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Privacy Notice Policy - Data Protection Policy

Privacy Notice

How we use your personal information

This notice gives you information about the data we hold about you, how we use it, your rights in relation to it and the safeguards that are in place to protect it.

Isle of Anglesey County Council is registered as a data controller with the Information Commissioner’s Office. Full details of the registration are available at the ICO register of data controllers.

Purpose of processing

The Council will process your personal information because the processing is necessary for compliance with legislation, for example collection of Council Tax; and for us to carry out our official public function (for example waste management and care and support for adults and children). The information will not be used for purposes that are not compatible with why it is gathered in the first instance.

Legal basis of processing

The Council collects and uses your personal information because it has a legal duty or right to do so; or to perform a public interest task; or because you have given your consent. The legal term for this is called legal basis of processing.

If your special category data is processed, in addition to one of the above, processing will be necessary because at least one of the following shall also apply:

(a) The data subject has given explicit consent to the processing of those personal data for one or more specified purposes;

(b) To carry out the obligations and exercising specific rights of the controller or of the data subject in the field of employment, social security and social protection law;

(c) To protect the vital interests of the data subject or of another natural person where the data subject is physically or legally incapable of giving consent;

(d) Processing relates to personal data which are manifestly made public by the data subject;

(e) For the establishment, exercise or defence of legal claims or whenever courts are acting in their judicial capacity;

(f) Processing is necessary for reasons of substantial public interest;

(g) Processing is necessary for the purposes of preventative or occupational medicine, for the assessment of the working capacity of the employee, medical diagnosis, the provision of health or social care or treatment or the management of health or social care systems and services;

(h) For reasons of public interest in the area of public health, such as protecting against serious cross-border threats to health or ensuring high standards of quality and safety of health care and of medicinal products or medical devices;

(i) For archiving purposes in the public interest, scientific or historical research purposes or statistical purposes.

Sharing your Personal Data

The Council will collect and share information with public bodies that contains some personal data. Please note that the Council will collect and share data with the Auditor General for Wales’ (AGW’s) in connection with his audit work and studies. Data sharing will also take place pursuant to the duty at Section 33 of the Local Government (Wales) Measure 2009.

Where necessary and lawful, or when required by legal obligation, we may share information with:

Contractors, associates or representatives of the person whose personal data we are processing, current past and prospective employers, next of kin, healthcare, social and welfare organisations, educators and examining bodies, providers of goods and services, financial organisations, government agencies, debt collection and tracing agencies, service providers, local and central government, ombudsman and regulatory authorities, press and the media, professional advisers and consultants, courts and tribunals, trade unions, political organisations, professional advisers, credit reference agencies, professional bodies, survey and research organisations, police forces, housing associations and landlords, voluntary and charitable organisations, religious organisations, students and pupils including their relatives, guardians, carers or representatives, data processors, other police forces, regulatory bodies, courts, prisons, customs and excise, international law enforcement agencies and bodies, security companies, partner agencies, approved organisations and individuals working with the police, licensing authorities, healthcare professionals, law enforcement and prosecuting authorities, legal representatives, defence solicitors, police complaints authority, the disclosure and barring service (DBS).

We take part in the National Fraud Initiative as required by law to protect public funds. This is a data matching exercise to prevent and detect overpayments, errors and fraud.

The Council will not transfer your personal information outside the EU.

Retention Period

Isle of Anglesey County Council will process your personal data for the above purposes for no longer than necessary. Full details of our retention schedule can be given upon request.

Your Legal Rights

You have legal rights, and it is important that you know what they are.

You have the right to obtain confirmation that information about you is being used. The Council will provide confirmation if you ask for it.

You have the right to obtain a copy of your personal data. You will be provided with copies of your personal data within the statutory period of one month (or if providing your personal data is a complex matter, this will be done as soon as is reasonable within 3 months). Your personal data will be provided to you free of charge, however, if your request is deemed manifestly unfounded or excessive, a reasonable fee will be charged. You ask to obtain your personal data by contacting the Council’s Data Protection Officer.

You have the right to have information about you corrected. This is known as the right of rectification. You have the right to ask that your personal data is rectified if it is incorrect or incomplete. This will be done within 1 month, or if your request is complex, within 3 months.

The right to have personal data erased. You have a right to have personal data erased in specific circumstances:

• Where the personal data is no longer necessary in relation to the purpose for which it was originally collected/processed;

• If you withdraw your consent;

• When you object to the Council’s processing and there is no overriding legitimate interest for continuing the processing;

• If the personal data was unlawfully processed;

• When the personal data has to be erased in order to comply with a legal obligation; or

• When the personal data is processed in relation to the offer of information society services to a child, for example an “app” developed specifically for children.

The right to restrict processing. Where it is claimed that data is inaccurate or the right to erasure has been exercised you can require the Council to restrict processing until verification checks have been completed.

The right to object. In addition to the right to object to your information being used for direct marketing, you have the right to object to processing based on the performance of a task in the public interest/exercise of official authority (including profiling), and processing for purposes of scientific/historical research and statistics.

The right to withdraw your consent at any time. This means that if the Council uses your consent to process your personal data, you can withdraw it. This does not change the lawfulness of processing that happens before you withdraw consent.

Rights in relation to automated decision making. You have the right not to be subject to decisions based solely on automated processing, including profiling, which produces legal effects on you or affects you in a significant way.

How to contact us

Please contact our Data Protection Officer by email, post or telephone if you have any queries about this privacy policy or the information we hold about you. The Council’s Data Protection Officer (DPO) can be contacted by email: DPO@anglesey.gov.uk or SDD@ynysmon.gov.uk We hope that our DPO can resolve any query or concern you may raise about our use of your personal information. The General Data Protection Regulation also gives you the right to lodge a complaint with a supervisory authority where you work, normally live or where any alleged infringement of data protection laws occurred. The supervisory authority in the UK is the Information Commissioner who may be contacted at https://ico.org.uk/concerns

Information Commissioner’s Office,
Wycliffe House
Water Lane
Wilmslow
Cheshire SK9 5AF

Email: casework@ico.gsi.gov.uk

Telephone: 0303 123 1113.

This Privacy Notice was published on 1 May 2018.
Version 1.0
Date 01.05.2018

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