your house if we don't know your address.
We always try to make sure the information we collect is correct and isn't an invasion of your privacy.
We may pass your personal data onto the people who provide the service you need. These providers are obliged to keep your details securely, and use them only to fulfil your request. Once your request has been dealt with or the case has been closed, they will dispose of the details. If we wish to pass your sensitive personal data onto a third party, we will only do so once we have obtained your consent, unless we are legally required to do so.
How the Council Uses Your Information
The Council will process (that means collect, store and use) the information you provide in a manner that is compatible with the Data Protection Act 1998. We will endeavour to keep your information accurate and up to date and not keep it for longer than is necessary. In some instances the law sets the length of time information has to be kept, but in most cases the Council will use its discretion to ensure that we do not keep records outside of our normal business requirements - i.e. providing a service to you.
Our aim is not to be intrusive, and we won't ask irrelevant or unnecessary questions. Moreover, we will ensure that the information you provide will be subject to procedures to make sure it can't be seen, accessed or disclosed to anyone who shouldn't see it. Our privacy statement sets out our commitment to you when you access our services via the Internet.
Using Your Personal Data
We will use the information you provide for the following purposes:
- Regulatory, Licensing and Enforcement functions, which the Council is obliged to undertake.
- All financial transactions to and from the Council, including payments, grants and benefits. Where monies are due or outstanding, the Council reserves the right to use all the available information at its disposal to protect public funds.
- Where you have agreed for the purpose of consulting, informing and gauging your opinion about our products and services
- To ensure the Council meets its statutory obligations, including those related to diversity and equal opportunity.
Shared Services - Sharing basic details across Council Services
The Council want to provide appropriate, timely and effective services - it is important to us that we co-ordinate what we do for you properly.
For Shared Services we may pass your personal data onto the people who provide the service you need. These providers are obliged to keep your details securely, and use them only to fulfil your request. Once your request has been dealt with or the case has been closed, they will dispose of the details. If we wish to pass your sensitive personal data onto a third party, we will only do so once we have obtained your consent, unless we are legally required to do so.
The Council want to provide appropriate, timely and effective services - it is important to us that we co-ordinate what we do for you properly. To do this, we have to make sure information is accurate and up to date. This means, for example, that we will report any change of address to all the shared services so that you won't have to repeat your information every time you phone the Council.
Over time we aim to have one master record containing your basic details, and information about your transactions. The database is not meant to detail the services you have received - instead to make sure we're not asking you to repeat basic information all the time. It will also help us to tailor our services to meet your needs, and ensure that your requests are being dealt with, and not lost in 'the system'.
Access to Information - Data Protection and You
If you would like to access the personal information we may hold about you, please See our Data Protection page for details on how to submit your request.