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Fair Processing Notice

Fair Processing Notice

What is Personal Data?

Basic Personal Data

Under the Data Protection Act 1998, Personal Data is defined as data that relates to a living individual who can be identified:

  1. from the data, or
  2. from the 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 include basic details such as name, address, telephone number, and Date of Birth.

Sensitive Personal Data

Certain data is 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 and how the information will be used.

The Data Protection Act 1998 is available to view here.

Why Does the Council Need to Collect and Store Personal Data?

For some of our services, we need to collect personal data so 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 on to the people who provide the service. These providers are obliged to keep your details securely and use them only to fulfil your request.

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. 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, the information you provide will be subject to rigorous measures and procedures to make sure it can't be seen, accessed or disclosed to anyone who shouldn't see it.

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.

Joined Up 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. To do this, we have to make sure information is stored in a way which is as effective as possible. This means, for example, that the system will report any change of address to as many services as possible so you won't have to repeat it every time you phone up the Council.

You always have the right to opt out of this or any other data sharing initiative - by not providing the information. But please remember, we won't use your information for third party marketing purposes, or pass it on to third parties, other than those who either process information on our behalf or because of a legal requirement.

Joined Up Services – Sharing With Partner Organisations

Where the Council is asked to share your personal or sensitive information with partner organisations the Council will ensure that there is sufficient reason for the sharing to take place. Some sharing of personal information will be for purposes such as for the prevention of criminal activities and fraud which are allowed under the Data Protection Act.

If you would like to know more about Data Protection and your rights under the Data Protection Act, informative information may be found on the Information Commissioner’s website –