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Privacy Notices

April 2018

Crawley Borough Council (CBC) is registered as a “Data Controller” with the Information Commissioner’s Office Registration Number Z5327706 .

The Council is fully committed to protecting your privacy when you use our services. We comply with the Data Protection Act and the General Data Protection Regulation (GDPR).

We ensure that your personal data is processed fairly, kept safe and secure and retained for no longer than is necessary.

This Privacy Notice explains how we use information about you and how we protect your privacy.

The Data Protection Officer (DPO) for CBC is Ann-Maria Brown Head of Legal and Democratic Services.

If you have any concerns or questions about how we look after your personal information please email the Data Protection Officer .

Statement of Policy

In order to register, receive and use Council services, the Council needs to collect and use personal information from you. Further the Council needs to collect and use personal information about people with whom it works in order to operate and carry out its functions, this may include internal departments, contractors, suppliers, external partners and agencies who are involved in delivering services on our behalf. In addition the Council may be required by law to collect and use information in order to comply with the requirements of central Government.

The personal information that we collect from you must be handled and dealt with properly however it is collected, recorded and used whether it is on paper, in computer records or recorded by other means.

We will hold this for as long as it is needed for the service that you have requested and remove it when that purpose has been met or in the case of an online information service such as email alerts you no longer wish to continue to receive the service and choose to opt out.

Why we use your Personal Information

Do you know what personal information is?

Personal information can be anything that identifies and relates to a living person. This can include information that when put together with other information can then identify a person. For example, this could be your name and contact details.

Did you know that some of your personal information might be ‘special’?

Some information is ‘special’ and needs more protection due to its sensitivity. It’s often information you would not want widely known and is very personal to you. This is likely to include anything that can reveal your:

Why do we need your personal information?

We may need to use some information about you to:

How the law allows us to use your personal information

There are a number of legal reasons why we need to collect and use your personal information. Generally the legal basis for processing by CBC as a public authority will be:

If we have consent to use your personal information, you have the right to remove it at any time. If you want to remove your consent, please email the Data Protection Officer and tell us which service you are using so we can deal with your request.

We only use what we need!

Where we can, we’ll only collect and use personal information if we need it to deliver a service or meet a requirement.

We don’t sell your personal information to anyone else. Nor will not share your personal data with third parties for marketing purposes.

What we can do with your information

The law gives you a number of rights to control what personal information is used by us and how it is used by us.

You can ask for access to the information we hold on you (Subject Access Request)

We would normally expect to share what we record about you with you whenever we assess your needs or provide you with services.

However, you also have the right to ask for all the information we have about you and the services you receive from us. When we receive a request from you in writing, (Subject Access Request) we must give you access to everything we’ve recorded about you.

However, we can’t let you see any parts of your record which contain:

This applies to personal information that is in both paper and electronic records. If you ask us, we’ll also let others see your record (except if one of the points above applies).

You can ask to change information you think is inaccurate (Right to Rectification)

You should let us know if you disagree with something written on your file.

We may not always be able to change or remove that information but we’ll correct factual inaccuracies.

You can ask to delete information (Right to be Forgotten/Right to Erasure)

In some circumstances you can ask for your personal information to be deleted, for example:

Where your personal information has been shared with others, we’ll do what we can to make sure those using your personal information comply with your request for erasure.

Please note that we can’t delete your information where:

You can ask to limit what we use your personal data for (Right to Restrict Processing)

You have the right to ask us to restrict what we use your personal information for where:

When information is restricted it can’t be used other than to securely store the data and with your consent to handle legal claims and protect others, or where it’s for important public interests of the UK.

Where restriction of use has been granted, we’ll inform you before we carry on using your personal information.

You have the right to ask us to stop using your personal information for any council service.

However, if this request is approved this may cause delays or prevent us delivering that service.

Where possible we’ll seek to comply with your request, but we may need to hold or use information because we are required to by law.

You can ask to have your information moved to another provider (Data Portability)

You have the right to ask for your personal information to be given back to you or another service provider of your choice in a commonly used format. This is called Data Portability.

However this only applies if we’re using your personal information with consent (not if we’re required to by law) or for the performance of a contract and if decisions were made by a computer (ie by automated means) and not a human being.

It’s likely that data portability won’t apply to most of the services you receive from the Council.

You can ask to have any computer made decisions explained to you, and details of how we may have ‘risk profiled’ you.

You have the right to question decisions made about you by a computer, unless it’s required for any contract you have entered into, required by law, or you’ve consented to it.

You have the Right to make an Objection in certain situations (Right to Object)

You also have the right to object in certain situations if the Council is processing your data based on the performance of a task in the public interest/ in the exercise of official authority if you are being ‘profiled’. Profiling is where decisions are made about you based on certain things in your personal information

If and when CBC uses your personal information to profile you, in order to deliver the most appropriate service to you, you will be informed.

Who do we share your information with?

We use a range of organisations to either store personal information or help deliver our services to you.

Sometimes we have a legal duty to provide personal information to other organisations. This is often because we need to give that data to courts, including:

We may also share your personal information when we feel there’s a good reason that’s more important than protecting your privacy. This doesn’t happen often, but we may share your information:

For all of these reasons the risk must be serious before we can override your right to privacy.

How do we protect your information?

We’ll do what we can and take all reasonable steps to make sure we hold records about you (on paper and electronically) in a secure way, and we’ll only make them available to those who have a right to see them.

Transfer outside of the European Economic Area (EEA)

If your personal data needs to be transferred outside of the EEA we will make sure that an adequate level of protection is in place.

How long do we keep your personal information?

Personal data will not be retained for longer than is necessary in relation to the purposes for which they were collected.

There’s often a legal reason for keeping your personal information for a set period of time.

Relevant services of the Council will list how long your information may be kept for. This ranges from months for some records to a number of years for more sensitive records.

Service Specific Privacy Notices

CBC services processing your personal data will have their own dedicated privacy notice.

Where can I get advice?

If you have any worries or questions about how your personal information is handled please email the Council’s Data Protection Officer .

For independent advice about data protection, privacy and data sharing issues, you can contact the Information Commissioner’s Office (ICO) at:

Information Commissioner's Office
Wycliffe House
Water Lane
Cheshire SK9 5AF

Tel: 0303 123 1113 (local rate) or 01625 545 745 if you prefer to use a national rate number.

Alternatively, visit or you can email the Information Commissioner’s Office .

01293 438000 Click to email us
Data Protection Officer
Crawley Borough Council
Town Hall
The Boulevard
West Sussex

Contact Us

tel: 01293 438000

email: Click to email us

Data Protection Officer
Crawley Borough Council
Town Hall
The Boulevard
West Sussex

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