Data protection legislation, ie the General Data Protection Regulation (GDPR) and the Data Protection Act 2018 sets rules for processing personal information and applies to some paper records as well as those held on computers.
Data Protection in Practice
The Data Protection Act applies to 'personal data' that is, data about identifiable living individuals. Those who decide how and why personal data is 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.
Stafford Borough Council now operates shared service arrangements with Cannock Chase District Council for some of its functions. In these cases personal data may be passed to authorised employees of Cannock Chase District 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.
Your rights as a data subject can be found on our Privacy Notices page.
Privacy Notices (Fair Processing Notices)
Stafford Borough 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 exactly 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 the privacy notices. 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 well-being 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 well-being the council may need to share your personal and sensitive information with other councils and partner agencies.
The Council reviews and updates Privacy Notices from time to time, and the updated documents are included on this web site.
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
- Personal information shall be processed lawfully, fairly and in a transparent manner.
- Personal information shall be collected for specified, explicit and legitimate purposes and not further processed in a manner that is incompatible with those purposes.
- Personal information shall be adequate, relevant, and limited to what is necessary
- Personal information shall be accurate and, where necessary, kept up-to-date
- Personal information shall be retained only for as long as necessary.
- 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 Stafford Borough 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 the Data Protection Act and in particular aims to comply with the principles stated above. Stafford Borough 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 as long as the time periods set out in the Council’s Retention Schedule 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.