Why we are collecting your data
Chelmsford City Council is a data controller. This means we need to collect, use and protect your personal data so that we can interact with you and provide services to you. This privacy notice specifically outlines how we will process your information in relation to the Covid-19 (coronavirus) pandemic.
We already hold data on individuals including service users, tenants, employees and stakeholders. You may have provided this information for a specific reason and in normal circumstances, we would seek to inform you that the data provided is to be used for a different purpose.
However, due to the rapidly changing situation regarding the current pandemic this will not always be possible. If we already hold information regarding vulnerability as defined in the current guidance from the government and Public Health England, we may share this information for emergency planning purposes or to protect your vital interests by sharing with services both inside and outside the Council.
In this current crisis, we may also need to ask you for personal information including sensitive personal information that you have not supplied to us. This may include your age, whether you have any underlying illnesses or are vulnerable. This is so we can assist and prioritise our services.
Personal data relates to a living individual who can be identified from that data. Identification can be by the information alone or in conjunction with any other information in the data controller’s possession or which is likely to come into such possession. Examples of personal data we hold include:
- Date of birth
- Summary of the types of services used. For example, if an individual receives housing support
- Summary information relating to an individual’s vulnerability. For example, if an individual lives alone
Some of your personal data is classed as 'special categories of personal data' because it is considered to be more sensitive and therefore requires more protection. During the pandemic, this can include:
- Data concerning health or a disability
This is to ensure we and related services can make decisions to prioritise those in need during the Pandemic.
The basis for the processing
The legal bases for processing by the council as a public authority will be:
- where disclosure is in the vital interests of yourself or another person (Article 6(1)(d) and 9(2)(c) GDPR)
- where it is necessary for the reasons of substantial public interest Article 9(2)(g)
- where it is in the interest of public health Article 9(2)(i)
Who your information is shared with
In this current pandemic we may share your information with other public authorities, emergency services, and other stakeholders as may be necessary and proportionate to do.
Specifically for Business Support Grants, we will be sharing information including your name, business address, company reference and VAT references (where applicable), company size, sector and amount and type of grant received with the government, other agencies and local authorities.
This information sharing will be used for government monitoring; prevention and detection of fraud and/or other criminal activities; and, suspension/recovery of grant payments where necessary.
Providing accurate information
We need to hold accurate and up to date information about you so that we can deliver appropriate services.
We will not:
- use your information for marketing or sales purposes without your prior explicit consent.
- send or store your data abroad unless it meets the requirements of the Data Protection regulations.
- make decisions about you based on automated processing.
How long will we hold your data for?
We will only keep your personal data for as long as is necessary for the purpose for which we are processing it, unless we have a legitimate reason for keeping it, for example, any legal requirement to keep the data for a set time period.
However, where possible we will anonymise this data so that you cannot be identified.
Where we do not need to continue to process your personal data, it will be securely destroyed.
You have the right to access the personal information we hold about you. Any access requests are free of charge.
If the information we hold about you is inaccurate, you have a right to have this corrected and you have the right to request completion of incomplete data.
You have the right to ask us to erase your personal data in certain circumstances (‘right to be forgotten’).
You have the right to ask us to stop or restrict the processing of your personal data, in certain circumstances. Where possible, we will seek to comply with your request, but we may need to hold or process information to comply with a legal requirement.
You can make any of these requests by:
Chelmsford City Council
If you are dissatisfied with how we have used your personal information, you can complain to the Information Commissioner’s Office at firstname.lastname@example.org
Identity of Data Protection Officer
Our designated Data Protection Officer is John Breen.
You can contact him by emailing email@example.com
Chelmsford City Council
Tel: 01245 606606