Privacy Notices by Service

Digital Transformation

The reasons we use your data

• Statutory requirements e.g. Local Government Transparency Code
• Service delivery
• Service improvement and planning
• Research inc. consultations
• To promote transparency
• Equality Monitoring

Why we are allowed to use your data

Legal obligation or public task under various UK laws including but not limited to:

• The Localism Act 2011
• The Equality Act 2010

Consent – consultations

Who we can share your data with

• Judicial Agencies e.g. Courts
• Police
• Contractors providing IT services
• Elected Members & MPs (as your representative)
• Funding Bodies

When computers make any decisions about you

Not applicable.

When your data gets sent to other countries

Not applicable.

Electoral Registration Service

The reasons we use your data

• To maintain the electoral register
• To run elections
• To employ casual staff
• Equality Monitoring

Why we are allowed to use your data

Legal obligation or public task under various UK laws including but not limited to:

• The Local Government Act 1972, 2000
• The Representation of the Peoples Act 1983
• The Immigration Act 2016
• The Equality Act 2010

Who we can share your data with

• The electoral register is a public register and can be inspected by the public.
• The edited version of the electoral register can be sold to third parties.
• The Police and other crime enforcement agencies
• Elected Members and MPs (as your representative)
• Political Parties and candidates
• Contractors providing IT and Print services
• Credit Reference Agencies
• Cabinet Office (National Fraud Initiative Exercise)

When computers make any decisions about you

Not applicable.

When your data gets sent to other countries

Not applicable.

Individual Electoral Registration Digital Service

To verify your identity, the data you provide will be processed by the Individual Electoral Registration Digital Service managed by the Cabinet Office. As part of this process your data will be shared with the Department of Work and Pensions and the Cabinet Office suppliers that are data processors for the Individual Electoral Registration Digital Service.

You can find more information on the Register To Vote website.

Annual Canvass

The annual electoral canvass is currently subject to reform. As part of these reforms the data you provide will be processed annually by the Individual Electoral Registration Digital Service managed by the Cabinet Office.

As part of this process your data will also be shared with the Department of Work and Pensions and the Cabinet Office suppliers that are data processors for the Individual Electoral Registration Digital Service. For more information on the reform please visit GOV.UK

Property Services

The reasons we use your data

• Service delivery
• Service improvement and planning
• Prevention and detection of crime
• Financial and property transactions
• Energy & Environment Management
• Research including consultations
• Equality Monitoring
• Dealing with an enquiry which relates to you or your property

Why we are allowed to use your data

Legal obligation or public task under various UK laws including but not limited to:

• The Localism Act 2011
• The Equality Act 2010

Contract – for example, tenants, licensees, contractors, property transactions

Consent – for example, consultations

Who we can share your data with

• Police, judicial agencies and government departments and agencies
• Elected Members & MPs (as your representative)
• Funding Bodies
• Utilities companies and their contractors
• Contractors or consultants working for the Council, for example undertaking inspections or repairs

When computers make any decisions about you

Not applicable.

When your data gets sent to

Not applicable.

Finance

The reasons we use your data

• Statutory requirements e.g. reporting to Government
• Collection of council tax and business rates
• Service delivery
• Service improvement and planning
• Regulatory, licensing and enforcement functions
• Prevention and detection of crime inc. fraud
• Ordering of goods and services
• Payment for goods and services
• Payment of salaries, allowances and expenses
• Collection of charges made for services provided
• Collection of overpaid housing benefit or debt
• Insurance claims
• Financial & transactions
• Payroll transactions
• Collection of debt
• Research inc. consultations
• Traded services
• Equality Monitoring

Why we are allowed to use your data

Legal obligation or public task under various UK laws including but not limited to:

• The Local Government Finance Act 1988 (business rates)
• The Local Government Finance Act 1992 (council tax)
• The Localism Act 2011
• The Equality Act 2010

Contract - traded services

Consent – consultations

Who we can share your data with

• Judicial Agencies e.g. Courts
• Police
• Health Agencies
• Education Providers
• Other Local Authorities
• Immigration Service
• Government Departments e.g. HMRC, DWP
• Private & investigators and contracted third party investigation companies and bailiffs
• Elected Members & MPs (as your representative)
• Contractors providing IT services
• Funding Bodies
• Cabinet Office (National Fraud Initiative Exercise)

When computers make any decisions about you

Not applicable.

When your data gets sent to other countries

Not applicable.

Housing

The reasons we use your data

• Statutory requirements e.g. reporting to Government
• Service delivery
• Service improvement and planning
• Regulatory, licensing and enforcement functions
• Prevention and detection of crime
• Financial transactions
• Research inc. consultations
• Equality Monitoring

Why we are allowed to use your data

Legal obligation or public task under various UK laws including but not limited to:

• The Housing Acts 1985, 1988, 1996, 2002, 2004
• The Homelessness Reduction Act 2017
• The Landlord and Tenant Act 1987
• Prevention of Social Housing Fraud Act 2013
• The Localism Act 2011
• The Protection from Eviction Act 1977
• The Equality Act 2010

Consent – consultations

Who we can share your data with

• Judicial Agencies e.g. Courts
• Police
• Health Agencies
• Education Providers
• Other Local Authorities
• Immigration Service
• Government Departments e.g. HMRC, DWP, DCLG
• Safeguarding Boards
• Contractors providing housing services (e.g. plumbing, electricians, gas operatives etc.) and IT services
• Elected Members & MPs (as your representative)
• Funding Bodies
• Cabinet Office (National Fraud Initiative Exercise)

When computers make any decisions about you

Not applicable.

When your data gets sent to other countries

Not applicable.

Human Resources (HR)

The reasons we use your data

• To employ staff
• Statutory requirements e.g. reporting to Government
• Service delivery
• Service improvement and planning
• Regulatory, licensing and enforcement functions
• Prevention and detection of crime
• Financial transactions
• Research
• Traded services
• Promote Access To Work
• Equality Monitoring

Why we are allowed to use your data

Legal obligation or public task under various UK laws including but not limited to:

• The Employment Rights Act 1996
• The National Minimum Wage Act, 1998
• The Working Time Directive, 1999
• The Employment Relations Act, 1999
• Health and Safety at Work, etc. Act 1974
• The Equality Act 2010
• The Public Sector Equality Duty - Equality Act   2010
• The Localism Act 2011

Contract (traded services)

Who we can share your data with

• Judicial Agencies e.g. Courts
• Police
• Childrens Social Care
• Adults Social Care
• Probation
• Health Agencies inc. occupational health providers
• Education Providers
• Government Departments e.g. DWP, HRMC, Education, S4c
• Immigration Services
• Disclosure &   Barring Service
• Regulatory Bodies
• Pension Providers
• Trade Unions
• Elected Members & MPs (as your representative)
• Commissioned partners e.g. staff benefit scheme
• Other businesses / organisation (references, market pay organisations)
• Employment Agencies
• Contractors providing IT services
• Cabinet Office (National Fraud Initiative Exercise)

When computers make any decisions about you

Not applicable.

When your data gets sent to other countries

Not applicable.

Information & Communications Technology (ICT)

The reasons we use your data

• To allocate hardware, software and mobile devices
• To manage staff IT accounts
• To manage threat analysis
• To archive records
• To undertake web analytics (including cookies)
• Equality Monitoring

Why we are allowed to use your data

Legal obligation or public task under various UK laws including but not limited to:

• The Localism Act 2011
• The Equality Act 2010

Contract (staff data)

Legitimate interest (web analytics)

Consent (web analytics – cookies)

Who we can share your data with

• Storage companies
• IT suppliers e.g. Microsoft. Google
• The Police and other crime enforcement agencies
• HMRC

When computers make any decisions about you

Not applicable

When your data gets sent to other countries

Not applicable

Legal Services

The reasons we use your data

• To answer Freedom of Information & Data Protection requests and complaints.
• To monitor Regulation of Investigatory Powers (RIPA) authorisations.
• To provide a land charges service.
• To manage legal   cases
• Equality Monitoring

Why we are allowed to use your data

Legal obligation under various UK laws including but not limited to:

• The Freedom of Information Act   2000
• The Data Protection Act 1998
• The Regulation of Investigatory Powers   Act 2000,
• The Local Land Charges Act of 1975 and Rules of 1977
• The Equality Act 2010; and
• The following areas of law / common law:
• Adult Social Care
• Childcare
• Employment
• Education
• Litigation
• Commercial
• Property
• Planning
• Highways
• Environmental
• Local Government
• Coronial
• Judicial Review

Who we can share your data with

• National Regulators e.g. Information Commissioner’s Office, Investigatory Powers Commissioner.
• The Courts, judges, Crown Prosecution Service, Employment Tribunals
• Legal representatives of other parties
• Expert witnesses
• The Police and other crime enforcement agencies.
• Other public authorities e.g. schools, NHS, councils, government departments (HMRC, DWP, Immigration etc.).
• Land Registry
• Debt collectors
• Union representatives (with consent).
• Local archives office
• Elected Members & MPs (as your representative)
• Contractors providing IT services

When computers make any decisions about you

Not applicable

When your data gets sent to other countries

Not applicable

Community Services, Environmental Services, and Licensing

The reasons we use your data

• Statutory requirements e.g. reporting to Government, waste management, burials
• Service delivery
• Service improvement and planning
• Regulatory, licensing and enforcement functions
• Prevention and detection of crime
• Financial transactions
• Research inc. consultations
• Equality Monitoring

Why we are allowed to use your data

Legal obligation or public task under various UK laws including but not limited to:

• The Anti-social Behaviour Act 2003
• The Crime & Anti-social Behaviour Act
• Consumer Contracts Regulations
• The Environmental Protection Act 1990
• The Environment Act 1995
• The Supply of Goods and Services Act 1982
• The Cremation Act 1902
• Cremation (England & Wales) Regulations 2008
• Local Authorities' Cemeteries Order 1977
• Local Authorities (Amendment) Order 1986
• The Licensing Act 2003
• The Food Safety Act 1990
• The Localism Act 2011
• The Highways Act 1980
• The Public Libraries and Museums Act 1964
• The Refuse Disposal (Amenity) Act 1978
• The Removal and Disposal of Vehicles Regulations 1986
• The Cleaner Neighborhoods and Environment Act 2005
• Regulation of Investigatory Powers Act 2000
• The Equality Act 2010

Consent – consultations

Contract – bulk waste collections, traded services

Who we can share your data with

• Judicial Agencies e.g. Courts
• Police
• Youth Offending Services
• Voluntary Agency Partners
• Government Departments
• National Regulators and Agencies
• Other Local Authorities
• Fire & Rescue Services
• Third Party Contractors e.g. waste management companies, transport providers and contractors providing IT services
• Elected Members & MPs (as your representative)
• Funding Bodies

When computers make any decisions about you

Not applicable

When your data gets sent to other countries

Not applicable

Planning & Parking

The reasons we use your data

• Statutory requirements e.g. reporting to Government, public registers
• Service delivery
• Service improvement and planning
• Regulatory, licensing and enforcement functions
• Prevention and detection of crime
• Financial transactions
• Research inc. consultations
• Communications and marketing
• Equality Monitoring

Why we are allowed to use your data

Legal obligation or public task under various UK laws including but not limited to:

• The Town & Country Planning Act 1990
• The Planning Act 2008
• The Housing & Planning Act 2016
• The Planning (Listed Buildings & Conservation Areas) Act 1990
• Traffic Management Act 2004
• The Taking Control of Goods (Fees) Regulation 2014
• The Localism Act 2011
• The Highways Act 1980
• The Traffic Management Act 2004
• The Road Traffic Regulations Act 1984
• The Local Transport Act 2008
• The Environment Act 1995
• The Environmental Protection Act 1990
• The Bus Services Act 2017
• The Wildlife and Countryside Act 1981
• The Countryside and Rights of Way Act 2000
• The Equality Act 2010

Consent – consultations

Who we can share your data with

• Elected Members
• The General Public (via public registers)
• Contractors / partners providing services on our behalf
• Funding Bodies
• The Environment Agency
• LLEP
• Cabinet Office (National Fraud Initiative Exercise)

When computers make any decisions about you

Not applicable.

When your data gets sent to other countries

Not applicable.

Political Governance, Communications & Mayor’s Office

The reasons we use your data

• Statutory requirements e.g. reporting to Government
• Service delivery
• Service improvement and planning
• Regulatory, licensing and enforcement functions
• Prevention and detection of crime
• Financial transactions
• Research inc. consultations
• Emergency Management
• Communications and Marketing
• Equalities requirements
• Invitation to civic events
• Responding to requests from the public
• Access to Work
• Equality Monitoring

Why we are allowed to use your data

Legal obligation or public task under various UK laws including but not limited to:

• The Local Government Act 1972, 2000
• The Localism Act 2011
• The Civil Contingencies Act 2004
• The Equality Act 2010

Consent for direct marketing, website cookies, consultations

Who we can share your data with

• Judicial Agencies e.g. Courts
• Police
• Local Resilience Forum
• Elected Members & MPs (as your representative)
• Contractors providing IT services
• Other local councils e.g. for joint events
• Access to Work service providers

When computers make any decisions about you

Not applicable.

When your data gets sent to other countries

Not applicable.

Revenues & Benefits and Customer Support

The reasons we use your data

• Statutory requirements e.g. reporting to Government
• Service delivery
• Service improvement and planning
• Regulatory and enforcement functions
• Prevention and detection of crime
• Financial transactions
• Debt recovery
• Payment of benefit and take up
• Research
• Equality Monitoring

Why we are allowed to use your data

Legal obligation under various UK laws including but not limited to:

• The Local Government Finance Act 1992
• Local Government Finance Act 1988
• Local Government Act 1972
• Social Security Administration Act 1992
• Social Security Contributions Act
• Housing Benefit Regulations 2006
• Housing Benefit (Persons who have attained the qualifying age for state pension credit) Regulations 2006
• The Localism Act 2011
• The Equality Act 2010
• The Local Government Finance Act 2012
• Regulation of Investigatory Powers Act 2000
• Fraud Act 2006
• The Welfare Reform Act 2012
• Customer Support Grant – Welfare provision

Who we can share your data with

• Judicial Agencies e.g. Courts, Tribunals
• Police
• Education Providers
• Internal council departments (eg empty homes, environmental health)
• Other Local Authorities
• Immigration Service
• Government Departments e.g. HMRC, DWP, DCLG
• Contractors providing revenues and benefits services (e.g. off-site processing, personal budgeting support, emergency food provision etc.) and IT services
• Elected Members
• Enforcement agents
• External Auditors/Solicitors
• Cabinet Office (National Fraud Initiative Exercise)

When computers make any decisions about you

Not applicable

When your data gets sent to other countries

Not applicable

Tourism, Culture and Investment

The reasons we use your data

• Statutory requirements e.g. reporting to Government
• Service delivery
• Service improvement and planning
• Prevention and detection of crime
• Financial transactions
• Research inc. consultations
• Communications and Marketing
• To engage with local businesses and offer services, support and advice
• To engage with job seekers and offer support and advice
• To promote economic regeneration
• To award grant funding
• Equality Monitoring

Why we are allowed to use your data

Legal obligation or public task under various UK laws including but not limited to:

• The Localism Act 2011
• The Equality Act 2010

Contract (leisure centre use, ticket sales)

Consent (direct marketing, consultation, job creation, business support)

Who we can share your data with

• Judicial Agencies e.g. Courts
• Police
• Archives services
• Elected Members & MPs (as your representative)
• Contractors providing IT services
• Funding Bodies
• Other Councils
• Other third parties with consent

When computers make any decisions about you

Not applicable.

When your data gets sent to other countries

Box office provider datacentre physically located in Toronto, Canada. Contractual obligations for data storage and data processing.