We are fully committed to complying with Data Protection Act 2018 legislation, including the General Data Protection Regulation (GDPR), which regulates how we process personal information. This section explains how we collect and use personal data, tells you about your rights and gives contact details for help and advice. In addition, you can view our service area privacy notices for details on how each area collects, stores and processes your data for the unique services it delivers.
The personal data we collect
Your right to privacy is very important to us and we recognise that, when we collect, use, or store your personal data, you should be able to trust us to act in a responsible manner. This privacy notice tells you what you can expect when we process your data, and what your rights are.
Why we collect data
We primarily provide services for local communities and the people who live in them.
In order to provide these services we must collect and use data about the people we provide services to. Data is also collected and used where we have a statutory duty to do so.
How we collect data
Your data may be collected in various ways, including:
- Online forms
- Website cookies
- Other forms of image and voice recording
Data may be collected directly from you or data about you may be gathered from other sources, and we may need to ask other agencies or organisations for relevant data about you to fulfil our legal responsibilities or to provide services.
Data we obtain will be captured and stored in our systems for the purpose(s) specified.
What we do with your data
Managing personal data
We are responsible for managing the information we hold and we recognise that this information is important to you. We take our responsibilities seriously and aim to use personal information fairly, correctly and safely in line with the legal requirements set out by the General Data Protection Regulations (GDPR). Anyone who receives information from us is also under a legal duty to do the same.
Any organisations that process personal information on or behalf Uttoxeter Town Council, or with whom we share information, also have the same legal obligation to comply with GDPR.
As we collect and process personal information we are registered as a ‘Data Controller’ with the Information Commissioner’s Office (ICO).
Our registered address as Data Controller is:
Uttoxeter Town Hall
How we use your personal data
We will use your personal information for a limited number of purposes and always in line with our responsibilities, where there is a legal basis to do so, and in line with your rights under the GDPR. When we collect personal data from you, we will only use it to provide services you have requested or require. We will not collect any personal data from you that we do not need.
We will use the information you provide in order to:
- deliver services and understand your needs
- maintain and update your records or contact details
- contact you where necessary
- obtain your opinion and feedback about the services we provide
- ensure that we fulfil our legal obligations
- Inform and fulfil our audit requirements
- If we wish to use or share your data for any purpose other than that for which is was originally collected, we will provide information on these purposes. We will strive to make sure that the third party has sufficiently robust systems and procedures in place to protect your personal information.
Sometimes we may not be able to provide a service if you do not provide the information we need in order to do so.
How we share your data
Where necessary, information may be shared with partners and other organisations that provide services on our behalf. In such cases, the information provided is only the minimum necessary to enable them to provide services to you. These organisations are required to retain your information in a secure manner and only use it to undertake the services they provide to you.
We are also required by law to protect the public funds we administer and may share information provided to us with other bodies responsible for auditing or administering public funds in order to prevent and detect fraud. More information is available from the National Fraud Initiative web site.
If the information we intend to share is of a sensitive, personal nature we will only share it with partner organisations if we have obtained your consent or unless we are legally required, or enabled, to share it. We have an information sharing protocol with local partners under which our partners agree to similar commitments toward privacy, security and transparency.
Personal information about you may also be provided to other local authorities. For example, if you have moved from one local authority to another and the new authority requires confirmation of the services you were receiving.
At no time will your information be passed to organisations external to us or our partners for marketing or sales purposes or for any commercial use without your prior explicit consent.
How we look after your data
Under the general data protection regulations (GDPR) we have a legal duty to protect any information that we hold about you. We take measures to safeguard your data and implement security standards and controls to prevent any unauthorised access to it. Information which you have provided us will be stored securely. It will only be used for the purpose(s) stated when the information was collected.
The amount of time data is kept before being disposed of will vary depending on why it was collected, how it is used, and in line with any applicable UK laws. Our retention and disposal schedule give details about how long we keep data.
Use of personal information for marketing
We will only send you information about our services and/or products if you have agreed for us to do so. You can opt out of this at any time using the contact details below.
Use of CCTV
We have installed CCTV systems in some of our locations for the purposes of public safety and the prevention and detection of crime.
We will only disclose CCTV images to third parties for the purposes of public safety and the prevention and detection of crime. CCTV images will not be released to the media for entertainment purposes or placed on the internet.
You have the right to see CCTV images of yourself and be provided with a copy.
Third party cookies
These cookies store information used by Google Analytics and help us track user activity on the site. The cookies collect information in an anonymous form, including the number of visitors to the site, where visitors have come to the site from and the pages they visited. Click here for an overview of privacy at Google
Most web browsers allow some control of most cookies through the browser settings. To find out more about cookies, including how to see what cookies have been set and how to manage and delete them, visit www.allaboutcookies.org. To opt out of being tracked by Google Analytics across all websites visit http://tools.google.com/dlpage/gaoptout.
By using our website, you agree that we can place these types of cookies on your device. You can stop cookies being downloaded on to your computer or other device by selecting the appropriate settings on your browser. If you do this you may not be able to use the full functionality of our website.
Your information rights
You have the following rights in relation to your personal data:
The right to be informed
You have the right to be informed about the collection and use of your personal data and our legal basis for processing it. We do this using both a corporate level Privacy Notice and more specific service level privacy notices which may also be called ‘Fair Processing Notices’. We will provide this more specific privacy information in a variety of ways either when we obtain the information from you, or as soon as possible if we obtain it from a different source.
The right of access
You have the right to make a request for access to personal information we hold about you or confirmation that we are processing information about you. We have to provide a copy of your information to you free of charge, within 1 month. We can extend the deadline if your request is complex. We have to let you know if the deadline is to be extended within 1 month if this is the case.
Information is provided free of charge unless you request further copies of information we have already provided to you. However, we are permitted to charge a reasonable fee or refuse your request if it is manifestly unfounded or excessive. Any fee will be based on the administrative cost of providing the information to you.
The right of rectification
If you feel that any data that we hold about you is factually inaccurate, you have the right to ask us to correct or rectify it. In order for us to review your request you must provide evidence of the alleged inaccuracy.
The right of erasure
You have a right to ask us to erase information about you. This right will only apply where:
- The personal data is no longer necessary for the purpose which we originally collected it for
- We are relying on consent as the lawful basis for holding the data and you withdraw that consent
- We are processing the data for direct marketing purposes and you object to that processing
Most of the processing carried out by the council is governed by legislation, which usually includes how long we have to keep your information for. The right of erasure won’t apply where we have a lawful reason to process your data and it is kept in accordance with policies in our retention and disposal schedule.
Your right of rectification and erasure extends to anyone we have disclosed your personal information to. We will take reasonable steps, where it is practicable for us to do so, to inform organisations with whom we have shared your information that you have made a request for erasure.
The right to restrict processing
You have the right to ask us to restrict processing of your personal data in the following circumstances:
- If you contest the accuracy of your personal information and we need to verify its accuracy
- If we have unlawfully processed your information and you do not want us to erase the data
- If we no longer need your information but you need to keep it in order to establish, exercise or defend a legal claim
- You have objected to us processing your information and we are considering whether we have legitimate grounds to continue to process it
This right to restrict processing is closely linked but is distinctly different from the right to rectification and the right to object. As a matter of good practice we may automatically restrict processing of your personal information while we consider its accuracy or the legitimacy of processing it.
The right to data portability
You have a right to receive personal data that you have provided to us in order to transfer it onto another data controller. This right only applies where the processing is based on consent and is carried out by automated means. This is called a data portability request.
The right to object
You have the right to object to our processing your personal information where our lawful basis for processing is based on the performance of a ‘public task’ carried out in the public interest or exercise of official authority.
You have the right to withdraw your consent to our processing your personal information if our lawful basis for processing is ‘consent’.
You also have the right to object to processing for the purpose of direct marketing. You can opt-out of receiving marketing communications from us at any time. You can do this by clicking on the ‘unsubscribe’ or ‘opt-out’ link in marketing emails we send to you. If you wish to opt-out of other forms of marketing such as postal or telephone marketing contact us using the addresses or telephone number below.
If we are processing your personal information for scientific or historical research, or statistical purposes your right to object is more limited.
The right of complaint or to raise a concern
You have the right to raise a concern or make a complaint about how we handle (process) your personal information or if you are not satisfied with how we have dealt with a request.
Send your request to:
Uttoxeter Town Hall
Help and advice
Please contact us if you need advice about making your request in relation to your rights or if you need help to put your request in writing.
You can contact us using the above addresses or by phone on 01889 564085
Further information about your rights is available from the Information Commissioner’s Office. https://ico.org.uk/concerns/
How to contact us
Uttoxeter Town Hall
If you are not satisfied with our response or believe we are not processing your personal data in accordance with the law you can complain to the Information Commissioner’s Office (ICO)