Privacy statement

Our privacy statement provides information regarding our commitment to your privacy and includes information about the data we collect, why and when we collect it, data protection, cookies and contact details for the Information Commissioner.

This statement sets out the general principles of how the Council will manage your data, however our Privacy Notice page provides specific information about each service; on what basis they are collecting data, why they need the information, and who it may be shared with.

When we use your personal data, Charnwood Borough Council is what is known as the data controller. This means that we decide what personal data we require to provide our services and to undertake activities which we are required to do by law.

The Council is required to be registered with the Information Commissioner’s Office – you can view our registration on their website.

The Council has a Data Protection and Information Security Officer who oversees that Data Protection legislation is followed.  They can be contacted by:

Email: foi@charnwood.gov.uk

Telephone: 01509 634711

Post: Data Protection & Information Security Officer, Customer Experience Team, Charnwood Borough Council, Southfield Road, Loughborough, Leicestershire, LE11 2TU

What is personal data?

Personal data is information about a living identifiable person. This may be your name, address and telephone number, but could also include other information – for example about your tenancy, any benefits you receive, planning applications you have submitted or the Council Tax you pay.

Some data is called special category data which is more sensitive, and we have to look after it more carefully. This includes details of ethnic origin, religious beliefs, sexual orientation, trade union membership, health data, and biometric (for example; fingerprints, facial recognition) and genetic (for example; DNA) data.

Why we collect and store your personal data

We need to process personal data for lots of different reasons. In many cases there is a law that says we must or we can process your data and we can do so without your consent or permission. Our information asset register details the legal basis for processing personal data for each function of the council.

Depending on the service you are using, we may ask you for all sorts of personal data to help us to provide the service.  This may include (but is not limited to): your name and address, contact details, bank details, date of birth, national insurance number, ID, financial information, family information, medical information or working status. The specific information required will be set out on the individual forms you are asked to complete or will be explained to you when you apply for a service.

The Council will only gather enough information to allow them to carry out the function that is required.

How we use the information we collect about you

We will use your data to:

• provide council services and anything we must do by law.
• carry out our regulatory, licensing and enforcement roles which we have to do by law
• make payments, grants and benefits and spot fraud
• listen to your ideas about council services
• tell you about council services

How we share your information

Your data may be shared if it is necessary in order to deliver a service, this may be with other teams at the Council or with partner agencies.   Sometimes we might need to share your information with organisations who work on our behalf to provide a service to you. With whom we might share your information with will be listed on our Service Specific Privacy Notice.

There may also be times when we need to ask other agencies or organisations for information about you to provide services or for legal reasons. Similarly for legal reasons, we may need to pass your information onto other agencies or organisations, e.g. to carry out their statutory duties or if it is necessary to prevent potential harm to yourself or others.

Retention

How long we keep your information will depend on why we need it. However, we will only keep your data as long as there is a legal or business need for us to do so.

Your information rights

Everyone has rights under Data Protection legislation, these include:

• The right of access
• The right to rectification
• The right to erasure
• The right to restrict processing
• The right to object
• Rights related to automated decision making, including profiling

For more information about your rights under the Data Protection Act and GDPR please visit the subject access request webpage.

Queries and concerns

If you have any questions about this notice or how we collect your personal data, want to ask for a copy of your data, or you have a complaint about how we have used or looked after your data, you may contact our Data Protection and Information Security Officer (contact details above). 

You can also contact the Information Commissioner’s Office (ICO) to find out more information about Data Protection or if you are unhappy with the way we have dealt with your query at:

The Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

Website: www.ico.org.uk