What gives us the right to use your personal information?

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 our Adult Social Care 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 Corporate 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:

• Respond to any complaints you may have about GCC services
• Administer grant applications and to pay the grant to successful applicants
• Respond to allegations of and investigate suspected information security and data protection breaches
• Respond and manage any communications you may have with us on social media
• Respond to information requests
• Respond to Subject Access Requests
• Respond to Freedom of Information Requests
• Manage enquiries relating to your data protection rights
• Respond to and manage Environmental Information Regulations requests
• Record GOLD meetings (members of the public only)
• Allow Elected Members to process individuals’ information in line with the Elected Members Privacy Standard in order to investigate concerns and respond to enquiries
• To manage and safeguard the Deprivation of Liberties (DoL) service
• Create and manage Staff Training records
• Assess and manage workforce requirements
• Manage and distribute pay
• Manage employee and trade union relations
• Run disciplinary and reporting measures
• Monitoring Officer function (create and keep a register of Members' and Staff interests, manage whistleblowing procedure and manage Member complaints)
• Run the Safety, Health and Environment (SHE) Audit (internal)
• Manage the accident database
• Manage the offsite visits database
• Administer pension scheme payments
• Provide Information Technology support to employees
• Run the Internal Audit function
• Manage and run our traded services online purchasing system
• Run the Safety, Health and Environment (SHE) audit for schools
• Create, manage and send out invoices to schools, clients and other recipients
• Manage the County Workforce strategy
• Run the HR Schools Intervention function
• Business Continuity Management
• Manage our Legal Services department
• Business Planning
• Facilities management
• Manage and run our IT infrastructure
• Run surveys and consultations
• Process the results of surveys and consultations to assess whether our services are making a difference, to develop and improve services, measure how well the council as a whole is doing and administer and protect public funds
• Strategic Property management function (Client liaison, maintenance reporting, and complaints/queries filtered through the Buildings Helpdesk)
• Manage and deliver the Archives service and Gloucestershire Heritage Hub
• Carry out or take part in research or studies to support, review or improve our services

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 Corporate Services page. 

• To share information on Adult Education services to Education and Skills Funding Agency
• To manage and safeguard the Deprivation of Liberties (DoL) service
• To manage and evaluate the Reablement Service
• To calculate the cost of your care
• To undertake DBS checks of applicable volunteers and staff
• To ensure that any action needed to safeguard you or others in accordance with our statutory duties can be identified and carried out
• Comply with fraud investigations
• Disclose activity to the Police as part of SPOC (Single Point of Contact) proceedings

3. Legitimate interests 

• To provide an Occupational Health Service for Gloucestershire County Council Employees
• To monitor the annual staff flu vaccination delivery
• Facilitate our corporate complaints procedure
• Keep a log of media enquiries we receive
• Manage Google Analytics data from our public websites
• To ensure safety and security within our buildings 

Legitimate Interest Assessments are available on request.

4. Contract

In the below cases we collect information through a contractual agreement with you or in order to enter into that contract:

• To provide an Occupational Health Service for Gloucestershire County Council Employees
• To record GOLD meetings (Council employees)

5. 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.

6. Consent 

Certain services or processes will require your consent in order to process your information. These are:

• To allow Elected members to send you information as part of political campaigning
• To use photographs you appears in for press and publicity purposes

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:

Contact the Information Management Service page

In Writing:
Information Management Service 
Gloucestershire County Council
First Floor, Block 4(a)
Shire Hall, Westgate Street 
Gloucester
GL1 2TG   

Email:            
managemyrequests@gloucestershire.gov.uk