Privacy notice for Technical Services

What do we use the information for?

Technical services collects, processes and holds your personal information in order to deliver services effectively.

• Street lighting 
  
• Parking and civil enforcement
  
• Winter maintenance
  
• Highway schemes and street works
• Fleet services.

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)
• Contact details (such as email address)
  
• Details of enquiry, complaint or request
• Vehicle details (including registration number plate and renewal date for MOT)
• Unique reference number (such as driving licence number).

On what grounds do we use the information?

Technical services collect and lawfully process you personal information under the following:

• New Roads and Streetworks Act
  
• Highways Act 1980
  
• Operator Licence Undertakings
• Corporate Manslaughter and Corporate Homicide Act 2007.

We process personal date 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.

How do we collect this information?

We may collect information in the following ways: 

• Paper, electronic or online forms (including request forms) 
• CCTV
• Email
• Telephone
• Face-to-face.

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, the Driver and Vehicle Licensing Agency (DVLA) and the council’s approved driving licence checking company, namely Driver Check Limited. 

Driver Check Limited (external website)

We also share driver information with Teletrac Navman who are a Data Processor that provide a cloud-based GPS fleet tracking software.  They may store or transfer information to countries such as Canada, New Zealand, Australia, Mexico and the United States.

Teletrac Navman (external website)

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

• 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
• 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.

How long do we store it and is it secure?

Technical 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 upon the grounds upon which your information is collected. All of the rights you could have are outlined on the data protection rights page. 

• The right of access - you are entitled to see the information the service holds about you 
  
• The right to rectification - we will amend the 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 about you 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 any changes in our services, feedback from customers, and to comply with any changes in the law. This privacy notice was last updated on 13 December 2022.