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Privacy notice for Public Protection Services

What do we use the information for?

Public protection services collect, process and hold you personal information in order to provide our services effectively.

  • Environmental health
  • Animal health
  • Pest control
  • Dog warden service
  • Trading standards
  • Food safety and standards
  • Licensing
  • Private sector housing.

We also use information to improve our services so that they are more appropriate to people’s requirements.  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 collect and process the following information:

  • Personal information (including full name, full residential address, date of birth) 
  • Location data (including postcode and telephone number)
  • Characteristics (such as ethnicity, sex, religion) 
  • Details of inspections, visits and investigations
  • Owners of properties and businesses
  • Applicants for licenses and registrations
  • Victims of bad practice
  • People with notifiable diseases
  • Details of enquiry, complaint or request.

On what grounds do we use the information?

Public protection services collect and lawfully process your personal information under the following: 

  • Health & Safety at Work Act (1974)
  • Environment Act 1995
  • Licensing Act 2003 and Gambling Act 2005
  • Housing Act 2004
  • Clean Neighbourhoods and Environment Act 2005
  • Anti Social Behaviour, Crime and Policing Act 2014
  • Environmental Damage (Prevention and Remediation) Regulations 2009
  • Local Government (Miscellaneous Provisions) Act 1976
  • Dogs (Fouling of Land) Act 1996 and Health Act 2006
  • Housing Act 1985.
  • Consumer Protection Act 1987
  • Control of pollutions Act 1974
  • Local Government (Miscellaneous Provisions) Act 1982
  • Health  Protection Coronavirus Restrictions Regulations 2020.

Please note, the above is not an exhaustive list.

We process personal data for the following reasons:

  • 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
  • GDPR Article 6(1)(c) – processing is necessary for compliance with legal obligation to which the East Riding of Yorkshire Council is subject
  • GDPR Article 6(1)(e) – processing is necessary for the performance of a task carried out in the public interest in the exercise of official authority vested in the East Riding of Yorkshire Council. 

We process special category data for the following reason:

  • GDPR Article 9(2)(a) - the data subject has given explicit consent to the processing of those personal data for one or more specified purposes, except where Union or Member State law provide that the prohibition referred to in paragraph 1 may not be lifted by the data subject
  • GDPR Article 9(2)(g) - processing is necessary for reasons of substantial public interest, on the basis of Union or Member State law which shall be proportionate to the aim pursued, respect the essence of the right to data protection and provide for suitable and specific measures to safeguard the fundamental rights and the interests of the data subject.

How do we collect this information?

We may collect information in the following ways:

  • Paper, electronic or online forms
  • CCTV
  • Use of audio monitoring equipment
  • Email
  • Telephone
  • Face to face, with one of our employees, or one of our partners
  • From third-party sources who have a duty to share information to enable us to meet our statutory obligations (including the police, HM Revenues and Customs, Immigration Services and other local authorities).

Who do we share your information with?

We may disclose your information to others, but only where this is necessary either to comply with our legal obligations or as permitted by Data Protection legislation. We may share it with other public service bodies including the Police, HM Revenues and Customs, the Health and Safety Executive, Public Health England and other local authorities. 

The reasons why we may share your data with other public bodies are as follows:

  • To protect vulnerable adults or children who may be at risk of harm , exploitation or abuse
  • To improve our understanding of your needs to enable us to inform you of other relevant services
  • To monitor and improve our performance and delivery of services
  • For the prevention and or detection of crime
  • For reasons of public safety
  • Where necessary to protect individuals from the risk of harm or injury
  • Where otherwise permitted under the General Data Protection legislation.

We will only disclose your sensitive or confidential information if we are legally required to do so, or where we have good reason to believe that failing to share the information would put you or someone else at risk of harm.

We will not pass your personal information to external organisations for marketing or sales purposes or for any commercial use without your prior expressed consent.

To enable the Public protection service to carry out their functions, they use a housing system called ActiveH which is supplied by MIS-Active Management Systems Limited.

MIS-Active Management Systems Limited (external website)

How long do we store it and is it secure?

Public protection services has a retention schedule 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 case.  

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

What rights do you have?

The rights that you have depend on 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 an enquiry or visited us will have the following rights:

  • The right of access - you are entitled to see the information that we hold 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 you 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.

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 concerns 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 any changes in our services, feedback from customers, and to comply with any changes in the law. This privacy notice was last updated on 19 April 2021. 

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