Privacy Notice for Individual Rights - Personal Data Requests

Please read the following Privacy Notice carefully.

Service: Information technology (IT)

Department: Data Protection

Process: Providing individuals with rights to their personal data under UK GDPR

Revision Date: May 2022

Why we are collecting your data

Basildon Borough Council needs to collect your personal data so that we can provide you with your individual rights under Data Protection Law. These rights are:

1. The right to be informed
2. The right of access
3. The right to rectification
4. The right to erasure
5. The right to restrict processing
6. The right to data portability
7. The right to object
8. Rights in relation to automated decision making and profiling.

Information collected

• Full Name (including previous names or aliases)
• Current address (and previous addresses if applicable)
• Date of Birth
• National Insurance Number
• Proof of identification

How is this information collected?

The data is collected verbally or in writing through an online form, hard copy or email.

The basis for the processing

For Personal Data (any information related to a natural person or 'Data Subject' that can be used to directly or indirectly identify the person. For example an email address, telephone number or IP address (when linked with an identifier):

• Consent: the individual has given clear consent for the Council to process their personal data for a specific purpose.
• Legal Obligation: the processing is necessary so that we can comply with the Law

For Special Category Data

• Explicit consent: the individual has given explicit consent for the Council to process their personal data for a specific purpose

Who your information will be shared with

Internal Council departments and their partners/contractors - we will provide them with your basic personal details so that they can identify if they hold any of your personal data.

We have arrangements with a range of IT providers who support the Council's IT systems and services, therefore your data may be accessed by these suppliers. Where we have these arrangements there is always a contractual agreement with them to ensure they comply with the Data Protection Law.

We will never sell your data, however it will be shared with third parties to:

• Comply with legal obligations and legislative requirements
• Help business partners, suppliers and sub-contractors to deliver any contract we enter with them or you
• To help if there is need of any professional or legal advice on a matter relating to you
• To help prevent fraud and/or tackle crime
• To improve and optimise the performance of our services

Provide accurate information

We need to hold accurate and up to date information about you so that we can deliver appropriate services. If any of your details change, you need to tell us as soon as possible so that we can update your records.

We will not:

• Use your information for marketing or sales purposes without your prior explicit consent.

• Send or store your data abroad unless it meets the requirements of the Data Protection regulations

• Make decisions about you based on automated processing.

How long will we hold your data for?

We will keep all records relating to this function for six years from the date of your request.After six years, your data will be destroyed securely.

Your rights

You have the right to access the personal information we hold about you.  Any access requests are free of charge.
If the information we hold about you is inaccurate, you have a right to have this corrected and you have the right to request completion of incomplete data.
You have the right to ask us to erase your personal data in certain circumstances ('right to be forgotten').

You have the right to ask us to stop or restrict the processing of your personal data, in certain circumstances.  Where possible, we will seek to comply with your request, but we may need to hold or process information to comply with a legal requirement.

You can make any of these requests by:

• Email: Data Protection Officer (opens new window)

• Phone: 01268 533333

• Letter to:

If you are dissatisfied with how we have used your personal information, you can complain to the Information Commissioner's Office, by:

• Email: casework@ico.org.uk (opens new window)

• Phone: 0303 123 1113 (local rate) or 01625 545 745

• Letter to:

Further independent advice about data protection, privacy and data sharing issues is available from the Information Commissioner's Office, see:

• Information Commissioner's Office (ICO) (opens new window).