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General privacy notice for Dorset Councils Partnership

We ask that you read this privacy notice carefully as it contains important information on who we are, how and why we collect, store, use and share personal information, your rights in relation to your personal information and on how to contact us and supervisory authorities in the event you have a complaint.

Who we are

The Dorset Councils Partnership (DCP), servicing North Dorset, West Dorset and Weymouth and Portland Councils, collects, uses and is responsible for certain personal information about you.

When we do so we are regulated under the General Data Protection Regulation which applies across the European Union (including in the United Kingdom) and we are responsible as ‘controller’ of that personal information for the purposes of those laws.

The personal information we collect

Information collected by us

In view of the wide-range of services that DCP provides it wouldn’t be possible to list all sources of information that we gather during our interaction(s) with you. We have provided the information below with the intention that this be indicative of the types of data and purpose for collecting, it is not intended to be conclusive.

Where possible at the point of data collection you will be directed to a service specific privacy notice, where there is a service specific notice this will take precedence over this privacy notice.

Dorset Councils Partnership privacy notices

View all of Dorset Councils Partnership service specific privacy notices

We will only ever collect data where there is a genuine need for that information related to the purpose of collection, if you need any further information about anything contained within this privacy notice please contact our Data Protection Officer who will be able to assist you further.

  • current and former: name, telephone number, e-mail address, address
  • medical information, banking details, criminal record
  • copies of identity documents, national insurance number
  • account information, transaction history, complaints

Information collected from other sources

As a local authority a lot of our functions and services overlap with other government agencies, public bodies, charitable bodies and businesses. Where it is necessary and appropriate we may receive your personal data from one of these other sources.

How we use your personal information

We will use your information in order to deliver or perform the service required, some examples of how your information may be used are provided below:

  •  we may require your personal data to in relation to a housing application, for example to establish eligibility and determine priority;
  •  we may require your personal data in relation to council tax, for example to assess the amount payable, obtain payment, and maintain a record of payment;
  • we may require your personal data in relation to parking services, for example to process an application for a permit, to deal with abandoned vehicles or to enforce a penalty charge notice (PCN);

You should consider whether there is a service specific privacy notice that can provide specific information in relation to the service or function, 

Who we share your personal information with

Where necessary we may need to share your information with other departments within the DCP and other local authorities, other agencies of local or national government, external lawyers and other appropriate advisers. This list is intended to be demonstrative rather than conclusive.

We do not anticipate that our data-transferring arrangements will involve a transfer outside of the European Economic Area (EEA).

On occasion we may be required to share personal information with law enforcement or other authorities if required by applicable law or court order. Where this occurs we will attempt to ensure that appropriate safeguards are in place.

Whether information has to be provided by you, and if so why

There are limited circumstances where you must provide us with information; where there is a legal obligation to provide this information we will advise you of the same along with the consequences of failing to provide this.

In all other circumstances the information we obtain is necessary for the matter that we are dealing with, if you fail to provide information that is required then we may not be able to provide a service, or it may take longer to perform that service.

How long your personal information will be kept

Retention periods vary greatly throughout DCP depending on the service or function that your information has been processed for. The service area that is processing your personal data will be able to advise you of their policy for retention of data.

We will typically hold the personal data provided by you until the matter is concluded. Depending upon the nature of the service or function it may also be necessary for auditing and accountability purposes, in order to exercise or defend a court claim, or where there is another obligation, for your data to be stored for a specified period of time.

Reasons for collecting and using your personal information

In light of the services and functions provided by DCP, we do not rely solely on one basis for processing, there may be several different bases throughout the life of a transaction. The service specific policy will clarify the basis for processing. The information provided below is intended to provide some examples of how the different bases are used throughout DCP it is not intended to be an exhaustive list.

As a local authority we rely largely upon public task as the lawful basis for processing your personal data. This may be in relation to providing housing, issuing benefits or maintaining the electoral roll.

As part of our non-statutory obligations we may for example lease commercial premises, or provide other discretionary services, in these situations we would be relying upon contractual necessity or legitimate interest as the basis for processing.

Your rights

Under the General Data Protection Regulation you have a number of important rights that may be exercised free of charge. In summary, those include rights to:

  • fair processing of information and transparency over how we use your use personal information
  • access to your personal information and to certain other supplementary information that this privacy notice is already designed to address
  • require us to correct any mistakes in your information which we hold
  • require the erasure of personal information concerning you in certain situations
  • receive the personal information concerning you which you have provided to us, in a structured, commonly used and machine-readable format and have the right to transmit those data to a third party in certain situations
  • object at any time to processing of personal information concerning you for direct marketing
  • object in certain other situations to our continued processing of your personal information
  • otherwise restrict our processing of your personal information in certain circumstances

For further information on each of those rights you can visit the  Information Commissioner's Office

If you would like to exercise any of those rights, please visit our Data Protection page or you can contact our Data Protection Officer for further information.

In order that we can comply with such a request as soon as possible, it would be useful if you could provide the following information within your initial request:

  • let us have enough information to identify you eg reference, account number, user name, registration details
  • let us have proof of your identity and address such as a copy of your driving licence or passport and a recent utility or credit card bill
  • let us know the information to which your request relates

Keeping your personal information secure

We have appropriate security measures in place to prevent personal information from being accidentally lost, or used or accessed in an unauthorised way. We limit access to your personal information to those who have a genuine business need to know it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.

We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.

If you would to find out more about protecting your personal information, please visit www.getsafeonline.org  which is supported by HM Government and leading businesses.

How to complain

We hope that our Data Protection Officer can resolve any query or concern you raise about our use of your information.

The General Data Protection Regulation also gives you right to lodge a complaint with a supervisory authority. The supervisory authority in the UK is the Information Commissionertelephone: 0303 123 1113.

Changes to this privacy notice

This privacy notice was published on 25 May 2018. There are no amendments since publication, when amendments are made to this page we will update this section. We recommend that you review this section from time to time so that you are aware of the latest version of this notice.

How to contact us

Please contact our Data Protection Officer if you have any questions about this privacy notice or the information we hold about you.

Data Protection Officer, Dorset Councils Partnership (North Dorset, West Dorset and Weymouth & Portland Borough Council)

Email: dataprotection@dorset.gov.uk
Tel: 01305 251010
Full contact details for Data Protection Officer, Dorset Councils Partnership (North Dorset, West Dorset and Weymouth & Portland Borough Council)

Do you need extra help?

If you would like this notice in another format (for example: audio, large print, braille) please contact us via the above methods.

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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.