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Being transparent and providing accessible information to individuals about how we use personal information is a key element of the Data Protection Act 2018 and the General Data Protection Regulation (Regulation (EU) 2016/679).
The information being processed
The Council is collecting your e-mail/postal address and any information you provide in the contact us form to deal with and respond to your query or comments.
We may also collect information that you give to us in consultations or surveys. Whenever we do this we will inform you of what your information will be used for and to whom it will be disclosed.
This site will also collect anonymised data when you visit including your IP address, browser and version, operating system and the site you came from. This information is used for statistical purposes only and does not contain any personal information.
To ensure that the council provides you with an efficient and effective service we will sometimes need to share your information between teams within the council that support the delivery of the service you may receive.
We may share non-personal statistical, or summary information with organisations working in partnership with us, such as health authorities, Heart of the South West LEP or other local councils.
We will never share your information for third party marketing purposes.
We will only keep your information for a period of no longer than 12 months.
Purpose of Processing Personal information
As a local authority, the council delivers services to you. In order to do this in an effective way we will need to collect and use personal information about you.
The Data Protection Act 2018 and the EU General Data Protection Regulation ensure that we comply with a series of data protection principles. These principles are there to protect you and they make sure that we:
Process all personal information lawfully, fairly and in a transparent manner.
Collect personal information for a specified, explicit and legitimate purpose.
Ensure that the personal information processed is adequate, relevant and limited to the purposes for which it was collected.
Ensure the personal information is accurate and up to date.
Keep your personal information for no longer than is necessary for the purpose(s) for which it was collected.
Keep your personal information securely using appropriate technical or organisational measures.
You have certain rights under the Data Protection Act 2018 and the EU General Data Protection Regulations (GDPR), these are:
The right to be informed via Privacy Notices such as this.
The right of access to any personal information the council holds about yourself.
The right of rectification, we must correct inaccurate or incomplete data within one month.
The right to erasure. You have the right to have your personal data erased and to prevent processing unless we have a legal obligation to process your personal information.
The right to restrict processing. You have the right to suppress processing. We can retain just enough information about you to ensure that the restriction is respected in future.
The right to data portability. We can provide you with your personal data in a structured, commonly used, machine readable form when asked.
The right to object. You can object to your personal data being used for profiling, direct marketing or research purposes.
You have rights in relation to automated decision making and profiling, to reduce the risk that a potentially damaging decision is taken without human intervention.
During your contact with the council you will be informed of how you, or your children's, information will be used and shared with other services or organisations.
We will usually seek your consent prior to processing or sharing your information, If you object you must inform the council, however, if there is a legal reason, as outlined under the Data Protection Act, we may not require your consent, for example:
To protect a child, an adult with care and support needs, or member of the public
Where the disclosure is necessary for the purposes of the prevention and/or detection of crime.
Tax or duty assessment
Required by court or law
Where we need to disclose sensitive or confidential information such as medical details to other partners, we will do so only with your prior explicit consent or where we are legally required to. We may disclose information when necessary to prevent risk of harm to an individual.
Details of transfers to third country and safeguards
Your personal and sensitive data will only be stored and processed on servers based within the United Kingdom.
Plymouth City Council is registered as a data controller with the Information Commissioner's Office (registration number: Z7262171).
Contact details for the council's data controller are:
Data Protection Officer, Plymouth City Council, Ballard House, West Hoe Road, Plymouth Pl1 3BJ.