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Fair Processing Notice

When completing forms you may be asked for personal information such as name, address, postcode etc. It is only when you supply this type of information that you can be personally identified.


Why do we collect information about you?

We may need to collect and hold information about you, in order to:

  • deliver public services,
  • confirm your identity and update your customer record to provide services,
  • contact you by post, email or telephone,
  • understand what we can do for you and inform you of other relevant services and benefits,
  • obtain your opinion about our services,
  • prevent and detect fraud and corruption in the use of public funds,
  • allow us to undertake statutory functions efficiently and effectively,
  • make sure we meet our statutory obligations including those related to diversity and equalities.

We may not be able to provide you with a product or service unless we have enough information, or your permission to use that information.


How we use your information

We will use the information you provide in a manner that conforms to the Data Protection Act. We will endeavour to keep your information accurate and up to date and not keep it for longer than is necessary.

For example we may process your information for the following purposes:

  • For the service you requested, and to monitor and improve the council's performance in responding to your request.
  • To allow us to be able to communicate and provide services and benefits appropriate to your needs.
  • To ensure that we meet our legal obligations.
  • Where necessary for law enforcement functions.
  • To prevent and detect fraud and corruption in the use of public funds.
  • To process financial transactions including grants, payments and benefits involving the council, or where we are acting on behalf of other government bodies, e.g. Department for Work and Pensions.
  • Where necessary to protect individuals from harm or injury.
  • To allow the statistical analysis of data so we can plan the provision of services.

Information sharing

We may need to pass your information to other people and organisations that process information, or provide a service, on our behalf. These providers are obliged to keep your details securely, and use them only for the intended specific purpose.

We may share your information with partners of the Council where it helps to provide a public service. Partners will keep your details securely, and use them only for the intended specific purpose. 

We may disclose information within and to other partners of the Council where it is necessary, either to comply with a legal obligation, or where permitted under the Data Protection Act, e.g. where the disclosure is necessary for the purposes of the prevention and/or detection of crime.

We may disclose information when necessary to prevent risk of harm to an individual.

If we need to disclose sensitive or confidential information, we will do so only with your prior explicit consent or where we are legally required to.

For more information on Information Sharing please see our Information Sharing web-page.


Detect and prevent fraud or crime

The Council is required by law to protect the public funds it administers. We may use any of the information you provide to us for the prevention and detection of fraud. We may also share this information with other bodies that are responsible for auditing or administering public funds. This could include the Audit Commission, the Department for Work and Pensions, other local authorities, credit referencing, HM Revenue and Customs, and the Police.

In addition to undertaking our own data matching to identify errors and potential frauds, we are required to take part in national data matching exercises undertaken by the Audit Commission. For more information please see our National Fraud Initiative web-page.


How we protect your information

Our aim is not to be intrusive, and we won't ask irrelevant or unnecessary questions.

The information you provide will be subject to rigorous measures and procedures to make sure it can't be seen, accessed or disclosed to anyone who shouldn't see it.

We will not keep your information longer than it is needed or where the law states how long this should be kept.

We will dispose of paper records or delete any electronic personal information in a secure way.

For more information, please see our Information Charter web-page.