Data Protection Privacy Notice (Fair Processing Notice)
This privacy notice explains how South Ribble Borough Council may use and share your personal information. We will make every effort to keep your personal information safe, accurate, up to date and keep it for no longer than is necessary.
The Council is registered as a data controller with the Information Commissioner’s Office (registration number Z496241X) because we collect and process personal data. This collection and processing of personal data applies to both council employees and members of the public.
This Privacy Notice only covers South Ribble Borough Council. It does not cover links within this site to other externally operated websites. If you transfer to another site, please read the Privacy Notice or Statement relating to their information.
How South Ribble Borough Council may use your information
South Ribble Borough Council is committed to providing excellent public services. In order to do this, we collect, process, and hold personal data in order to provide public services. The information may be collected on paper, online forms, by telephone, email, CCTV or by members of our staff, or one of our partners.
We may collect and process your information for the following purposes:
- to deliver public services and other council functions
- to ensure we meet our legal obligations
- to provide the service you requested
- to monitor and improve performance in responding to your service request
- to obtain your opinion about our services
- to contact you by post, email or telephone
- to process financial transactions
- to prevent and detect fraud or crime
- to collect monies owed to the Council
We may share your information where we have any legal obligation to do so, or where we believe that by doing so we can provide you with a better standard of service.
We may process your information overseas using services that are hosted inside the European Economic Area, but only with data processing agreements that meet our obligations under the Data Protection Act.
Service or project specific privacy notices
Services using large amounts of personal or special categories of information will have their own privacy notice to tell people what information is being collected. These notices will map out how personal information flows through the service or project and how it is processed.
Building Control
Democratic Services
Elected Members
Environmental Health
Facilities Management and Caretaking
Housing Options
Human Resources
Information Services
Legal Services and Land Charges
Licensing Services
Neighbourhood Services
Planning and Enforcement
Revenues, Housing Benefit and Council Tax Support
Sanctuary Scheme
Strategic Housing
Retention Periods
We will only keep your information for as long as it is required. The retention period is either dictated by law or by our information retention policies. Once your information is no longer required it will be destroyed securely and confidentially.
Data Sharing with Third Parties
We may share your information with third parties where we have a legal obligation to do so, or where permitted under Data Protection legislation, or with a third party working on behalf of the Council to deliver services.
We will strive to ensure that any third party who we share personal data with has sufficient systems and procedures in place to prevent any loss of data.
We will not share your data with third parties for marketing or sales purposes, or for any commercial use without your prior express consent.
Detect and Prevent Fraud or Crime
South Ribble Borough Council is required by law to protect the public funds it administers. We may use any of the information you provide with other bodies in order to prevent and detect fraud or crime. This includes the Cabinet Office, the Department for Works and Pensions, other local authorities, HM Revenues and Customs and the Police.
National Fraud Initiative and Data Matching
The National Fraud Initiative (NFI) is an exercise that matches electronic data within and between public and private sector bodies to prevent and detect fraud. Data matching involves comparing computer records held by one body against other computer records held by the same or another body to see how far they match.
We participate in the Cabinet Office’s National Fraud Initiative and we are required to provide particular sets of data to the Minister for the Cabinet Office for matching for each exercise.
The use of data by the Cabinet Office in a data matching exercise is carried out with statutory authority under Part 6 of the Local Audit and Accountability Act 2014. It does not require the consent of the individuals concerned.
Data matching by the Cabinet Office is subject to a Code of Practice.
View further information about the National Fraud Initiative.
Your Rights
Your rights under the EU General Data Protection Regulations (GDPR).
Telephone Calls
We will inform you if we record or monitor any telephone calls you make to us. We do not record any financial card details if you make payments to us over the telephone.
Emails
If you email us we may keep a record of your contact, your email address, and the email. For security reasons we will not include confidential information about you in any emails we may send to you, unless you consent to this.
Any email, including its content, may be monitored and used by South Ribble Borough Council for reasons of security and for monitoring internal compliance with council policy. This includes the content of emails and attachments. For example, inappropriate or offensive content would be blocked. Please be aware that you have a responsibility to ensure that any email you write or forward is within the bounds of the law.
Website
General access to South Ribble Borough Council’s public web site (www.southribble.gov.uk) does not store or capture personal information.
During your use of our website, we automatically collect statistical data. This is used to identify how many people are accessing our website, which browsers they are using and which is page is most popular etc. The information cannot personally identify you and is only used to improve our online services.
This site contains links and references to other websites. Please be aware that this Privacy Policy does not apply to those websites and we encourage you to read the policy of every website that you visit.
South Ribble Borough Council’s public website may request personal information when you:
- Complete an online form or survey
- Sign up for a self-serve account
- Apply for a job vacancy
- Make an online payment
- View and comment on Planning information
Cookies
We use cookies on our web site. A cookie is a string of information that is sent by a web site and stored on your hard drive or temporarily in your computer’s memory. The information collected is used for the administration of the server and to improve the service provided by the web site. No personal information is collected this way.
You can reject the use of cookies, but you may be asked for information again, e.g. to participate in a survey. This statement only covers the council web sites maintained by us and does not cover other web sites linked from our site.
Information Security Incidents
Should you wish to report or suspect a security incident in relation to the personal information we hold about you please contact the Council’s Data Protection Officer.
Further Information
For further information about the use of your information or to request a copy of your personal information held by South Ribble Borough Council please contact:
Data Protection Officer
South Ribble Borough Council
Civic Centre, West Paddock, Leyland PR25 1DH
Telephone: 01772 625625
Email: dpo@southribble.gov.uk
Changes to this privacy notice
We will regularly review and update this privacy notice to comply with changes in Data Protection legislation and to reflect changes in our services.