- Introduction
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The following information provides details on how we may collect, use and where appropriate share personal information in relation to planning in accordance with the General Data Protection Regulations (GDPR). It should be read in conjunction with the Council’s privacy notice document.
- What personal information we collect
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We will collect, store and use the following categories of personal information about you:
- Name
- Organisation
- Job title
- Phone contacts including personal home and mobile
- Email contact details
- Competencies
- Collection of sensitive personal information
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We do not collect information categorised as sensitive for the purposes of managing this function.
- How your personal information is collected
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We collect personal information by letter, email, telephone, online and through face to face contact with you or, on occasion, an agreed representative appointed by you.
- How we use your personal information
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Most commonly, we will use your personal information in the following circumstances:
- processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller.
- processing is necessary for the performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract.
- the data subject has given consent to the processing of his or her personal data for one or more specific purposes.
- Situations in which we will use your personal data
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Reason for processing Basis Compiling a register of voluntary agencies and other third parties point of contact. Public Interest Activating voluntary / 3rd party agencies in the event of an emergency Contract Requesting assistance / contacting you in the event of an emergency / potential emergency. Contract Testing the availability of staff and resources. Providing alternative means of accessing emergency planning in the event of a failure of the normal duty officer process. - If you don't want to provide personal information
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If you do not provide the information as described above we may not be able to fulfil out duties under the Civil contingencies Act and accompanying legislation in providing a response to an emergency situation.
- Data sharing
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It may be necessary to share your information with other third party organisations in order to provide a robust duty officer function. These may include:
- Neighbouring Councils
- Cleveland Local Resilience Forum (LRF) partners
- Relevant 3rd parties e.g. housing providers
- Emergency Services
- Sharing with third parties
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The following third party organisations may process information about you:
- Northgate Public Services – The Council’s IT provider Northgate may have to access the system on occasions where there is a fault
- Data retention
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We will only retain your personal information for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. Details of retention periods for different aspects of your personal information are available in our retention policy. To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.
In some circumstances we may anonymise your personal information so that it can no longer be associated with you, in which case we may use such information without further notice to you.
- Rights of access, correction and erasure
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Under certain circumstances, by law you have the right to:
- Request access to your personal information (commonly known as a “data subject access request”). This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it.
- Request correction of the personal information that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.
- Request erasure of your personal information. This enables you to ask us to delete or remove personal information where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal information where you have exercised your right to object to processing (see below).
- Object to processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal information for direct marketing purposes.
- Request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of personal information about you, for example if you want us to establish its accuracy or the reason for processing it.
- Request the transfer of your personal information to another party.
If you want to review, verify, correct or request erasure of your personal information, object to the processing of your personal data, or request that we transfer a copy of your personal information to another party, please contact the Data Protection Officer in writing.
For further information on your rights please visit our GDPR web page.
