How we use your data
We take the collection, use and deletion of your personal information very seriously. We have a number of privacy notices which explain how our services use the information you give us and ensure it is adequately protected.
Your personal information
What we mean by personal information
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 of your personal information might be 'special'
Some information is 'special' and 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:
sexuality and sexual health
religious or philosophical beliefs
physical or mental health
trade union membership
Why we need your personal information
We may need to use some information about you to:
deliver services and support to you
manage those services we provide to you
train and manage the employment of our workers who deliver those services
help investigate any worries or complaints you have about your services
keep track of spending on services
check the quality of services
help with research and planning of new services
How the law allows us to use your personal information
There are a number of legal reasons why we need to collect and use your personal information.
Each privacy notice from the menu below explains for each service which legal reason is being used. Generally we collect and use personal information where:
you, or your legal representative, have given consent
you have entered into a contract with us
it is necessary to perform our statutory duties
it is necessary to protect someone in an emergency
it is required by law
it is necessary for employment purposes
it is necessary to deliver health or social care services
you have made your information publicly available
it is necessary for legal cases
it is to the benefit of society as a whole
it is necessary to protect public health
it is necessary for archiving, research, or statistical purposes
If we are relying on consent to process your data, you can request to withdraw consent or restrict/object to some elements of the processing. The Council does not rely on consent in most cases because it has legal duties to do certain tasks. For example, processing planning applications, collecting council tax payments and social work tasks are based on legal duties, not consent.
If we are relying on 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 firstname.lastname@example.org
We only use what we need
Where we can, we'll only collect and use personal information if we need it to deliver a service or meet a requirement.
If we don't need your personal information we'll either keep you anonymous if we already have it for something else, or we won't ask you for it. For example, in a survey we may not need your contact details, in which case we'll only collect your survey responses.
If we use your personal information for research and analysis, we'll always keep you anonymous or use a different name, unless you've agreed that your personal information can be used for that research.
We don't sell your personal information to anyone else.
What you can do with your personal information
The law gives you a number of rights to control what personal information is used by us and how it is used by us.
You can ask for access to the information we hold on you (right of access)
We would normally expect to share what we record about you with you whenever we assess your needs or provide you with services.
You also have the right to ask for all the information we have about you and the services you receive from us. When we receive a request from you in writing, we must give you access to everything we've recorded about you to which you are entitled.
However, we can't let you see any parts of your record which contain:
Confidential information about other people; or
Data a professional thinks will cause serious harm to your or someone else's physical or mental wellbeing; or
Information which may stop us from preventing or detecting a crime.
This applies to personal information that is in both paper and electronic records. If you ask us, we'll also let others see your record (except if one of the points above applies).
For details about getting access to your records, please see UK General Data Protection Regulation (UK GDPR) for further information.
You can ask to change information you think is inaccurate (right to rectification)
You should let us know if you disagree with something written on your file.
We may not always be able to change or remove that information but we'll correct factual inaccuracies and may include your comments in the record to show that you disagree with it.
You can ask to delete information (right of erasure)
In some circumstances you can ask for your personal information to be deleted, for example:
Where your personal information is no longer needed for the reason it was collected in the first place
Where you have removed your consent for us to use your information (where there is no other legal reason for us to use it)
Where there is no legal reason for the use of your information
Where deleting the information is a legal requirement
Where we have shared your personal information with others, we'll do what we can to make sure those using your personal information comply with your request for erasure.
Please note that we can't delete your information where:
we're required to have it by law
it is used for freedom of expression
it is used for public health purposes
it is for, scientific or historical research, or statistical purposes where it would make information unusable
it is necessary for legal claims
You can ask us to limit what we use your personal data for (right to restrict processing)
You have the right to restrict the processing of your personal data if you are in dispute with us over its accuracy while it is being verified. You can also restrict our use of your personal information if the processing is unlawful.
If we no longer need your personal information for the purpose it was held, you can ask us to keep records if they are required to establish, exercise or defend legal claims.
If you wish to restrict the processing of your information, please contact the relevant service in the first instance.
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 format. This is called data portability.
However, this only applies if we're using your personal information with consent (not if we're required to by law) and if decisions were made by a computer and not a human being.
It's likely that data portability won't apply to most of the services you receive from the Council.
You can tell us that you object to the processing of your personal data (right to object)
You can tell us that you object to the processing of your personal data where the following applies:
where the processing is based on legitimate interests or the performance of a task in the public interest/exercise of official authority (including profiling)
direct marketing (including profiling)
where the processing is used for the purposes of scientific/historical research and statistics.
Please note that there are circumstances where your objection will not apply:
where there are compelling legitimate grounds for the processing;
where the processing is for legal claims;
where we are conducting research where the processing of personal data is necessary for the performance of a public interest task.
You can ask to have a decision made about you by 'a real person' (right not to be subject to automated decision-making or profiling)
You can ask to have any computer made decisions explained to you, and details of how we may have 'risk profiled' you.
You have the right to question decisions made about you by a computer, unless it's required for any contract you have entered into, required by law, or you've 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, e.g. your health conditions.
Who we share your personal data with
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 place to make sure that the organisation complies with data protection law.
How we protect your personal information
We'll do what we can to make sure we hold records about you (on paper and electronically) in a secure way, and we'll only make them available to those who have a right to see them for the purpose of the event.
How long we keep your personal data
There's often a legal reason for keeping your personal information for a set period, and this can range from months for some records, to decades for more sensitive records.
Information submitted by either taking part in the conference of awards will be kept for one year following the event data and will be removed on 21st September 2023
How to find out more
If you have any worries or questions about how your personal information is handled please contact email@example.com.