Data Protection, Freedom of Information and Environmental Information Regulation Privacy Notice

The purpose of processing

We will only use the information that you provide to us for the purposes of your request, enquiry or exercise of rights or any legally related use such as part of an enquiry by the Information Commissioner’s Office (ICO) or the Local Government Ombudsman (LGO)

Data subjects

Any individual who contacts us for DP, FOI or EIR purposes.

Personal data

Generally we will only collect the information that you provide to us initially, however as part of your request we may be required to process proof of identity and information from other departments within the council in order to meet your request, this may include the following:

Name, DOB, Address, Contact details,

Proof of identity (this will be disposed of once verified)

Special Categories of Personal Data (this may be contained as part of our response to you)

How is it used?

To verify your identity, contact you and in any other way engage with you as part of your request.

To engage with other departments within the Council in order to comply with your request.

To respond to the ICO or LGO regarding any request.

Profiling and automated decision making

Not applicable

Legal basis for using your data

GDPR condition relied upon for processing personal data:

Article 6.1 c - legal obligation

The General Data Protection Regulations (GDPR), Articles 12-23
The Data Protection Act 2018
The Freedom of Information Act 2000
The Environmental Information Regulations 2004

GDPR condition relied upon for processing special category data

Article 9.2 g - Substantial public interest

Sharing of personal data with external recipients

We will share the information within the Council in order to meet your request and where you have specified that a third party may be contacted, i.e. another Local Authority we will do so within reasonable expectations of your wishes. If we have any doubt we will contact you to clarify your exact wishes.

How long is the personal data retained by the Council?

We retain ordinary request for a period of 3 years after closure of any case. Where any request forms part of an investigation by either the ICO or LGO or as part of a vexatious decision, information will be retained for 6 years in line with the requirements of the Limitation Act 1980.

Questions or concerns?

Please email data_protection@bathnes.gov.uk 

Appeals to the Information Commissioner’s Office

If you are unhappy about the way we have treated your personal data, or feel we have not properly respected your data subject rights, you have the right to contact the Information Commissioner’s Office (ICO) and tell them about this.

You can also contact the ICO by phone on 0303 1231113.