Community Services Privacy Notice
Gloucestershire County Council is the Data Controller for the personal information we collect from you. We will always ensure that we only collect the information necessary for the services we are providing you. Any information we do collect and use will be covered by our corporate policies which can be found on our Information Management and Security policies page.
However there are some specific policies covering how we use the 3 main types of information we can collect these are our Data Protection Policy, Special Category data policy and our criminal conviction data policy.
- Who do we collect personal data about?
- What personal data do we use?
- Why do we need your personal information?
- What gives us the right to use your personal information?
- What gives us the right to use your sensitive information?
- Where do we get your data from and who will we share it with?
- Transfers out of the EEA
- Your rights and how to use them
- Making a complaint to the Information Commissioner
Without using your personal information we would not be able provide services to you.
Over the next couple of sections we will take you through each one of the lawful basis and show you how we will use your personal data within Children's Services as well as provide you with some further information on how we meet the requirements of data protection legislation.
1. Public task
We have a number of statutory responsibilities, powers and duties which require us to carry out tasks and deliver services, without specifying what personal data we have to use. You can find these on our legislation used in Community Services page. When working under these powers we are acting in our official authority or ‘public task’.
When performing our public task we use your personal data to:
- Advise on the consequences for archaeology of certain projects, works and maintenance, and respond to enquiries
- Deliver and administrate the Archives service
- Provide an effective Blue Badge service
- Provide a Bikeability training programme
- Respond to your requests for information as part of the Ecology Service and enable us to contact you in the future about your enquiry
- Respond to your query or contact you when investigating a flood or when implementing a flood alleviation scheme as part of our Flood Risk Management service and strategy
- Run instrument hire schemes, music centres and county music groups for children and adults
- Support schools in their delivery of music curriculums
- Administer the Waste Acceptance Policy/Policies enforcement/processes.
- Provide trade waste disposal enforcement/processes.
- Prevent crime, anti-social behaviour and the resolution of disputes.
- Enforce GCC Policies/operational procedures related to Household Recycling Centres
- Deliver and administrate the Libraries service
- Process requests, and arrange printing, despatch, renewals and replacements of authorised bus passes
- Make information about relevant local public transport services available to users or prospective users of those services
- Facilitate the ThinkTravel transport website
- Register for an online account on our website
- Verify your entitlement to access the services you have requested via our website, e.g. verification of your residence in the county
- To seek consultation and gather views from prior to applying for planning permission for new developments.
2. Legal Obligation
In the below cases we need to use your personal information to meet our legal obligations. You can find a list of the relevant legislation on our legislation used in Community Services page.
- To ensure we have the statutory information for volunteers and adults working with vulnerable people and children
- To register and administer births, deaths, marriages and Civil Partnerships as part of our Registration Service
- Issue Blue Badges to eligible persons
3. Vital interests
We will use or share your personal information if it is necessary to the life of you or another person. This is most likely to be in an emergency situation and we may not be able to talk to you about sharing your data during the emergency; once the emergency is over, we will seek to advise you of the use at the earliest opportunity.
4. Legitimate Interests
Certain services utilise overt (open) CCTV installations, including both internal and external cameras, dashcams, Automatic Number Plate Recognition (ANPR) and Body Worn Cameras (BWC). These are operated under the lawful basis of legitimate interests.
Surveillance camera systems will only be implemented where they will assist the council to meet one or more of the following purposes:
- Deter and detect criminal activity
- Maintain public order
- Increase security by monitoring of activity within the council’s properties, both to the exterior and interior of the buildings and access to car parks
- Address levels of anti-social behaviour
- Keep people safe
- Help to protect councillors and officers at work (for Health and Safety purposes)
- Help prevent acts of aggression or verbal and physical abuse or assault to councillors or council or contractor staff
- Enforce legislation, including parking and driving restrictions
- Improve services to the public
- Understanding traffic flows and road safety issues
- Provide evidence to support insurance or internal investigations (complaints) and in cases of alleged illegal activity
You can find further information on Council owned CCTV in the Gloucestershire County Council CCTV & Surveillance Policy.
Certain services or processes will require your consent in order to process your information. These are:
- To sign up to the Archaeology Service mailing list
- To contact you about our Archives service via e-mail and receive the Archives newsletter
- To share your personal information with other Council departments, in order to provide you with other services.
- To receive Make Music Gloucestershire e-newsletters
- To manage permissions surrounding inclusion in media for Glos Music
- To manage parental permissions for use of ‘free time’ during Glos Music sessions
- To take photographs and videos at Library activities and events for use in printed publications, website, social media sites and in the local and national press
- To fulfil our duties as lead authority for the administration of the UK Community Renewal Fund in Gloucestershire
In the above instances we have asked for your consent for us to collect and use your information. Even if you agreed at the start but don’t want to continue to receive the service you can remove your consent at any time. To do this, please contact us using one of the methods below:
Information Management Service
Gloucestershire County Council
First Floor, Block 4(a)
Shire Hall, Westgate Street