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Rochdale Borough Council privacy notice

​​​​​​​​Rochdale Borough Council is registered as a 'data controller' under the Data Protection Act. The council collect, hold and process a considerable amount of information, including persona​​l information about the customers it serves, to allow it to provide services effectively. These services include, amongst others, providing schools and educational facilities within the city; providing care and support for vulnerable individuals and their families; maintaining and improving the environment of the borough and protecting citizens generally.

This information is important and the council is responsible to customers for the information it holds about them. As such, it takes its responsibilities seriously and ensures that any personal information it collects and uses is done proportionately, correctly and safely.

For information about what personal data is, please see the Information Commissioner's Office

Your rights

You have the right to request that the council cease processing your personal data in relation to any council service. Where possible, the council will seek to comply with your request but there may be some situations where it will not legally be able to do this. However, ceasing to process this data may cause delays or hinder the council's ability to provide services to you.

You are legally entitled to request access to and receive a copy of any information that we hold about you. The council will seek to comply with your request but there may be some situations where it will not be able to do this in full, for example where information held was given in confidence.

For further information about either requesting access to your personal data or to cease processing personal data please contact the council's Corporate Information Governance Unit.

The council tries to ensure that any personal data it holds about you is correct but there may be situations where the information it holds is no longer accurate. If this is the case, please contact the department holding the information so that any errors can be investigated and corrected.

We may monitor and record electronic transactions (website, email and telephone conversations). This will be used, for example, to prevent or detect a crime, or investigate or detect the unauthorised use of the telecommunications system and only as permitted by the Telecommunications (Lawful Business Practice) (Interception of Communications) Regulations 2000.

We've installed CCTV systems in some of our locations used by members of the public, for the purposes of public and staff safety, and crime prevention and detection. In all locations, signs are displayed notifying you that CCTV is in operation and providing details of who to contact for further information about the scheme.

We'll only disclose CCTV images to others who intend to use the images for these purposes. CCTV images will not be released to the media for entertainment purposes or placed on the internet. Images captured by CCTV will not be kept for longer than necessary. However, on occasions there may be a need to keep images for longer, for example where a crime is being investigated. You have the right to see CCTV images of yourself and be provided with a copy of the images. 

How will the council process information they collect about me?

We'll use your personal data for a limited number of purposes within the rules set out in the Data Protection Act 1998. We will process personal data:

  • For the purpose for which you provided the information and to monitor the council's performance in responding to your request. 
  • To allow the council to be able to communicate and provide services appropriate to your needs.
  • To contact you by post, email or telephone to update you with any additional information or reminders.
  • To ensure that the council meets its legal requirements, including obligations imposed under the Race Relations Act and Health and Safety Acts.
  • For law enforcement where the council is legally obliged to undertake such processing, for example licensing, planning enforcement, trading standards and food safety.
  • To process financial transactions including grants, payments and benefits involving the council or where the council is acting on behalf of other government bodies, for example the Department for Works and Pensions. 
  • Where you have consented to the processing.
  • Where necessary to protect individuals from harm or injury.
  • Where otherwise permitted under the Data Protection Act 1998. For further information on the Data Protection Act refer to the Information Commissioner's Office
  • The council may also use and publish your personal data, after it has been anonymised, to allow the statistical analysis of data to allow the council to effective target and plan the provision of services.

At no time will your information be passed to organisations external to the council for marketing or sales purposes.

Using your personal data

The council in deciding what personal data to collect, hold and use, the council is committed to ensuring that it will:

  • Recognise that any personal data handled by the council is held on behalf of that person and that we ensure we respect that responsibility.
  • Adopt and maintain high standards in respect of the handling and use of that personal data.
  • Only collect, hold and use personal data where it is necessary and proportionate to do so.
  • Securely delete any personal data when no longer needed.
  • Keep your personal data safe and secure.
  • Consider and address the privacy risks first when planning to use or hold personal information in new ways, such as when introducing new systems.
  • Be open with individuals about how we use their information and who we give it to.
  • Make it easy for individuals to access and correct their personal information.
  • Ensure that there are effective safeguards and systems in place to make sure personal information is kept securely and does not fall into the wrong hands.
  • Provide training to staff who handle personal information and treat it as a disciplinary matter if they misuse or don't look after personal information properly.
  • Put appropriate financial and human resources into looking after personal information to make sure we can live up to our promises

The council may disclose personal data to third parties, but only where it is necessary, either to comply with a legal obligation, or where permitted under the Data Protection Act, for example where the disclosure is necessary to allow a third party working for or on behalf of the council to provide a service.

The council will strive to ensure that any personal data in its care will be kept safe and that where your information is disclosed to a third party, the council will seek to ensure that the third party has sufficient systems and procedures in place to prevent the loss of personal data.

Where the council seeks to disclose sensitive personal data, such as medical details, to third parties, we will do so only with your prior express consent or where we are legally required to do.

Cookies

Details about how we deal with information from users of this website are included in our Terms and conditions. This includes information on the use of cookies.

Detect and prevent crime and fraud and data matching

The council is required by law to protect the public funds it administers. We process and share the information provided to us to prevent and/or detect potential fraud and crime, by both conducting our own data matching as well as sharing this information with other public bodies, such as the Department for Work and Pensions, other Local Authorities, HM Revenues and Customs, the Police, as well as utility companies, credit reference agencies and service providers and contractors and/or partner bodies, where the disclosure of such information is either:

a) Necessary for the purposes of the prevention and/or detection of crime; and/or,
b) Is otherwise necessary to comply with any other legal obligation.

Data matching involves comparing computer records held by one body against other computer records held by the same or another body to see how far they match. This is usually personal information. The council undertakes data matching, where necessary, for a number of purposes, to comply with legal requirements placed on the council. These include:

  • Detecting and preventing crime and fraud.
  • Assisting in emergency response management.

The Cabinet Office currently requires local authorities to participate in a data matching exercise to assist in the prevention and/or detection of fraud. We are legally required to provide particular sets of data to the Cabinet Office for matching for each exercise, and these are set out in Taking part in the National Fr​aud Initiative The use of data by the Cabinet Office in a data matching exercise is carried out with statutory authority under its powers in Part 6 of the Local Audit and Accountability Act 2014; it does not require the consent of the individuals concerned under the Data Protection Act 1998. Data matching by the Cabinet Office is subject to the code of data matching practice for the National Fraud Initiative​

Changes to the Privacy Notice

We will continually review and update this privacy notice to reflect changes in our services and feedback from service users, as well as to comply with changes in the law. When such changes occur, we will revise the "last updated" date at the top of this notice.

Further information

The council will comply with the legal requirements set out by the Data Protection Act 1998 in relation to the collection, holding and processing of personal data. If you would like to know more or have any concerns about how your information is being processed please contact the Information Protection and Assurance Unit. We may be able to provide this information in a different format.

If you require general information about the data protection act, information is available on the Information Commissioner's Office

(Last updated January 2017).

Related pages

Contact

01706 925505

Information Governance Unit
Number One Riverside
Smith Street
Rochdale OL16 1XU ​