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Privacy Policy
Who we are
Suffolk County Council resides at Suffolk County Council, Suffolk County Council, Endeavour House, 8 Russell Road, Ipswich, IP1 2BX
The Privacy Policy
General information
Suffolk County Council (the council) collects and uses personal data to
provide and manage services.
The processing of personal data is governed by the UK General Data
Protection Regulation (UK GDPR) and the Data Protection Act 2018 (DPA 2018),
collectively referred to as data protection law.
This privacy notice explains how the council uses information about you
when you contact us or use our services, and how we protect your privacy.
Suffolk County Council may change this policy from time to time. This policy is
effective from 20/11/2023.
There are a range of security controls in place to safeguard the
personal data we process, including:
- Encryption of data (and other methods to make personal data not identifiable as it is shared and stored
- Controls on access by personnel
- audit and adequate training
The council is the controller for the personal information that is being
processed and is registered as a fee payer, with the Information Commissioner’s
Office. The council’s registration number is Z5113825.
If you have any queries about how the council is collecting or using
your personal data, the council’s Data Protection Officer can be contacted at:
Endeavour House,
8 Russell Road, Ipswich, IP1 2BX
Email: data.protection@suffolk.gov.uk
Types of information we use.
We work with many types of data to be able to promote and support Behaviour
Change in Suffolk. This includes processing:
1. Identifiable
data: containing personal data that can identify individuals.
2. Pseudonymised
data: this contains information about individuals but with the identifiable
details replaced with a unique code.
3. Anonymised
data: this information about individuals has had all identifying details
removed.
4. Aggregated
data: this is when all anonymised information has been grouped together so
that it doesn’t identify individuals.
The types of personal data that
we process and where it comes from.
We may collect the
following types of personal data from you when you contact GHI Directorate
directly or visit our website:
- Name, address
- Contact details including phone number and email address
- Unique client reference number, NHS number, date of birth,
- Gender, sexual orientation, Marriage or Civil Partnership, pregnancy and maternity
- Ethnicity, race, religion or belief
- Details about any issue you are wishing to raise
- Health data, where it is applicable to a planning application, social prescribing or to home/school transport, for example: GP practice
- Emergency contact information
- Financial personal data and contributions to purchases
- Audio recordings of live streaming events, for example, public events ran by GHI
- Google analytics usage data
We collect information from members of the public, contractors, and
employees from other organisations, whenever they may use our services.
Website Data Collection
Service Use
We log usage data when you visit our website via Google
Analytics. Google Analytics is an application that allows us to track how many
times you visit the site, where you go when you are on our site and where you
leave our site. It also tracks technical information like what Internet
Browsers you use and what device you are using to visit our site.
Cookies
As further described in our Cookie Policy, we use cookies to
recognise you and/or your device(s) on, off and across different Services and
devices. We also allow some others to use cookies as described in our Cookie
Policy. You can control cookies through your browser settings and other tools.
Device and Location
When you visit or leave our Services (including our plugins
or cookies or similar technology on the sites of others), we receive the URL of
both the site you came from and the one you go to next. We also get information
about your IP address, proxy server, operating system, web browser and add-ons,
device identifier and features, and/or ISP or your mobile carrier.
Why do we process your personal data?
Our reasons
for using personal information include:
- Delivery of services and support to you
- Managing and development of our services
- Running consultations
- Determining risks and implementing measures to reduce those risks.
- Training workers
- Investigating complaints about our services
- Monitoring and protecting public spending.
- Monitoring the quality of our services to ensure they are delivered in the most efficient and effective way.
- Helping us to improve and plan new services.
- Complying with laws that require us to provide personal information to other organisations, such as health organisations and courts.
- Enable communication with user groups/landowners/contractors/volunteers.
- Dealing with third party claims for damage/injury caused by or claims for damage to council or highway assets.
- For security purposes or to investigate possible fraud or other violations of our User Agreement or this Privacy Policy and/or attempts to harm our members or visitors.
We will never publish personal information that identifies
individuals, in order to protect the identities of individuals.
We do not use data for the purpose of automated decision making,
such as profiling.
This information is used to produce data and intelligence about
the health and service needs of Suffolk residents.
1. Personal data
Under data protection law, GHI Directorate can only process your
personal data if it is lawful to do so. Please see the details below of the
lawful bases that we rely on for processing different types of personal data.
For processing personal data, we rely on the following lawful basis(es):
- UK GDPR Article 6(1)(a) – where you have provided consent for us to process your information for a specific purpose.
- UK GDPR Article 6(1)(b) – where processing is necessary for us to fulfil a contract that we have with you.
- UK GDPR Article 6(1)(e) – where processing is necessary for us to perform a task which is in the public interest (public task)
- UK GDPR Article 6(1)(f) – where processing is necessary to meet our legitimate interests which are not part of our public function.
2. Special category data
When we process special category data, we rely on the following
additional lawful basis(es):
- UK GDPR Article 9(2)(a) – where you have provided us with explicit consent to process your information for a specific purpose.
- UK GDPR Article 9(2)(b) – where processing is necessary for reasons involving employment, social security, and social protection.
- UK GDPR Article 9(2)(f) – where processing is necessary to establish, carry out or defend legal claims.
- UK GDPR Article 9(2)(g) – where processing is necessary for reasons of substantial public interest, specifically:
1. for
statutory and government purposes (Schedule 1, Part 2, section 6, DPA 2018)
2. for the
safeguarding of children and of individuals at risk (Schedule 1, Part 2,
section 18, DPA 2018)
- UK GDPR Article 9(2)(j) – where processing is necessary for archiving, research or statistical purposes that are in the public interest (Schedule 1, Part 1, section 4, DPA 2018).
In addition to the lawful bases that we have identified under “Personal
data” above, we process criminal offence data under the following condition(s)
of Schedule 1 of the DPA 2018:
- Where processing is necessary to carry out specific obligations or exercise rights relating to employment, social security, and social protection (Schedule 1, Part 1, section 1, DPA 2018)
- Where processing is necessary for statutory and government purposes (Schedule 1, Part 2, section 6, DPA 2018)
- Where processing is necessary for the administration of justice and for parliamentary purposes (Schedule 1, Part 2, section 7, DPA 2018)
- Where processing is necessary for the safeguarding of children and of individuals at risk (Schedule 1, Part 2, section 18, DPA 2018).
Legitimate interests
GHI
Directorate relies on legitimate interests as a lawful basis for processing
your personal data. The legitimate interest basis under the UK GDPR allows GHI
Directorate to process personal data in ways that you would reasonably expect
and that have a minimal impact on you, or where there is a justified reason for
processing your data.
Right to withdraw consent
Where we
rely on consent to process your personal and special category data, you have
the right to withdraw that consent at any time.
If you would like to withdraw your consent at any time, please
contact: customer.services@suffolk.gov.uk
Sharing your information
Within GHI
we may share your personal data to carry out our statutory duties and other
services. Information will be shared with the following recipients:
1. Other government or local authorities within Suffolk, including districts, borough, town and
parish councils.
2. County councillors and other elected representatives
3. Our contractors and their supply chain who assist the council to deliver services,
for example but not excluded to highways, waste, or passenger transport
services.
4. Suffolk police
5. The Planning Inspectorate
Communications
We will contact you via email,
telephone and post, we will send you messages about the availability of our
Services, security, or other service-related issues. We also send messages
about how to use the Services, network updates, reminders, and promotional
messages from us and our partners. You may change your communication
preferences at any time by contacting us or by visiting one of our emails and
using the unsubscribe function at any time. Please be aware that you cannot
opt-out of receiving service messages from us.
How is my data kept safe and
secure?
All the data we process, and hold is kept safely and securely within our
IT systems.
We collect personal information and obtain it from other sources. All
data will be held in line with the retention schedules of the organisations
sharing data with Suffolk County Council. These retention schedules determine
the length of time data will be kept.
Whether we intend to transfer your information to another country
We do not
transfer any personal data to any countries or international organisations
outside of the EU, the EEA (European Economic Area), or any other country that
does not have an equivalent level of data protection to the UK.
How long we keep your information.
GHI
Directorate keep personal data for as long as it is needed it to fulfil the
purpose that it was collected for, and in line with any statutory or locally
determined retention periods.
At the end of its retention period, information will be reviewed and
destroyed securely, or archived.
Automated decision-making and profiling
GHI
Directorate does not use automated decision-making processes and/or profiling
in respect of your information.
Your rights under data protection law
Under data protection law, you have the right to request access to the
information that we hold about you. If you would like to make a request to
access your personal information, please contact data.protection@suffolk.gov.uk or by
post, to:
Data
Protection Team,
Endeavour
House,
8 Russell Road, Ipswich,
IP1 2BX
If you wish to make your request verbally, call the Data Protection Team
on 01473 265352.
Your right to independent advice
If you
would like independent advice on this privacy notice or other matters about how
Suffolk County Council processes your personal data, including how to make a
complaint, you can contact the Information Commissioner's Office at:
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Telephone: 0303 123 1113
Email: casework@ico.org.uk
Further information
You can
read Suffolk County Council’s Privacy
If you would like further information, or if you have any other queries
about privacy notice or how GHI process your personal data, please contact:
Email: customer.services@suffolk.gov.uk
Telephone: 0345 606 6067 or 0345 606 6171
GHI Directorate, Suffolk County Council, Endeavour House, Ipswich IP1
2BX