We are committed to protecting your privacy when you use our services.
The Privacy Notice below explains how we use information about you and how we protect your privacy.
Attached to this webpage you will see a list of services we provide and the Privacy Notices for those services. These include details of the organisations they may share your information with.
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 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:
We may need to use some information about you to:
There are a number of legal reasons why we need to collect and use your personal information.
Each area of service will have a privacy notice attached to our webpage. It explains the legal reason for each service which is being used.
Generally we collect and use personal information where:
If we have 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 the relevant department. Tell them which service you’re using, so they can deal with your request.
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 personal information we’ll either
For example in a survey we may not need your contact details, so 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.
We are engaged with the National Fraud Initiative. This is an exercise that matches electronic data between public and private sector bodies to prevent and detect fraud. This is a government backed initiative to protect public funds. If you would like to know how your information is used in this initiative please read more on NFI Privacy.
The law gives you a number of rights to control what personal information is used by us and how it is used.
We would normally expect to share what we record about you with you whenever we assess your needs or provide you with services.
However, 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.
However, we can’t let you see any parts of your record which contain:
This applies to personal information that is in both paper and electronic records.
If you can’t ask for your records in writing, we’ll make sure there are other ways that you can. If you have any queries about access to your information please contact the relevant department. You can also view our webpage on making a subject access request.
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. We may include your comments in the record to show that you disagree with it.
In some circumstances you can ask for your personal information to be deleted, for example:
Where your personal information has been shared 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:
You can ask to limit what we use your personal data for. You have the right to ask us to restrict what we use your personal information for where:
When information is restricted it can’t be used other than to securely store the data. Also, with your consent, to handle legal claims and protect others. Or where it’s for important public interests of the UK.
Where restriction of use has been granted, we’ll inform you before we carry on using your personal information.
You have the right to ask us to stop using your personal information for any of our services. However, if this request is approved this may cause delays or prevent us delivering that service.
Where possible we’ll seek to comply with your request. But we may need to hold or use information because we are required to by law.
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). Also, 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 us.
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. This is 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. For example, your health conditions.
If and when we use your personal information to profile you, in order to deliver the most appropriate service to you, you will be informed.
If you have concerns regarding automated decision making, or profiling, please contact the Data Protection Officer. They will be able to advise you about how we using your information.
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 making sure the organisation complies with data protection law.
We’ll often complete a privacy impact assessment (PIA) before we share personal information. This is to make sure we protect your privacy and comply with the law.
Sometimes we have a legal duty to provide personal information to other organisations. This is often because we need to give that data to courts, including:
We may also share your personal information when we feel there’s a good reason that’s more important than protecting your privacy. This doesn’t happen often, but we may share your information:
For all of these reasons the risk must be serious before we can override your right to privacy.
If we’re worried about your physical safety or feel we need to take action to protect you from being harmed in other ways, we’ll discuss this with you. If possible, we will get your permission to tell others about your situation before doing so.
We may still share your information if we believe the risk to others is serious enough to do so.
There may also be rare occasions when the risk to others is so great that we need to share information straight away.
If this is the case, we’ll make sure that we record what information we share and our reasons for doing so. We’ll let you know what we’ve done and why if we think it is safe to do so.
We’ll do what we can to make sure we hold records about you (on paper and electronically) in a secure way. We will only make them available to those who have a right to see them. Examples of our security include:
You can find more details of our Information Security expectations on our online policy.
The majority of personal information is stored on systems in the UK. But there are some occasions where your information may leave the UK. Either in order to get to another organisation or if it’s stored in a system outside of the EU.
We have additional protections on your information if it leaves the UK. This ranges from secure ways of transferring data to ensuring we have a robust contract in place with that third party.
We’ll take all practical steps to make sure your personal information isn’t sent to a country that isn’t seen as ‘safe’. Either by the UK or EU Governments.
If we need to send your information to an ‘unsafe’ location we’ll always seek advice from the Information Commissioner first.
There’s often a legal reason for keeping your personal information for a set period of time. We try to include all of these in our retention and destruction schedule.
For each area of service there is a retention and destruction schedule which listing long your information may be kept for. This ranges from months for some records to decades for more sensitive records.
We are committed to using your personal information in accordance with the Data Protection Act and General Data Protection Regulations.
If you have a concern or issue regarding how we are using your information We would ask you to contact us in the first instance. Please use the email address below:
We have a Data Protection Officer who makes sure we respect your rights and follow the law.
If you have any concerns or questions about how we look after your personal information
Please contact the Data Protection Officer, at firstname.lastname@example.org
For independent advice about data protection, privacy and data sharing issues, you can contact the Information Commissioner’s Office (ICO) at:
Information Commissioner’s Office
Cheshire SK9 5AF
Telephone: 0303 123 1113 (local rate) or 01625 545 745 if you prefer to use a national rate number.
From time to time we carry out online surveys to collect information that will help us improve our services. These surveys are optional. We may share non-personal, statistical information from these surveys with third parties.
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