Information requests privacy notice

Who do you keep information about?

We keep information about people who make requests for information or exercise their rights under the following:

1. Freedom of Information Act 2000 (FOIA)
2. Environmental Information Regulations 2004 (EIR)
3. Chapter III of the General Data Protection Regulations (GDPR)

Why do you keep information about me?

The purpose of the processing of this personal data is to respond to those requests made under FOIA and EIR and to assist data subjects in exercising their rights under the GDPR.

The GDPR condition we are relying on to process your information when responding to a FOI or EIR request is ‘processing is necessary for compliance with a legal obligation’.  These obligation is detailed in the FOIA and the EIR.

The GDPR conditions we are relying on to process your information when responding to a request to access your personal data under the GDPR is ‘processing is necessary for compliance with a legal obligation’ and ‘Processing is necessary for reasons of substantial public interest on the basis of Union or Member State law which is proportionate to the aim pursued and which contains appropriate safeguards.’  This legal obligation is detailed in Chapter III of the General Data Protection Regulations (GDPR).

Who can see my information?

The Complaints and Information Governance Team and those staff who are asked to assist in responding can see your information.  In certain case where we are required to consult with a third party, for example, the NHS, the Police or another partner organisation we will share your information with them.  Also in some cases where we are considering an exemption or exception under the FOIA or the EIR we may need to share your information with a company with whom the Council is doing business.  Should you make a complaint to the Information Commissioner’s Office (ICO) we will share your information with them and the Council’s Monitoring Officer.

How do you store the information you keep about me?

We will keep an electronic file containing your request, e-mails between services, records of telephone calls about your request and, finally, the response letter.

We will scan any letters that you send in and save them in the electronic file. We will dispose of the original letter in the confidential waste.

We will scan any paper files that we use to respond to you and save them in the electronic file. If the file is an original we will send it back to the service once we are finished with it. If the file is a copy we will dispose of it in the confidential waste.

We will keep the electronic files for three years and then dispose of them.

Is my information transferred to a third country or international organisation?

Your information will not be transferred to a third country or international organisation.

How long do you keep information about me?

Three years, however, there may be times we are required to hold your information for longer or where for technical reasons we are unable to dispose of your information in accordance with the timescale set.

Is my information used to make an automated decision about me and/or for profiling purposes?

No.

What sort of information do you keep?

We may use the following information about you to make sure that we provide you with the right service, advice or support. 

Personal data:

• Name
• Identification number
• Location data
• One or more factors specific to the:-
  • physical
  • physiological
  • genetic
  • mental
  • economic
  • cultural
  • social identity of that natural person.

Special categories of personal data:

• Racial or ethnic origin
• Political opinions
• Religious or philosophical beliefs
• Trade union membership
• Data concerning health
• Data concerning a natural person’s sex life or sexual orientation.