Information governance and data protection privacy notice

Our contact details

Name: Data Protection Officer

Address: Time Square, Market Street, Bracknell, RG12 1JD

Phone Number: 01344 352000

Email: dpo@bracknell-forest.gov.uk

Bracknell Forest Council is registered as a controller with the Information Commissioner’s Office (ICO).

You can find us on the ICO website - our registration number is Z4971654.

The type of personal information we collect

We currently collect and process the following information:

• name
• address
• contact details
• proof of identity - we may ask for this in relation to some data subject requests
• information about you that may be necessary for us to deliver the services below

We also process special category data as necessary in order to deliver the services listed below.

How we get the personal information and why we have it

The personal information we process is provided to us for one or more of the following reasons:

• processing and responding to Freedom of Information and Environmental Information Requests
• processing and responding to Subject Access Requests and other data subject rights requests
• dealing with data security incidents and personal data breaches
• responding to public or staff feedback about data protection issues - including complaints about how personal data has been handled

We receive information directly, or indirectly, from the following sources:

• directly from you through online forms, email or by telephone
• other council departments as part of requests, investigations or complaints
• the joint legal team as part of data subject requests, investigations and complaints

How the law allows us to use your personal information

Lawful basis for processing

Under the UK General Data Protection Regulation (GDPR), the lawful basis we rely on for processing the information is Article 6 UK GDPR:

• (c) We have a legal obligation
• (e) We need it to perform a public task

Legal obligation and public task

Our ‘legal obligations’ and tasks we carry out as a local authority are found in:

• Freedom of Information Act 2000
• Environmental Information Regulations 2004
• Data Protection Act 2018
• UK General Data Protection Regulation (UK GDPR)

Special category data

Under the UK General Data Protection Regulation (UK GDPR), the lawful basis we rely on for processing the information is Article 9 UK GDPR:

• (b) employment and social security and social protection law (in relation to complaints, investigations or data subject requests relating to members of staff)
• (f) exercise or defence of legal claims (in relation to complaints that are likely to give rise to a legal claim against the council)
• (h) processing is necessary for provision of health or social care treatment (in relation to complaints, investigations or data subject requests that relate to delivery of social work functions)

You can read the guide to lawful basis for processing special category data on the Information Commissioner's Office website.

Who we share your information with

Information held by the council may be shared with the following organisations:

• the Information Commissioner’s Office when responding to complaints about the way the council has processed someone’s personal data
• other council departments where necessary for us to complete a request, investigation or respond to a data protection complaint
• our suppliers and data processors where necessary for us to complete a request, investigation or respond to a data protection complaint 
• government departments 
• law enforcement agencies such as the police
• the Local Government and Social Care Ombudsman

How we store your personal information

Your information is securely stored on our systems.

Data will not be kept for longer than is necessary and is kept in line with the council’s retention and disposal schedule. We will dispose your information by securely destroying any data we hold.

Your data protection rights

Under data protection law, you have rights we need to make you aware of. The rights available to you depend on our reason for processing your information.

Your right of access

You have the right to ask us for copies of your personal information. This right always applies. There are some exemptions, which means you may not always receive all the information we process.

Find out more about your right of access from the ICO.

Your right to get your data corrected

You have the right to ask us to correct information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete. This right always applies.

Find out more about your right to get your data corrected from the ICO.

Your right to get your data deleted

You have the right to ask us to delete your personal information in certain circumstances.

Find out more about your right to get your data deleted from the ICO.

Your right to limit how organisations use your data

You have the right to ask us to limit the processing of your information in certain circumstances.

Find out more about your right to limit how organisations use your data from the ICO.

Your right to object to the use of your data

You have the right to object to processing if we are able to process your information because the process forms part of our public tasks.

Find out more about your right to object to the use of your data from the ICO.

Your right to data portability

This only applies to information you have given us. You have the right to ask that we transfer the information you gave us from one organisation to another, or give it to you.

The right only applies if we are processing information based on your consent or for the performance of a contract, and the processing is automated.

Find out more about your right to data portability from the ICO.

Service adjustments

As a public authority and a provider of services to the public, we have a legal duty to comply with the Equality Act 2010.

This means we need to make service adjustments for anyone with a disability who contacts us in any capacity, to eliminate any barriers to accessing our services.

Our lawful basis for processing this information is article 6(1)(c) of the GDPR as we have a legal obligation to provide this. Our processing of special category data, such as health information you give us, will be based on article 9(2)(a), which means we need your consent.

We will create a record of your adjustment requirements. These will give your name, contact details and type of adjustment required, along with a brief description of why it is required. Relevant staff can access this to make sure they are communicating with you in the required way.

If you need a service adjustment, contact our data protection officer by:

• email: dpo@bracknell-forest.gov.uk
• letter: Data Protection Officer, Time Square, Market Street, Bracknell, RG1 1JD

How to complain

If you have any concerns about our use of your personal information, you can make a complaint to us at dpo@bracknell-forest.gov.uk.

You can also complain to the ICO if you are unhappy with how we have used your data by:

• visiting the ICO website
• phoning the ICO helpline on 0303 123 1113
• writing to:
  • Information Commissioner’s Office
    Wycliffe House
    Water Lane
    Wilmslow
    Cheshire
    SK9 5AF