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Privacy Notice Christchurch and East Dorset Councils

This page explains how your information will be held about you and processed by Christchurch and East Dorset Councils. You can also find out about the General Data Protection Regulations and Data Protection Act 1998 and your rights.

This document contains information about:

Who we are

Christchurch and East Dorset Councils will be the Data Controller for the personal information you provide. Personal information can be anything that identifies and relates to a living person. This could be your name and contact details. As the Data Controller, Christchurch and East Dorset Councils will use your information to provide you with our services.

Why we collect your personal information

We will collect enough personal information in order to provide you with services for the following purposes.

  • Housing service
  • Development Management
  • Planning Policy
  • Economic Development
  • Property, Engineering and Car Parking
  • Customer Services
  • Building Control
  • Public Health and Protection
  • Countryside and Leisure
  • Communications
  • Legal and Democratic Services
  • Financial Services
  • Projects and Estates
  • Stour Valley and Poole Partnership

We are not permitted to collect information we do not need or will not use. This document covers information you have provided direct to the Council and information which has been shared with us by other organisations.

If we don’t need your personal information we will either keep your details anonymous, if we already have it for another service or we won’t ask you for it. If we use your personal information for research or analysis, we will always keep your details anonymous or use a pseudonym.

We do not sell your personal information to anyone else.

The legal basis for using your information

According to the General Data Protection Regulations (GDPR) and the Data Protection Act 1998, we must have a reason to collect and use your information.

This will be:-

To deliver services and support you

To enable us to manage the services we provide

To train and manage our workers who deliver those services

To investigate any worries or complaints you may have about our goods or services

To check the quality of our goods and services

To help with research and planning of new services.

There are a number of legal reasons why we need to collect and use your personal information to deliver the above services

Our service also needs to use sensitive personal data also called “special category data” which requires more protection to keep it safe. This is often information you would not want to be widely known and is very personal to you. It may include:-

  • Sexuality or sexual heath
  • Religious or spiritual or philosophical beliefs
  • Ethnicity
  • Physical or mental health
  • Trade union membership
  • Political opinions
  • Genetic or biometric data
  • Criminal history

We will take extra care of this data. The legal reason for us to collect and use this personal information is:

(a) you, or your legal representative, have given explicit consent you have entered into a contract with us

(b) it is necessary to perform our statutory duties or it is required by law or it is necessary for employment purposes

(c) it is necessary to protect someone in an emergency

(d) you have made your information publicly available 

(e) it is necessary for legal cases

(f) it is to the benefit of society as a whole

(g) it is necessary to deliver health or social care services or it is necessary to protect public health

(h) it is necessary for archiving, research, or statistical purposes

Who we may share your information with

We use a range of organisations to either store personal information or to help deliver our services to you. Sometimes we have a legal duty to provide your personal information to other organisations, for example the court service or HMRC.

The service which processes your data will be able to provide you with a list of organisations, through their service specific privacy notice, who they may share your information with.

Your information will not be disclosed to any other organisations, except where we are required and allowed to by law. 

We may seek your consent if we are able to offer additional services which we believe are of benefit to you. This will be clearly communicated to you. We will only share your details with these organisations if we have your consent. We will not share your information otherwise.

Accessing the information we hold about you

You have the right to request, in writing, details of the information that is held about you and also the right to access a copy of the information. This may be by the Council providing copies of documents or by inviting you to view the records at one of its offices, if appropriate. Please see our webpage for further information about how to make a subject access request.

Christchurch and East Dorset Councils will not charge a fee to access your information. Sometimes there may be information that we are not allowed to show you, such as

  • legal information or advice
  • crime prevention and detection records
  • information that we believe may be harmful to you and your well-being
  • details about or provided by other people – this is called third party information (e.g. information from the Police or Department for Work & Pensions)

You may also ask us to

  • stop processing your information if this causes or might cause damage or distress
  • stop processing your information for direct marketing
  • make decisions about you using your information by automated means (e.g. using computers to decide on an entitlement)
  • amend any of your data which you feel is inaccurate. You can also ask for information to be blocked, erased or destroyed.
  • transfer your information electronically to another service provider.
  • consider a claim for compensation for any damages caused by a breach of the Data Protection regulations.

If you give consent for us to use your information, you may withdraw this at any time. However, this may affect our ability to continue to provide you with a service.

How long we keep information about you

The individual service will confirm the retention period that your information will be held for, unless there is a statutory or legal reason to hold this indefinitely.

Further information

If you have a concern about how we are using your information, we would ask you to contact us in the first instance using the address below:

Data Protection Officer

If you are not satisfied with a response to your concerns from the Service, our Data Protection Officer Matti Raudsepp, can review any issues regarding Information Rights legislation if necessary. 

Information Commissioner

For further information about Information Rights legislation, please contact the Information Commissioner’s Office at www.ico.org.ukor by telephone 0303 123 1113 

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General data protection regulation (GDPR)

We will only use the personal information supplied by you in accordance with GDPR. By giving us this information you are consenting to such use as set out in our privacy notice.