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Privacy Notice - Inclusion and Diversity

Please read the following Privacy Notice carefully.

Why we are collecting your data

  1. To provide a Hate Crime Reporting facility whereby anyone can report a hate crime
  2. To help shape council policy and practice and to ensure that we are meeting the diverse needs of the community, as required by the Equality Act 2010, through engagement with residents by the following means:
    • Community Diversity Council
    • Basildon Disability Equality Forum
    • Basildon LGBTQI+ Network
    • Basildon Police Independent Advisory Group
    • Basildon Interfaith Consortium
    • Women Together
    • One Voice (BAME) Group
  3. To support honour based abuse reporting

Information collected

  • Name and Contact Details
  • Family Make-up Details
  • Lifestyle and social circumstances
  • Employment and education details
  • Photos/Images
  • Current and Previous address history
  • Special category data including sex, ethnicity, sexual orientation, gender identify, religion/belief, disability, marriage or civil partnership status, pregnancy or maternity information, age.

The data is collected through:

  • Emails
  • Face to face at interviews
  • Post
  • Online and paper application forms
  • Phone
  • Third Party - Hate Crime Ambassadors

The basis for the processing

The lawful bases for processing are set out in Article 6 and 9 of the GDPR.

Personal Data:

  • 6(1)(a):     Consent of the data subject - the individual has given clear consent for you to process their personal data for a specific purpose.
  • 6(1)(c):     Processing is necessary for compliance with a legal obligation.
  • 6(1)(d):     Processing is necessary to protect the vital interests of a data subject or another person.

Special Category Data:

  • 9(2)(c):     Processing is  necessary to protect the vital interests of a data subject or another individual where the data subject is physically or legally incapable of giving consent.

PROCESS: Community Events

Lawful bases:

  • Consent 6(1)a - Voluntary attendance at community events and volunteering at events.

PROCESS: Hate Crime and Honour Based Abuse Reporting

Vital Interests 6(1)c and 9(2) c and Legal Obligation 6(1)Cc to comply with:

  • Equality Act 2010
  • Children's Act 1989 and 2004
  • The Care Act 2014

Who your information will be shared with

  1. Internal services and departments:
    • Anti-social Behaviour Team
    • Safeguarding Team at Basildon Council
  2. External Agencies and Other Bodies:
    • Police
    • Essex Safeguarding Portal
    • Social Services
    • Essex Safeguarding Adults' Board
    • Essex Safeguarding Children's Board

We have arrangements with a range of IT providers who support the Council's IT systems and services, therefore your data may be accessed by these suppliers. Where we have these arrangements there is always a contractual agreement with them to ensure they comply with the Data Protection Law.

We will never sell your data, however it will be shared with third parties to:

  • Comply with legal obligations and legislative requirements
  • Help business partners, suppliers and sub-contractors to deliver any contract we enter with them or you
  • To help if there is need of any professional or legal advice on a matter relating to you
  • To help prevent fraud and/or tackle crime
  • To improve and optimise the performance of our services

Provide accurate information

We need to hold accurate and up to date information about you so that we can deliver appropriate services. If any of your details change, you need to tell us as soon as possible so that we can update your records.

We will not:

  • Use your information for marketing or sales purposes without your prior explicit consent.
  • Send or store your data abroad unless it meets the requirements of the Data Protection regulations
  • Make decisions about you based on automated processing.

How long will we hold your data for?

  • Hard copies (if applicable) are stored in local/ central archives
  • Hate Crime - 5 years after the case is closed
  • Inclusion & Diversity Engagement - indefinitely and deleted upon request

Your rights

You have the right to access the personal information we hold about you.  Any access requests are free of charge.
If the information we hold about you is inaccurate, you have a right to have this corrected and you have the right to request completion of incomplete data.

You have the right to ask us to erase your personal data in certain circumstances ('right to be forgotten').

You have the right to ask us to stop or restrict the processing of your personal data, in certain circumstances.  Where possible, we will seek to comply with your request, but we may need to hold or process information to comply with a legal requirement.

You can make any of these requests by:

The Data Protection Officer
Basildon Borough Council
Basildon Centre,
St. Martin's Square,
SS14 1DL.

If you are dissatisfied with how we have used your personal information, you can complain to the Information Commissioner's Office, by:

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

Further independent advice about data protection, privacy and data sharing issues is available from the Information Commissioner's Office, see: