Privacy notice for a Request to Reuse Public Sector Information

What do we use the information for?

Public sector information means information that the council produces as part of our public task. ‘Public task’ means our core role and functions, as defined in legislation or established through custom and practice.

Requests to re-use public sector information do not apply to information that would be exempt from disclosure under information access legislation, i.e. the Data Protection Act (DPA) 2018, the Freedom of Information (FOI) Act 2000 and the Environmental Information Regulations (EIR). 

Re-use means using public sector information, for a purpose other than the initial public task it was produced for. Typically, this would mean an individual, a company or other organisation taking information the council has produced and republishing it or using it to produce a new product or resource, often by combining it with other information. 

We collect, process and hold your personal information in order to consider your request to re-use information.

We recognise that your personal information is important to you, and we take our responsibilities for ensuring that we collect and manage it proportionately, correctly and safely very seriously.

What information do we hold and use?

We may collect and process the following information:

• Personal information (including full name, full residential address) 
• Contact details (such as email address, telephone number) 
• Information relating to your request.

On what grounds do we use the information?

We process personal data for the following reason:

• GDPR Article 6(1)(a) - the data subject has given consent to the processing of his or her personal data for one or more specific purposes. 

How do we collect this information?

We may collect information in the following ways:

• Paper, electronic or online forms
• Email
• Letter
• Telephone
• Face to face, with one of our employees, or one of our partners.

Who do we share your information with?

The information provided is shared with the contact officer in the council who the request is sent to, and if you request a review of the response to your request the information is shared with the officer carrying out the review. 

If the information you wish to reuse is owned by a person or organisation, other than the council, the information you have submitted as part of your application will be sent to that person or organisation when we ask for their permission for the information to be reused.

How long do we store it and is it secure?

The council has retention schedules in place to ensure that information is only held for as long as it is needed. We will not keep your information for longer than is required to by law.  Your information will be disposed of in a controlled and secure manner in accordance with the council’s Records Management and Data Quality Policy. The council’s IT security and confidentiality policies ensure that your information is protected, and accessed only by staff directly involved in your request.

For information on how long your information will be held, please visit the retention page.

What rights do you have?

The rights that you have depend upon the grounds in which we collected your information. All of the rights you could have are outlined on the data protection rights page . 

In most cases, people who have made a request to re-use information will have the following rights:

• The right of access - you are entitled to see the information the service holds about you
• The right to rectification - we will amend information accordingly, if any information the service holds about you is incorrect 
• The right to restrict processing - you may wish to limit how we use your data 
• The right to object - in addition to the right to limit the use of your data, you also have a right to object to the use of your data for certain actions 
• The right to erasure / right to be forgotten - in certain circumstances, you may be able to ask for some of the information we hold to be deleted. The service has determined that all requests to permanently delete a service user record will be dealt with on an individual basis. 

To exercise any of your above rights, please visit the data protection rights page for more information.

Where can I find out more?

If you would like to know more about how the council uses information, your rights or have a concern about the way we are collecting or using your personal data, we request that you raise your concern with us in the first instance; contact details are available on the general privacy information page. Alternatively, you can contact the Information Commissioner's Office (ICO). The ICO is the UK’s independent authority set up to uphold information rights in the public interest and they handle public concerns regarding organisations information rights practices. 

Information Commissioner’s Office (external website) 

When was this privacy notice last updated?

We will continually review and update this privacy notice to reflect changes in our services, feedback from customers, and to comply with any changes in the law.  This privacy notice was last updated on 02 February 2021.