Data Protection

Ribble Valley Borough Council is committed to improving the services the Council provides.  To do this we need to collect, and use, information about the individuals we provide services to and individuals we have contact with.

We are committed to compliance with Data Protection legislation.  We will make every effort to keep your personal information safe, accurate, up to date and keep it for no longer than is necessary.

The Council is registered as a data controller with the Information Commissioner Office (registration number Z6400958) as we collect and process personal data.  This collection and processing of data applies to both council employees and members of the public.

Why we need your personal data

In these difficult times, we are working very closely with our partners with central government, health and care providers and other partner organisations who are helping to deliver the vital care and support to our local communities. This means that we will need to receive and share personal information about our residents.

This notice provides information about what kind of personal information that we may collect, what we may do with it and who may have access to it.

We will use the information we collect to deliver a number of services, which may include:

• Identifying those in higher risk groups to offer them support such as food collection, medical collection and deliveries
• The provision of social care and support
• The provision of health and/or mental health support
• Awareness and advice
• Facilitating safe and controlled access to Ribble Valley Borough Council premises both for service users and our employees.

This list may change depending on the needs of the response efforts however any use of data will be proportionate and necessary for the delivery of those efforts.

When visiting Ribble Valley Borough Council premises, we may ask that you provide us with personal data prior to your visit and at the point at which you visit our buildings.

This is to ensure the safety and security of visitors and our employees. We will always ensure the safety and security of any personal data we process for these purposes.

Ribble Valley Borough Council will ensure that your personal data is processed lawfully and your personal data is handled securely.

Test and Trace personal data processing

As part of the NHS Test and Trace Service's efforts to address the coronavirus, we may ask that you provide personal data when visiting Ribble Valley Borough Council premises.

 Further information on how we fulfil these requirements is available via Gov.UK

What we collect and how it is used

1. Personal data (information relating to a living, identifiable individual)
2. Special category personal data (racial, ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, and the processing of genetic data, biometric data for the purpose of uniquely identifying a natural person, data concerning health or data concerning a natural person's sex life or sexual orientation)

The kind of personal information we may process are names, age, household composition, addresses and contact details (email, phone numbers, mobile numbers and social media contacts).

We may also process special category personal information around health and care needs to help us identify and provide the support to those who most need it.

We may also process details of your ethnicity, current employment and recent contacts.

We are working with our partners both locally and nationally to make sure that we are delivering a coordinated and best service for residents. It is critical that we do to make sure that the right people are receiving the right support from the right resources.

This means that we will only share information where is it necessary and proportionate to delivering care and support. We will share information with and receive information from the list below:

• Department for Health
• Department for Education
• NHS
• Our local NHS Trusts
• Hospitals
• GPs and our local Clinical Commissioning Group (CCG)
• Local authorities in Lancashire including city and district councils
• Voluntary sector providers
• Health and care providers that we work with
• County, city, district and parish councillors who will support our efforts across the county in their roles

This is not an exhaustive list and may change as the situation does.

We will not provide personal data to anyone else or use the data about you for any other purpose unless the law allows or requires us to.

Your personal data may be converted ('anonymised') into statistical or aggregated data in such a way that ensures that you cannot be identified from it. Aggregated data can't, by definition, be linked back to you as an individual and may be used to conduct research and analysis, including the preparation of statistics for use in reports.

How long is your information kept

We will only keep your information for as long as it is required, taking into account of Government advice and the on-going risk presented by Coronavirus.

The retention period is either dictated by law or by our information retention policies.  Once your information is no longer required it will be destroyed securely and confidentially.

Your Rights

Your rights under the Data Protection Act 1998 and the EU General Data Protection Regulations (GDPR).

• The Right to be informed

You have the right to be informed how your data is processed, via Privacy Notices such as this.

• The Right of Access

You have the right to access the personal information we hold about you.

• The Right to Rectification

We endeavour to ensure that information we hold about you is correct and up to date.  You may find that the information we hold is no longer accurate.  Please contact the Council to have the information corrected.

• The Right to Erasure

You have the right to have your personal data erased and to prevent processing in specific circumstances:

• Where the data is no longer necessary in relation to the purpose for which it was originally collected
• When you withdraw consent for the data to be processed
• When you object to the processing of the data and there is no overriding legitimate interest for continuing the processing
• Your data was unlawfully processed
• Your information has to be erased in order to comply with a legal obligation

However we may refuse to comply with your request for erasure for the following reason:

• To comply with a legal obligation for the performance of a public interest task or exercise of official authority
• The exercise or defence of legal claims
• To exercise the right of freedom of expression and information
• For public health purposes in the public interest
• Archiving purposes in the public interest, scientific interest, historical interest or statistical purposes

• The Right to Restrict Processing

You have the right to ask us to stop the processing of your personal data.  However, this may cause delays or prevent us providing/delivering a service to you.

• The Right to Data Portability

You have the right to request your personal data in a structured, commonly used, machine readable format.

• The Right to Object

You have the right to object to your personal data being processed at any time.

• Rights in Relation to Automated Decision Making Including Profiling

You have the right to insist on human intervention if a decision is based on the result of automated processing.

Information Security Incident

Should you wish to report or suspect a security incident in relation to the personal information we hold about you please contact the Council’s Data Protection Officer (details below).

Further Information

For further information about the use of your information or to request a copy of your personal information held by Ribble Valley Borough Council please contact:

Data Protection Officer
Ribble Valley Borough Council
Council Offices
Church Walk
Clitheroe
BB7 2RA
Telephone: 01200 425111
Email: dataprotection@ribblevalley.gov.uk

Changes to this privacy notice

We will regularly review and update this privacy notice to comply with changes in Data Protection legislation and to reflect changes in our services.