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Privacy Notice Policy - Data Protection Act

How we use your information

This privacy Notice tells you what to expect when the Isle of Anglesey County Council (IOACC) collects your personal information. The Privacy Notice applies to information we collect about:

  • visitors to our websites
  • complainants and other individuals in relation to a data protection or freedom of information complaint or enquiry
  • people who use our services, e.g. who subscribe to our newsletter or request a publication from us
  • people who notify under the Data Protection Act
  • job applicants and our current and former employees

When someone visits http://www.anglesey.gov.uk/ we collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site. We collect this information in a way which does not identify anyone. We do not make any attempt to find out the identities of those visiting our website. We will not associate any data gathered from this site with any personally identifying information from any source. If we do want to collect personally identifiable information through our website, we will be up front about this. We will make it clear when we collect personal information and will explain what we intend to do with it.

We hold some information we collect from you on a cloud based server, within the European Union, in accordance with the Data Protection Act 1998

Use of cookies by the IOACC

You can read more about how we use cookies on our Cookies page.

Search engine

Our website search and decision notice search is powered by SOLR. Search queries and results are logged anonymously to help us improve our website and search functionality. No user-specific data is collected by either IOACC or any third party.

On-line Surveys

On occasion, the Council may use a third party website such as Survey Monkey to consult the views of citizens – when this happens we will only collect anonymised information; no personally identifiable information will be collected or stored.

People who call our helpline

When you call the Council, we record your telephone number, the date, time and duration of your call. This information is used to monitor service performance in responding to enquiries and is destroyed after 12 months. On occasion, the Council may record your telephone call – this will only take place for training and monitoring purposes or in the event that our staff are subject to abuse. In all cases we will provide you with prior notice of our intention to record the call.

The Council also collects Calling Line Identification (CLI) information which we use to help improve its efficiency and effectiveness.

People who email us

The Council is part of the PSN network. Any email sent to us, including any attachments, may be monitored to ensure compliance with the Council policy. Email monitoring or blocking software may also be used. Please be aware that you have a responsibility to ensure that any email you send to us is within the bounds of the law.

People who make a complaint to us

When we receive a complaint from a person we make up a file containing the details of the complaint. This normally contains the identity of the complainant and any other individuals involved in the complaint.

We will only use the personal information we collect to process the complaint and to check on the level of service we provide. We do compile and publish statistics showing information like the number of complaints we receive, but not in a form which identifies anyone.

We usually have to disclose the complainant’s identity to whoever the complaint is about. This is inevitable where, for example, the accuracy of a person’s record is in dispute. If a complainant doesn’t want information identifying him or her to be disclosed, we will try to respect that. However, it may not be possible to handle a complaint on an anonymous basis.

We will keep personal information contained in complaint files in line with our retention policy. This means that information relating to a complaint will be retained for two years from closure. It will be retained in a secure environment and access to it will be restricted according to the ‘need to know’ principle.

Similarly, where enquiries are submitted to us we will only use the information supplied to us to deal with the enquiry and any subsequent issues and to check on the level of service we provide.

People who use IOACC services

The IOACC offers a variety of services to the public. We hold the details of individuals who have requested a service from the Council in order to provide that service. We only use the information we hold to comply with our statutory duties. For example, we might use information about people who have requested a publication, to carry out a survey to find out if they are happy with the level of service they received. When people do subscribe to our services, they can cancel their subscription at any time and are given an easy way of doing this.

Job applicants, current and former IOACC employees

When individuals apply to work at IOACC, we will only use the information they supply to us to process their application and to monitor recruitment statistics. Where we want to disclose information to a third party, for example where we want to take up a reference or obtain a ‘disclosure’ from the Disclosure and Barring Service we will not do so without informing them beforehand unless the disclosure is required by law.

Personal information about unsuccessful candidates will be held for 6 months after the recruitment exercise has been completed, it will then be destroyed or deleted. We may retain de-personalised statistical information about applicants to help inform our recruitment activities, but no individuals are identifiable from that data.

Once a person has taken up employment with the IOACC, we will compile a file relating to their employment. The information contained in this will be kept secure and will only be used for purposes directly relevant to that person’s employment. Once their employment with IOACC has ended, we will retain the file in accordance with the requirements of our retention schedule and then delete it.

Your rights

You have the right to ask us not to process your personal data for marketing purposes. We will always inform you (before collecting your data) if we intend to use your data for such purposes or if we intend to disclose your information to any third party for such purposes. You can exercise your right to prevent such processing by checking certain boxes on the forms we use to collect your data.  You can also exercise the right at any time by contacting us at legalpolicy@anglesey.gov.uk

Our website may, from time to time, contain links to and from the websites of our partner networks, advertisers and affiliates.  If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies.  Please check these policies before you submit any personal data to these websites.

Access to personal information

IOACC tries to be as open as it can be in terms of giving people access to their personal information. Individuals can find out if we hold any personal information by making a ‘subject access request’ under the Data Protection Act 1998. If we do hold information about you we will:

  • give you a description of it;
  • tell you why we are holding it;
  • tell you who it could be disclosed to; and
  • let you have a copy of the information in an intelligible form.

The Act gives you the right to access information held about you. Your right of access can be exercised in accordance with the Act. Any subject access request must be in writing and may be subject to a fee of £10 to meet our costs in providing you with details of the information we hold about you.

If we do hold information about you, you can ask us to correct any mistakes by, once again, contacting the Corporate Information Officer.

Changes to our privacy policy

Any changes we may make to our Privacy Notice Policy in the future will be posted on this page and, where appropriate, notified to you by e-mail. Please check back frequently to see any updates or changes to our privacy policy. This policy was last updated in March 2014.

Disclosure of personal information

In many circumstances we will not disclose your personal data without consent. However, when we investigate a complaint, for example, we will need to share personal information with colleagues. Further, from time to time, IOACC is obliged by law to disclose personal information that it holds for example to the Revenue and Customs, the Police, the Health Services and other Agencies.

Links to other websites

This Privacy Notice does not cover the links within this website linking to other websites. We encourage you to read the privacy statements on the other websites you visit.

How to contact us

If you want to request information about our privacy policy you can email us or write to: The Corporate Information Officer, Legal Section, Isle of Anglesey County Council, Council Offices, Llangefni, LL77 7TW. E-mail legalpolicy@anglesey.gov.uk

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Mae'r dudalen yma a'r dogfennau cysylltiedig ar gael yn y Gymraeg. Defnyddiwch y ddolen "Cymraeg" ar ochr dde'r bar uchaf.

Last update: 2 October 2014 Give feedback on this page
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