Data protection and freedom of information

 
 

Fair processing notice

What is Personal Data?

Under the Data Protection Act 1998, Personal Data is defined as data that relates to a living individual who can be identified:

(a) from those data, or
(b) from those data and other information which is in the possession of, or likely to come into the possession of, the data controller,

and includes any expression of opinion about the individual, and any indication of the intentions of the data controller or any other person in respect of the individual. (Section 1(1)).

Personal data will therefore cover basic details such as name, address, telephone number, and Date of Birth.

Sensitive Personal Data

Certain data are classified under the Act as 'sensitive personal data', for example:

  • Racial or ethnic origin
  • Religious or other beliefs of a similar nature
  • Physical or mental health or condition
  • Sexual life
  • Offences (including alleged offences)

Consent is required for both types of personal data, but it must be explicitly given in the case of sensitive data. Where we are asking you for sensitive personal data we will always tell you why and how the information will be used.

View a detailed definition of sensitive personal data.

Why Does the Council Need to Collect and Store Personal Data?

Simply put, in order to provide you with a service we need to collect personal data for correspondence purposes and/or detailed service provision. In any event we are committed to ensuring that the information we collect and use is ‘Fit for Purpose’, and does not constitute an invasion of your privacy. We may pass your personal data on to our service providers who are contracted to WESTMINSTER CITY COUNCIL in the course of dealing with your request. Our providers are obliged to keep your details securely, and use them only to fulfil your service request. Once your service need has been satisfied or the case has been closed, they will dispose of the details in line with Council policy and procedures. If we wish to pass your sensitive personal data onto a third party we will only do so once we have obtained your consent, unless we are legally required to do so.

How the Council Uses Your Information

The Council will process, that means collect, store and use the information you provide in a manner that is compatible with the Data Protection Act. We will endeavour to keep your information accurate and up to date and not keep it for longer than is necessary. In some instances the law sets the length of time information has to be kept, but in most cases the Council will use its discretion to ensure that we do not keep records outside of our normal business requirements – i.e. providing a service to you.

Our aim is not to be intrusive, and we undertake not to ask irrelevant or unnecessary questions. Moreover, the information you provide will be subject to rigorous measures and procedures to minimise the risk of unauthorised access or disclosure. When using our Website please review our privacy statement which sets out our commitment to you when you access our services via the Internet.

Using Your Personal Data

We will use the information you provide for the following purposes:

  • Regulatory, Licensing and Enforcement functions, which the Council is obliged to undertake.
  • All financial transactions to and from the Council, including payments, grants and benefits. Where monies are due or outstanding the Council reserves the right to use all the available information (excluding Council Tax information) at its disposal to protect public funds.
  • Where you have agreed for the purpose of consulting, informing and gauging your opinion about our products and services
  • To ensure the Council meets its statutory obligations, including those related to diversity and equality of opportunity.

 

Joined Up Services – Sharing Basic Details across Council Services

The Council is serious about delivering appropriate, timely and effective services – it is important to us that we co-ordinate what we do for you properly. To achieve this we aim to improve our centralised customer database, so that it acts as an intelligence hub for all the services listed here. This means, for example, that the system will report any change of address to all the services that use the database, so you won’t have to repeat it every time you phone up the Council.

Over time we aim to ensure that we have one master record containing your basic details, together with information about the nature of your transactions. The database is not designed to provide intimate details of the services you have received - but rather to ensure that we are not asking you to repeat basic information for each service you require. It will also help us to tailor our services to meet your needs, and ensure that your requests are being dealt with, rather than simply lost in ‘the system’.

You will always have the right to opt out of this or any other data sharing initiatives - that is, not provide the information. However, remember that we are only collecting it for the purpose of improving the services on offer to you. We will not use your information for third party marketing purposes, or pass it on to third parties, other than those who either process information on our behalf or because of a legal requirement.

If you would like to know more or have any concerns about how your information is being processed please contact us.