Introduction
The growth in the use of personal data has many benefits both, for society, like helping to fight crime and for the individual, like better medical care. However, whenever personal data are collected and used, people's lives can be adversely affected if something goes wrong. For example, if details are not entered correctly people can be unjustly refused credit, benefits, housing, or even a job. If data are not kept securely, people's privacy can be affected. It is vital that those who collect and use personal data maintain the confidence of those who are asked to provide it by complying with the requirements of Data Protection legislation.
Data protection legislation, ie the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018 set rules for processing personal information and applies to some paper records as well as those held on computers.
Data Protection in practice
Data Protection legislation applies to 'personal data' that is, data about identifiable living individuals. Those who decide how and why personal data are processed (data controllers), must comply with the rules of good information handling, known as the data protection principles, and the other requirements of the Data Protection Act.
Cannock Chase Council now operates shared service arrangements with Stafford Borough Council for some of its functions. In these cases personal data may be passed to authorised employees of Stafford Borough Council for the purposes of carrying out those functions only. It will not be used for any other purpose except as authorised by law.
Data protection ensures that information held about you is processed in accordance with the rights provided under data protection legislation. This safeguards and prohibits any non-compliant or unauthorised processing.
You rights
Your rights as a data subject can be found on our Privacy Notices page.
Privacy Notices (Fair Processing Notices)
Cannock Chase Council is committed to compliance with Data Protection legislation. Keeping your personal information accurate and secure is a vital part of providing efficient services to you.
Privacy Notices tell you exectly how we will handle your personal data. They include such elements as what we will use your data for, who we may share it with, the legal basis for keeping the data and how to contact us.
The council will only use the information it holds about you for the purpose you provided it except in the circumstances outlined in this notice. It will also only collect the minimum information necessary to fulfil that purpose.
When you provide information please be aware that the council is required to share your information, on occasion, between different sections of the council. Where required it may also be shared with other agencies to help reduce crime or investigate fraud. An example of this is in reducing Housing Benefit fraud and involves the council sharing /comparing data from other departments to ensure that claimants are not claiming illegally.
The council also works with other councils and community organisations and sometimes needs to share information with them in order to deliver your services. However, the council will not supply these organisations with your information unless it is satisfied that equal measures are in place to protect the information from unauthorised access. The council will also not supply your information to any organisation for marketing purposes without your prior consent.
The council has a responsibility to promote social wellbeing and works in partnership with other councils and agencies such as the Police, Fire and Rescue Service, the voluntary services and the Health Service in order to preserve life, reduce accidents, reduce crime and disorder and improve health.
To promote this social wellbeing the council may need to share your personal and sensitive information with other councils and partner agencies.
More on Customer Services Database - Fair Processing Notice
What is Personal Data?
Personal Data is information that relates to a living individual who can be identified either:
- from the information
- from the information combined with any other information which is already in the possession of, or likely to come into the possession of, the person or organisation holding information
The information includes any expression of opinion about the individual, and any indication of the intentions of the data controller or any other person in respect of the individual. Personal data will therefore cover basic details such as name, address, date of birth and telephone numbers.
The council must always comply with the Principles of Data Protection when handling your personal information.
The six general principles under the new GDPR legislation are:
1. Personal information shall be processed lawfully, fairly and in a transparent manner.
2. Personal information shall be collected for specified, explicit and legitimate purposes and not further processed in a manner that is incompatible with those purposes.
3. Personal information shall be adequate, relevant, and limited to what is necessary
4. Personal information shall be accurate and, where necessary, kept up-to-date
5. Personal information shall be retained only for as long as necessary.
6. Personal information shall be processed in an appropriate manner to maintain security.
Why does the council collect and retain Personal Data?
In order to provide you with efficient and effective services Cannock Chase Council needs to collect personal data. The council may also need to share your personal data with other service providers who are contracted to carry out services on their behalf. These providers are obliged to keep your personal details secure and use them only to fulfil your service request. The council will process the information you provide in a manner that is compatible with Data Protection Legislation and in particular aims to comply with the principles stated above. Cannock Chase Council will use information about you for the provision of services and specifically for the following:-
- for all law enforcement, regulation and licensing, criminal prosecutions and court proceedings which the council is obliged to undertake
- all financial transactions to and from the council including payments, grants and benefits; where monies are due or outstanding the council reserves the right to use all the available information at its disposal to protect public funds
Your information will only be held in accordance with our date and will be disposed of in a secure manner when no longer needed. The periods for retention of information are specified in the council’s Retention Schedule.
Information Manager
Cannock Chase Council
email: infomanager@cannockchasedc.gov.uk
- Your right to access your information
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Data Protection legislation allows individuals to find out what information is held about themselves on computer and some paper records. This is known as the right of subject access or "Subject Access Request".
You can request copies of information held on you from Cannock Chase Council.
We will respond to your request for information within 1 Month, please note the time period starts from the point at which we obtain all necessary information to allow us to process your request.
When you collect your information you will be asked to provide proof of identity. This should take the form of a passport or photo driving licence. Other forms of identity may be accepted by prior arrangement with the Data Protection Officer.
Usually there is no fee for a request. Where the request is manifestly unfounded or excessive we may charge a reasonable fee for the administrative costs of complying with the request. We may also charge a fee if you require further copies of your data following a previous request. The fee will be based on the administrative costs of providing further copies.
Cannock Chase Council will be the data controller in relation to your request. We will use the data supplied in this form only to process your request. We will share this request with other departments where necessary and will not otherwise share the information with anyone except where the law allows or requires us to do so. To view our full privacy notices please visit www.cannockchasedc.gov.uk/privacynotice .
For any advice or assistance please contact infomanager@cannockchasedc.gov.uk or call 01543 462621 and ask to speak to the Information Manager.
When Making a request
1. please ensure you supply any information needed for us to identify you such as:
• Name
• Address
• Any reference numbers which may be of help.2. Please also outline the information you require, such as “Council Tax records relating to my single person discount application”
Requests can be made
1. By emailing
infomanager@cannockchasedc.gov.uk2. By post at
Information Manager
Cannock Chase Council
Civic Centre
Beecroft Road
Cannock
WS11 1BGPlease note we are no longer supplying footage of traffic collisions or damage on car parks to individuals unless the request is received via an insurance claim. We are also able to release footage to the Police if a request is received via them as part of an investigation.
Subject Access Request Form .pdf (1.46 MB)