Civil contingencies unit (CCU) privacy notice

Who do you keep information about?

We keep information about Volunteers, Council and Partner Emergency Response Organisation Staff and members of the public involved in an emergency.

Why do you keep information about me?

We keep information about you as it enables the Local Authority to fulfil its Emergency Planning functions under the Civil Contingencies Act 2004.

The UK GDPR conditions we are relying on to process your personal data are:

  • Processing is necessary to protect the vital interests of a data subject or another person; and
  • Processing is necessary for compliance with a legal obligation.

The law underpinning this work is section 6 of the Civil Contingencies Act 2004 and under Contingency Planning Regulations.

Who can see my information?

Only staff within the CCU can see your data. In the case of an emergency we may share your information with other category 1 and 2 responders, for example, the Police, Fire Brigade, NHS and other Local Authority Services.

How do you store the information you keep about me?

We make paper records while dealing with an emergency situation.

These are subsequently stored electronically and all paper records securely disposed of.

All electronic records are stored securely on the Council’s servers.

How long do you keep information about me?

We keep the majority of records for seven years with the exception of major indecent reports which we retain indefinitely.

This information is destroyed securely when we no longer need it.

How did the Council get my personal data?

In addition we receive from you we may receive information from other category 1 and 2 responders, for example, the Police, Fire Brigade, NHS and other Local Authority Services.

In cases where your personal data was obtained from a source other than yourself or your representative, we will inform you of the origin of the information within 1 month, unless that information is being used to contact you, in which case, that information should be provided to you at the latest, upon first communication with you.

However, it is not necessary to provide that information in cases where you already possess the information, where recording or disclosure is expressly laid down in law or where provision of the information proves impossible or would involve disproportionate effort.

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.

We will only use the minimum amount of information necessary to do so and will take every reasonable step to ensure the information is accurate.

Personal data:

  • Name
  • Address
  • Phone number
  • Email

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