Last updated: August 29th, 2023
Purpose of this privacy notice
As a local authority East Staffordshire Borough Council collects information from you in order to provide a wide range of services. Often you will have provided us the information in the first place because you have asked us for assistance. In many cases, this also means that we have to collect personal data and this document gives details of what information we collect, what we do with it, who it might be shared with, your rights in respect of your own information and how you can contact us.
When we collect information from you we are the Data Controller and we are committed to protecting the privacy of all individuals by ensuring lawful use of your personal data. We have in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, In addition we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your data on our instructions and they are subject to a duty of confidentiality.
We have in place procedures to deal with any suspected personal data breach and will notify you and the Information Commissioner of a breach in line with our legal obligations.
We have appointed a Data Protection Officer who is the point of contact for everything relating to personal data and you can contact them via email at DataProtectionOfficer@eaststaffsbc.gov.uk. If you would prefer, you can also write to them at this address:
Data Protection Officer
East Staffordshire Borough Council
Burton upon Trent
The personal data we collect about you
Personal data or personal information means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data). The different types of personal data we may collect about you – and the lawful basis for us doing so – are shown below:
Service : Brewhouse and Arts Team
Data Collected : Name, address, phone number, email address, bank details
Why is the data collected : To maintain a database of those wishing to receive information on forthcoming events.
Lawful Basis : Contract, Legitimate interests
Personal data needed to meet a statutory or contractual requirement
We will notify you if we need your personal data because it is a statutory or a contractual requirement for us to have it. In addition we will let you know the consequences arising from a failure to give us that information.
Sharing your personal data
We do not sell any of your personal data to any third party and we will never do so.
We use data processors who are third parties who provide elements of services for us. We have contracts in place with our data processors. This means that they cannot do anything with your personal information unless we have instructed them to do it. They will not share your personal information with any organisation apart from us. They will hold it securely and retain it for the period we instruct.
The following is a non-exhaustive list giving examples of the categories of companies with whom we have contracts in place for the provision of services.
Third Party Organisations
- Bulk mailing services on the Council’s behalf
- Software to store, manage and send email communications
- Software to store, manage and send SMS communications
- Customer management systems
Sending your Personal Data to Countries Outside Europe
We do not transfer your personal data to third party processors outside the European Economic Area (EEA).
Automated Decision Making
We do not use automated decision making.
How Long We Will Keep Your Personal Data
We only retain your personal data for as long as is necessary to fulfil the purposes we collected it for. This includes meeting any legal, accounting or reporting requirements. To help us decide the appropriate retention period for personal data, we take into account the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure, the purposes for which we process your personal data and whether we can achieve those purposes through other means. We also take into account the applicable legal requirements
Details of retention periods for different types of information are available in our Document Retention Policy which we can make available to you on request. Please contact the Data Protection Officer if you would like a copy.
In some circumstances you can ask us to delete your data: see the section detailing your legal rights below for further information.
In some circumstances we may anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes. In that case we may use this information indefinitely without further notice to you.
Your Legal Rights
You have the right to:
Request access to your personal data (commonly known as a “data subject access request”). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
Request correction of the personal data that we hold about you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of any new data you provide to us.
Request erasure of your personal data. This enables you to ask us to delete or remove personal data where this is no good reason for us to continue to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your data unlawfully or where we are required to erase your personal data to comply with legal obligations. Please note though, that we may not always be able to comply with your request and if that is the case we will notify you that that is the case and we will give you reasons why it is not possible to comply.
Object to processing of your personal data where we are relying on a legitimate interest of a third party (or on those very rare occasions where we are relying on our own legitimate interest) and there is something about your particular situation that makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. In some cases we may demonstrate that we have compelling legitimate grounds to process your information which override your legal rights and freedoms.
Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios:
- If you want us to establish the data’s accuracy
- Where our use of the data is unlawful but you do not want us to erase it
- Where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims
- You have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.
Request the transfer of your personal data to you or to a third party. This only applies where we have used the information to perform a contract with you or in those very rare instances where we have relied on consent as the lawful basis for processing your personal data. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format.
Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw consent. Please note that the Council will only very rarely rely on consent as the lawful basis for processing your personal data.
You will not usually have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.
We may need to request specific information form you to help us confirm your identity and to ensure that any personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask for further information in relation to your request to speed up our response.
We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.
Your right to complain to the Information Commissioner
If you have any concerns arising from our responses to a request you have sent us or any other aspect of the way in which we process your personal data, than you can lodge a complaint with the Information Commissioner’s Office at the following address:
Information Commissioner’s Office