Personal information

Personal data is any information that can identify a living person. This includes information that, when put together with other information, can then identify a person e.g. a name, an identification number, location data, an online identifier or one or more factors relating to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person.

What is special category or sensitive personal information?

Some information is considered to be ‘Special Category’ information and needs more protection because of its sensitivity.  This includes information relating to:-

  • Racial or ethnic origin
  • Political opinions
  • Religious or philosophical beliefs
  • Trade union membership
  • Genetic data
  • Biometric data
  • Health
  • Sex life or sexual orientation

Why we will need and use your personal information?

The Council may use your personal data to:

  • To provide services to our residents and visitors
  • To maintain our accounts and records
  • To manage our property and housing
  • To provide leisure and cultural services
  • To carry out surveys
  • To collect taxes and pay benefits
  • Licensing and other regulatory activities
  • Protecting public money by taking part in local, regional and national fraud initiatives
  • Crime prevention including the use of CCTV
  • To support and manage our employees
  • To manage archived records for historical and research purposes

Detailed information can be found in the service privacy notices will be available for individual services.

What is the lawful basis for processing your personal data?

The lawful basis for processing explains why the Council is allowed to process your personal data. Each service privacy notice explains which legal reason is being used.   The Council is allowed to process your personal data for a number of reasons such as:

  • it is necessary to perform our statutory duties
  • you have entered into a contract with us
  • it is required by law
  • it is necessary for employment purposes
  • it is necessary for legal cases
  • it is to the benefit of society as a whole
  • it is necessary to protect public health
  • you, or your legal representative, have given consent
  • it is necessary to protect someone in an emergency

When do you have to give consent?

In situations where we have no other legal basis to process your personal data you will have provided us with consent to use your personal information.  In these circumstances you have the right to amend or withdraw your consent at any time.

If you wish to exercise this right, please contact the Data Protection Officer and tell us which service you’re using so we can deal with your request.

Where do we get your personal data from?

A majority of the information the Council collects is provided by you as the data subject, however we may receive information about you from third parties, or collect it via CCTV. If information is provided by a third party, we are obliged to inform you within one month, with a privacy notice.

The Council only collects and uses personal information where it is needed to deliver a service or to meet a legal obligation and may only be shared for the same reasons.

How long will the Council keep your information?

Personal information is only kept for as long as is necessary for those identified purposes.  These legal obligations are covered in more detail in the individual service privacy notices available further down this page.

The Council undertakes regular reviews of your personal data, assessing the purpose for holding it and deleting when information is no longer needed.

Wherever information is needed solely for general or statistical purposes, or is kept for a longer period, we will ensure that all personal identifiers are removed so that it becomes anonymous and therefore no longer ‘personal information’.

Who we may share your information with?

Your information will only be shared when we have a legal reason for doing so. We may share your information with organisations such as; Central Government, the police, registered housing providers, third party contractors, and other Public Authorities.

Where other organisations process your information on our behalf, this is carried out under contract.

Where it is necessary for us to share your information this will be done in a secure way which has been subjected to a privacy impact assessment (PIA).