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What is personal Data?

Under the Data Protection Act 1998, Personal Data is defined as data that relates to a living individual who can be identified:

a) from those data, or

b) from those data and other information which is in the possession of, or likely to come into the possession of, the data controller and including 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 basis details such as name, address, telephone number, and date of birth.

Sensitive Personal Data

Certain data are classified under the Act as ‘sensitive personal data’, for example: • Racial or ethnic origin • Religious or other beliefs of a similar nature • Physical or mental health or condition • Offences (including alleged offences)

Where we are asking you for sensitive personal data, we will always tell you why and how the information will be used.

Why does the Council need to collect and store personal data?

For some of our services, we need to collect personal data so we can get in touch, or provide the service. For example, we can’t come to your house if we don’t know your address. We always try to make sure the information we collect is correct and isn’t and invasion of your privacy. We may pass your personal data onto the people who provide the service. Theses providers are obliged to keep your details securely, and use them only to fulfil your request. Once your request has been dealt with or the case has been closed, they will dispose of the details. If we wish to pass your sensitive personal data onto a third party, we will only do so once we have obtained your consent unless we are legally required to do so.

How the Council uses your information

The Council will process (that means collect, store and use) the information you provide in a manner that is compatible with the Data Protection Act. We will endeavour to keep your information accurate and up to date and not keep it for longer than is necessary. In some instances the law sets the length of time information has to be kept, but in most cases the Council will use its discretion to ensure that we do not keep records outside of our normal business requirements – I.e. providing a service to you.

Our aim is not to be intrusive, and we won’t ask irrelevant or unnecessary questions. Moreover, the information you provide will be subject to rigorous measures and procedures to make sure it can’t be seen, accessed or disclosed to anyone who shouldn’t see it.

Using your personal Data

We will use the information you provide for the following purposes:

• Regulatory, Licensing and Enforcement functions, 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 (excluding Council Tax information) at its disposal to protect public funds.

• Where you have agreed for the purpose of consulting, informing and gauging your opinion about our products and services.

• To ensure the Council meets its statutory obligation, including those related to diversity and equal opportunity.

Sharing information with other partner agencies

The Council will work with other Council’s and partner agencies such as the Police, the voluntary services and health services in order to preserve life, reduce incidents, reduce crime and disorder and improve health. To achieve these aims, the Council may need to share your personal and sensitive information with other Council’s and partner agencies.

The sharing of sensitive personal data where your consent has not been directly secured will only occur where the Data Protection Act allow this.

Access to information – Data Protection and You

The Council’s Data Protection Policy is available to view via the Council’s website at www.southwark.gov.uk

Under the Data Protection Act 1998, you can make a formal request for the following information: •Clarification that your personal data is being processed by the Council •A description and copy of such personal data •The reasons why such data is being processed •Details of to whom they are or may be disclosed