Strategic Commissioning privacy notice

Updated: December 2023

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  

Date: 22 July 2021

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

In the majority of cases, personal data will not be collected directly by the team but is collected by the services we commission.

Either we, the services we commission or both, process a variety of information relating to individuals including:

  • personal details
  • family details
  • lifestyle and social circumstances
  • financial details
  • employment and education details
  • housing needs
  • social care needs
  • health needs
  • GP information

We also process what is referred to as special categories of information that may include data revealing:

  • racial or ethnic origin
  • religion
  • health or social care information

How we get the personal information and why we have it

We might collect information from you directly such as asking you to complete an online form for registration, monitoring returns or feedback and consultation on services. It could also be from other council teams or departments and agencies such as:

We use the information that you have given us:

  • in order to analyse the needs of our residents and inform decision making about future projects or initiatives
  • to aggregate data and conclusions from analysis which may be presented to decision makers and councillors in order to support a concept or plan

How the law allows us to use your personal information

We collect and use your personal information to comply with our legal obligations, and to carry out tasks in the public interest. 

These legal basis are underpinned by acts of legislation that dictate what actions can and should be taken by local authorities, including: 

Lawful basis for processing

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

  • (b) process is necessary for the performance of a contract
  • (c) processing is necessary for compliance with a legal obligation to which we are subject
  • (d) in order to protect the vital interests of the data subject 
  • (e) processing is necessary for carrying a task in the public interest

Special category data

Special category data is being processed under Article 9 UK GDPR:

  • (b) employment, social security and social protection
  • (g) reasons of substantial public interest
  • (h) health or social care

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

We might share information with other teams within the council or with other organisations for a variety of reasons, such as to provide services to you, for safeguarding and the prevention and detection of crime.

We may share some information with other organisations, including:

  • health partners such as GPs, hospitals, Clinical Commissioning Group
  • service providers
  • your councillor (for example, if you have made a complaint to them about the council)

We will only share your information when necessary and when the law allows us to, and we will only share the minimum information we need to.

How we store your personal information

Your information is securely stored on Microsoft SharePoint and, depending on which service you work with, MOSAIC (for children’s social care) and LAS (for adult social care). Finance information is stored on the council’s social care contract database, Controcc.

We keep personal information relating to consultations for 6 years following the end of a project.  Data obtained by other council departments may be subject to different retention schedules.

We will then dispose of your information by securely deleting any digital records, or by destroying any physical or written records.

Data will not be kept for longer than is necessary and is kept in line with the council’s retention and disposal schedule.

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.

Making a request

You are not required to pay any charge for exercising your rights. If you make a request, we have 28 days to respond to you.

Please contact us at contracts.team@bracknell-forest.gov.uk to make a request.

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 UK 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.

Please contact us at contracts.team@bracknell-forest.gov.uk should you require service adjustments.

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