Data Privacy Notice - GDPR
Please read the following Privacy Notice carefully.
We are Basildon Borough Council and our head office address is:
Basildon Centre,'Personal data' means any information relating to a living person or 'data subject' that can be used to directly or indirectly identify the person. This can include information that when put together with other information can then identify a person.
For example, this could be:
Identity information (e.g. name, address, telephone number, credit card number)
Health and genetic records and biometric data
Racial and ethical data
Data on political opinions
Data on sexual orientation
Web data (e.g. location data, IP address, cookies).
'Processing' means any operation or set of operations which is performed upon personal data or sets of personal data, whether or not by automated means.
We collect and process personal data about you in order to:
Deliver support services
Manage the services we provide
Train and manage the employment of our staff who deliver those services
Help investigate any enquiries or complaints you make about our services
Keep track of spending on services
Check the quality of services
For research and planning of new services.
There are a number of legal reasons why we need to collect and use your personal data. 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
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 have obtained your consent to use your personal data, you have the right to withdraw it at any time. If you want to withdraw your consent, please contact our Data Protection Officer (DPO) explaining which service you are using so we can deal with your request.
Our DPO can be contacted by...
Email: Data Protection Officer
Phone: 01268 533333
Letter to:
You have the following rights in respect of your personal data:
When we receive a request from you in writing, (which is called a Subject Access Request) we must give you access to all the personal data we hold about you.
However, we cannot let you see any parts of your record which contain:
Confidential information about other people
Data we believe will cause serious harm to you or someone else's physical or mental wellbeing
Data we believe would enable you to stop us from preventing or detecting a crime.
Where your personal data has been shared with other individuals or organisations, we will do what we can to make sure that those parties also comply with data privacy laws.
We will retain your personal data for as long as necessary for the purposes already set out above, or for as long as it is required by law.
Please note that we cannot delete your information where:
We are required to retain it by law
It is used for freedom of expression
It is in the public interest or processed for public health purposes
It is needed for scientific or historical research, or statistical purposes
It is necessary for ongoing legal claims
If you cannot ask for your records in writing, you can submit a query about access to your personal data by contacting our Data Protection Officer (DPO) by:
Email: Data Protection Officer
Phone: 01268 533333
Letter to:
For each of the purposes set out above, we are relying on your explicit consent, and may share your details with other third party individuals or organisations such as fraud prevention agencies, the police, hospitals, the fire brigade, courts etc.
We also use a range of organisations to either store personal data or help deliver our services to you. Where we have these arrangements, there is always an agreement in place to make sure that the external organisation complies with data protection law. We will complete a Privacy Impact Assessment (PIA) before we share personal data to make sure we protect your privacy and to comply with the law.
We do all that we can to make sure we hold your personal data in a secure way, and we only share personal data with those who have a right to see it. Examples of our security measures include:
Encryption, meaning that information is hidden so that it cannot be read without special knowledge (such as a password). This is done with a secret code or what's called a 'cypher'. The hidden information is said to then be 'encrypted'
Pseudonymisation, meaning that we'll use a different name so we can hide parts of your personal information from view. This means that someone outside of the council could work on your information for us without ever knowing it was yours
Controlling access to systems and networks allows us to stop people who are not allowed to view your personal information from getting access to it
Training for our staff allows us to make them aware of how to handle information and how and when to report incidents when something goes wrong
Regular testing of our technology and ways of working; including keeping up to date on the latest security updates (commonly called patches).
The majority of personal data processed by us is stored on information systems in the United Kingdom (UK). There are some occasions where your information may leave the UK either in order to be transferred to another organisation or if it's stored in a system outside of the European Union (EU). We have additional protection measures in place if your data leaves the UK ranging from secure ways of transferring data to ensuring we have a robust contract in place with any overseas third party.
We will take all practical steps to ensure that your personal data is not sent to a country that is not seen as 'safe' either by the UK or EU Governments. If we need to send your information to an 'unsafe' location we will always seek advice from the Information Commissioner's Office (ICO) first.
If you have any enquiries or concerns about how your personal information is handled please contact our Data Protection Officer by:
Email: Data Protection Officer
Phone: 01268 533333
Letter to:
For independent advice about data protection, privacy and data sharing issues, you can contact the Information Commissioner's Office (ICO) by:
Email: casework@ico.org.uk
Phone: 0303 123 1113 (local rate) or 01625 545 745
Letter to:
Further independent advice about data protection, privacy and data sharing issues is available from the Information Commissioner's Office, see:
