Last reviewed 14th June 2018.
We have a responsibility to protect personal information such as your address, in line with the Data Protection Act, and GDPR (General Data Protection Regulation).
We share a policy with Medway Council in dealing with your data, which is below.
When we use your personal data, Medway Council is what we call the data controller.
As the data controller, we must:
- Only keep your data that we need to provide services and do what the law says we must
- Keep your records safe and accurate
- Only keep your data as long as we have to
- Collect, store and use your data in a way that does not break any data protection laws.
Things you can do to help us:
- Tell us when any of your details change; and
- Tell us if any of the information we hold on you is wrong
What is personal data?
Personal data is information about a living person that means we can work out who they are such as name, address, telephone number, date of birth, bank details etc. This can include written letters, emails, photographs, audio recordings and video recordings.
Some data is called special category data which is more sensitive, and we have to look after it more carefully. This includes details of ethnic origin, religious beliefs, sexual orientation, trade union membership, health data, and biometric (e.g. fingerprints, facial recognition) and genetic (e.g. DNA) data.
Why we collect and store personal data
For some of our services, we need to use your personal data so we can get in touch, or provide the service. We can use your personal data under many different laws. The main ones for the Council are the Local Government Acts and the Localism Act 2011, but there are hundreds more. The Government put together a list of all of these in 2011 which can be found here:
Some of these laws may have been updated since then, and new ones added. You can see more details for each service area below.
In many cases there is a law that says we must or we can process your data and we can do so without your consent or permission.
For some services we process your data under a contract e.g. your leisure centre membership, concert ticket sales.
Where we do not directly provide the service, we may need to pass your personal data onto the organisations that do. These providers are under contract and have to keep your details safe and secure, and use them only to provide the service.
Using your personal data
We will use your data to:
- Provide council services and anything we must do by law.
- Carry out our regulatory, licensing and enforcement roles which we have to do by law
- Make payments, grants and benefits and spot fraud
- Listen to your ideas about council services
- Tell you about council services.
You can see lots more detail about how our services use your data and why, on the following link:
Joined-up services within the council
We share your data between services within the council so that we can keep our information on you as up-to-date as possible and so that we can improve our services to you. For example, if you tell the housing team you have moved, they will pass this information on to other parts of the council such as the council tax team. Staff can only see your data if they need it to do their job.
Changes to this privacy notice
We keep our privacy notice under regular review. This privacy notice is v1.0 and was last updated on 24 May 2018.
We will only hold your personal information for as long as necessary for business purposes or if we are required to keep it by law.
You can ask to see what data we hold about you and ask to be sent a copy. This is called a Subject Access Request. To submit a subject access request please email: firstname.lastname@example.org
Until 24 May 2018, there will be a £10 charge for a Subject Access Request. From 25 May 2018 onwards, they will be free of charge unless there is a lot of work or a lot of photocopying and postage, which we are allowed to charge a reasonable fee for.
You can also ask us to:
- Correct your data if you think it is wrong;
- Stop using your data if you think we no longer should be using it
- Stop using your data if you think it is wrong, until it’s put right
- Ask that no automated processing (‘Computer says no!’) takes place with your data
- Ask for any automated portable electronic data file we hold on you to be sent to another organisation; or
- Consider any complaint you have about how we have used your data
Requests for information or complaints
If you wish to ask us anything about data protection, want to ask for a copy of your data, or you have a complaint about how we have used or looked after your data, you may contact our Data Protection Officer at:
Data Protection Officer
Information Governance Team
If you are ever unhappy with how the council has answered your complaint, you can then contact the Information Commissioner’s Office, at:
Other cookies - we use Google Analytics on our site in order to know what is of most interest to our users. Using the data collected we can then gear our website to providing a more effective website for our users. Personal information is not collected in this process. We also use a product called Logo_Net. This code helps us track the route users take through our website. Again we do not collect personal information. We want to ensure you reach your destination as quickly as possible and we will offer advice on what we think you may be looking for.
Although this website only looks to include quality, safe and relevant external links, users are advised adopt a policy of caution before clicking any external web links mentioned throughout this website. (External links are clickable text / banner / image links to other websites).
The owners of this website cannot guarantee or verify the contents of any externally linked website despite their best efforts. Users should therefore note they click on external links at their own risk and this website and its owners cannot be held liable for any damages or implications caused by visiting any external links mentioned.
Social Media Platforms
Communication, engagement and actions taken through external social media platforms that this website and its owners participate on are custom to the terms and conditions as well as the privacy policies held with each social media platform respectively.
Users are advised to use social media platforms wisely and communicate / engage upon them with due care and caution regarding their own privacy and personal details. This website nor its owners will ever ask for personal or sensitive information through social media platforms and encourage users wishing to discuss sensitive details to contact them through primary communication channels such as by telephone or email.
This website may use social sharing buttons which help share web content directly from web pages to the social media platform in question. Users are advised before using such social sharing buttons that they do so at their own discretion and note that the social media platform may track and save your request to share a web page respectively through your social media platform account.
Shortened Links in Social Media
This website and its owners through their social media platform accounts may share web links to relevant web pages. By default, some social media platforms shorten lengthy URLs [web addresses].
Users are advised to take caution and good judgement before clicking any shortened URLs published on social media platforms by this website and its owners. Despite the best efforts to ensure only genuine URLs are published many social media platforms are prone to spam and hacking and therefore this website and its owners cannot be held liable for any damages or implications caused by visiting any shortened links.
Medway Youth Council acknowledges the duty of care to safeguard and promote the welfare of children and is committed to ensuring safeguarding practice reflects statutory responsibilities, government guidance and complies with best practice.
Should you have any questions regarding this policy, then please contact:
- Angela Taylor, Youth Participation Worker, via email email@example.com, Medway Youth Council, Gun Wharf, Dock Road, Chatham, ME4 4TR. Tel: 01634 338748.