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Privacy notice for East Riding

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How do we use your information?

East Riding of Yorkshire Council (the council) collects and processes data, including personal data about its residents, to allow it to provide services effectively. Although the council is made up of many different departments, for the purposes of the Data Protection Act 2018 it is only one organisation.

The council takes seriously its responsibilities to ensure that any personal data it collects and processes is done so in accordance with all relevant legislation and guidance.

The council collects and processes personal data to enable it to provide services on behalf of residents of the East Riding of Yorkshire. These services include the following (this list is not exhaustive):

  • education

  • social services

  • roads and transport

  • waste disposal

  • economic development

  • countywide planning and the environment

  • protecting the public

  • libraries

  • rubbish collection

  • environmental health

  • tourism

  • leisure and amenities

  • planning permission

  • housing-needs services

  • collection of council tax.

You have the right to request that the council stop processing your personal data in relation to any council service. However, if this request is approved this may cause delays or prevent us delivering a service to you. Where possible we will seek to comply with your request but we may need to hold or process information in connection with one or more of the council’s legal functions.

You are also legally entitled to request access to any records held by the council about yourself, the council will seek to comply with your request but there may be some situations where it will not be able to do this in full, e.g. where information held was given in confidence.

For more information about either requesting access to your personal data or to cease processing personal data visit the data protection rights page.

We will process your personal data for the following purposes:

  • For the purpose for which you provided the information, for example, processing a benefit claim

  • To allow the council to be able to communicate and provide services appropriate to your needs

  • Where the processing is necessary to fulfil the council's public task

  • Where the processing is necessary for the prevention and/or detection of crime of for the council to carry out enforcement action

  • Where you have consented to the processing

  • Where the processing is necessary to protect individuals from harm or injury

  • Where otherwise permitted under the General Data Protection Regulation (GDPR) or Data Protection Act 2018, e.g. disclosure to comply with legal obligations

  • To monitor and improve performance in relation to those services and assist with planning of future service provision.

Where possible the council will use anonymised or pseudonymised data. This means personal identifiers such as name, address, date of birth, reference number are removed from a data source, the information can then be used for secondary purposes. This type of data can be used in a variety of ways including for planning and profiling, it can also be provided in response to requests made under the Freedom of Information Act 2000 or more widely published as part of a transparency agenda.

Customer Management System

Contact360 (aka My Account) provides the council with a single view of the customer and live intelligence to ensure service delivery and the information is tailored, personalised, targeted and responsive to individual needs. Contact360 also allows customers self-serve access to a range of digital transactions via a single account and will automate processes seamlessly with a number of back-office ICT systems. The system is provided by Civica UK Limited.

This may entail using information such as your name and address across a number of council services to ensure our records are up to date. If we become aware of services that you are entitled to which may benefit you we may also contact you to make you aware they are available.

Email Marketing

The council use govDelivery to provide email marketing services, bulletins and newsletters to our residents, customers and employees. The system allows us to keep you up to date whilst giving you control of the emails you receive. Emails will be sent if you have opted in to receive communications, if we feel you have a legitimate interest in receiving the communication or we are required to contact you as part of our public task. At any time you can object and stop receiving marketing. The system is provided by Granicus LLC.

Microsoft Office 365

Microsoft Office 365 is the platform which all council's services use. This cloud based suite of software from Microsoft updates our previous versions of Microsoft Office, whilst bringing together new technologies and tools to create a more collaborative working environment for every day use. Microsoft's privacy information is available via Microsoft - Privacy (external website).

Troubled Families Programme

The council is also part of the Government’s Troubled Families Programme. As part of this work, data is consolidated to establish a holistic child’s record (Single Family Record). The integration of various systems to a hub provides an overview of professionals involved with an individual/family. This also provides us with a holistic picture of a child to inform early intervention and preventative strategies.

Online payments

Electronic data and networks controlled by the council are subject to strict security arrangements, both physical (such as firewalls and anti-virus protection), and administrative (non-disclosure and confidentiality). In addition, any debit or credit card details that you might supply us for any payments are not retained by the council and are not accessible by any council employee. The council complies with the requirements of the Payment Card Industry Data Security Standard and with central government codes of connection for the transmission and handling of sensitive information.

Cookies

This website uses cookies to help you in your interactions with the site. Information about the cookies used, why we use them, and how you can manage or delete them can be found on our Cookies page.

Facebook Pixel

We have installed tracking code on all pages of this website to help us learn more about Facebook users' interests in the site. The aim is to make sure that any advertising we create is as relevant as is reasonably possible for our audience. Facebook Pixel enables us to create 'custom audiences' within Facebook to target Facebook adverts at groups of people who have visited certain pages. It also helps us to measure how effective our Facebook adverts are. We cannot identify individual visitors to our web pages by using Facebook Pixel.

You can opt-out of receiving these targeted adverts by visiting the Your Online Choices website or the Facebook advert preferences page.

Analytics and usage tracking

We use Google Analytics to track how visitors use our website. Google analytics gives us a whole range of useful website usage information, including how you came to be on our website, how long you stayed there for, what type of computer or device you’re using and what pages you viewed.

This tracking information allows us to better understand how our visitors are using the website and what information they are looking for. This allows us to make improvements to how the website works and the way the information is written or displayed.

None of this information is personally identifiable to you and all of our activity falls within the bounds of the Google Analytics Terms of Service (external website).

Call-recording

We have a call-recording system in operation in some services, specifically; adult social care, customer services and revenues and benefits. The recordings are used for training and quality purposes to allow us to improve our services to residents. All recordings are kept securely in line with the retention schedule and callers can ask to be transferred to a line that is not recorded if required.

How do we protect your data?

We maintain physical, electronic and procedural safeguards in connection with the collection, storage and disclosure of personally identifiable customer information. Our security procedures mean that we may occasionally request proof of identity before we disclose personal information to you. To the extent that sensitive personal data is processed about you, we will employ appropriate security measures given the nature of that data. However, you recognise that your use of the Internet and our website is entirely at your own risk. We have tried to create a secure and reliable website for our users. However, we have no responsibility or liability for the security of personal information transmitted via the Internet.

East Riding of Yorkshire Council uses the latest in secure server technology to ensure that all personal and transactional information is protected to the highest standards. We never make your personal details available to companies outside East Riding of Yorkshire Council for marketing purposes, although our representatives may hold your data so that your details and/or order can be processed and/or account maintained.

Whilst we make every effort to keep the information that you supply secure, please be aware that the Internet is not a fully-secure medium. We use secure servers for sensitive information such as credit card numbers and this may in the future, be used for the capture of all personal information.

Where can I find more information?

If you need to contact the council about data protection you can use the contact details below:

Contact Details

Data Protection Officer
East Riding of Yorkshire Council
County Hall
Beverley
HU17 9BA
or by email: data.protection@eastriding.gov.uk

Information Commissioner's Office (ICO)

For more information about the Data Protection Act 2018 or if you are unhappy with how the council had used your information, you can report a concern on the ICO's Website:

Information Commissioner’s Office (external website)

Registration

As a registered Data Controller, East Riding of Yorkshire Council will only process your personal information in accordance with the Data Protection Act 2018. The council registration reference with the Information Commissioner's Office is Z5968256.

How do our services use your information?

Because the council offers such a variety of services it is hard for us to explain in one place what happens with your information. With this in mind, we have put a number of privacy notices in one place, making them easy to find and search. We will always try to make you aware of the relevant notice when we collect your data.

We keep all of our privacy notices under regular review and we will place any updates on this website.

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