Privacy notices - Information governance and data protection privacy notice

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

Service adjustments

If you need service adjustments, email dpo@bracknell-forest.gov.uk.