HR & Employment Services
South West Councils
How we use your personal information
South West Councils is a not-for-profit member organisation comprising all 41 local authorities in the South West and 100 Associate members. This privacy notice is to let you know how South West Councils promise to look after your personal information. This includes what you tell us about yourself, what we learn by having you as a customer, and the choices you give us about what marketing you want us to send you. This notice explains how we do this and tells you about your privacy rights and how the law protects you.
Our Privacy Promise
• To keep your data safe and private.
• Not to sell your data.
• To give you ways to manage and review your marketing choices at any time.
Data Protection law will change on 25 May 2018
This Privacy Notice sets out most of your rights under the new laws.
Who we are
South West Councils is a not-for-profit member organisation comprising all 41 local authorities in the South West and 100 Associate members.
You can find out more about us at www.swcouncils.gov.uk
If you have any questions, or want more details about how we use your personal information, you can ask us by emailing firstname.lastname@example.org.
Or you can call us on 01823 270101.
How the law protects you
As well as our Privacy Promise, your privacy is protected by law. [This section explains how that works.]
Data Protection law says that we are allowed to use personal information only if we have a proper reason to do so. This includes sharing it outside South West Councils. The law says we must have one or more of these reasons:
• To fulfil a contract we have with you, or
• When it is our legal duty, or
• When it is in our legitimate interest, or
• When you consent to it.
A legitimate interest is when we have a business or commercial reason to use your information. But even then, it must not unfairly go against what is right and best for you. If we rely on our legitimate interest, we will tell you what that is.
Here is a list of all the ways that we may use your personal information, and which of the reasons we rely on to do so. This is also where we tell you what our legitimate interests are.
What we use your personal information for
Our legitimate interests
Groups of Personal Information
We use many different kinds of personal information, and group them together like this.
Type of personal information
For payees, your financial details, transactions and history.
Your organisation base and/or your home address and how to contact you.
This includes details about your work or profession.
Details about the products or services we provide to you.
Details about how you use our products and services.
What we learn about you from letters, emails and conversations between us.
Open Data and Public Records
Details about you that are in public records, such as the Electoral Register, and information about you that is openly available on the internet.
Other data about how you use our products and services.
Details about you that are stored in documents in different formats, or copies of them.
Special types of data
The law and other regulations treat some types of personal information as special. We will only collect and use these types of data if the law allows us to do so:
Any permissions, consents or preferences that you give us. This includes things like how you want us to contact you, whether you prefer large-print formats.
A number or code given to you by a government to identify who you are, such as a National Insurance number.
Where we collect personal information from
We may collect personal information about you (or your business) from these sources:
Data you give to us:
- When you apply for our products and services
- When you talk to us on the phone
- When you use our websites
- In emails and letters
- In other documents
- In meetings
- In customer surveys
- If you take part in our competitions or promotions.
Data we collect when you use our services. This includes the amount, frequency, type, location, origin and recipients:
- Payment and transaction data.
- Profile and usage data. This includes the profile you create to identify yourself when you connect to our internet services. It also includes other data about how you use those services. We gather this data from devices you use to connect to those services, such as computers and mobile phones, using cookies and other internet tracking software.
Data from third parties we work with:
- Organisations that introduce you to us
- Social networks
- Payroll service providers
- Land agents
- Public information sources such as Companies House
- Associates working on our behalf
- Market researchers
- Government agencies.
Who we share your personal information with
We may share your personal information with these organisations:
- Associates, agents and advisers who we use to help run our services and who we use to help explore new ways of doing business
- HM Revenue & Customs, regulators and other authorities
- Any party linked with you or your business’s product or service
- Organisations we have a joint venture or agreement to co-operate with
- Organisations that introduce you to us
- Organisations that we introduce you to
- Market researchers
- Independent Auditors
- Organisations you ask us to share your data with.
We may need to share your personal information with other organisations to provide you with the product or service you have chosen:
- If you sign up to Job alerts on South West jobs, we will share your data with the companies which help us to provide this service (such as Mailchimp)
- If you sign up to receive coaching from the SW Coaching and Mentoring Pool we will share your data with the Coach that is matched with you to provide the service.
- If you use the coaching management system your data will be shared with the Coach that is matched with you and the Administrator and organisations which provide support for the system.
- If you are an apprentice using our End Point Assessment system, we will share your data with the organisations which help us provide this service
- If you sign up to any learning and development event with us, we will share you data with organisations and individual associates which help us to provide this service.
We may also share your personal information if the make-up of South West Councils changes in the future:
- We may choose to change legal status, sell, transfer, or merge parts of our business, or our assets. Or we may seek to acquire other organisations or merge with them for collaborative working.
- During any such process, we may share your data with other parties. We’ll only do this if they agree to keep your data safe and private.
- If the change to our organisation happens, then other parties may use your data in the same way as set out in this notice.
We may use your personal information to tell you about relevant products and offers. This is what we mean when we talk about ‘marketing’.
The personal information we have for you is made up of what you tell us, and data we collect when you use our services, or from third parties we work with.
We study this to form a view on what we think you may want or need, or what may be of interest to you. This is how we decide which products, services and offers may be relevant for you.
We can only use your personal information to send you marketing messages if we have either your consent or a ‘legitimate interest’. That is when we have a business or commercial reason to use your information. It must not unfairly go against what is right and best for you.
You can ask us to stop sending you marketing messages by contacting us at any time.
We may ask you to confirm or update your choices, if you use any new products or services with us in future. We will also ask you to do this if there are changes in the law, regulation, or the structure of our business.
If you change your mind you can update your choices at any time by contacting us.
How long we keep your personal information
We will keep your personal information for as long as you are a customer or the organisation you work for is a member of South West Councils.
After you stop being a councillor, customer or a member of staff with one of member organisations, we may keep your data for up to 6 years for one of these reasons:
- To respond to any questions or complaints from you or your employer.
- To show that we treated you fairly.
- To maintain records according to rules that apply to us from awarding organisations if you undertook an accredited or qualification.
We may keep your data for longer than 6 years if we cannot delete it for legal, regulatory or technical reasons. We may also keep it for research or statistical purposes. If we do, we will make sure that your privacy is protected and only use it for those purposes.
How to get a copy of your personal information
You can access your personal information we hold by writing to us at this address:
South West Councils, Dennett House, 11 Middle Street, Taunton, TA1 1SH or email, email@example.com .
Letting us know if your personal information is incorrect
You have the right to question any information we have about you that you think is wrong or incomplete. Please contact us if you want to do this. If you do, we will take reasonable steps to check its accuracy and correct it.
What if you want us to stop using your personal information?
You have the right to object to our use of your personal information, or to ask us to delete, remove, or stop using your personal information if there is no need for us to keep it. This is known as the ‘right to object’ and ‘right to erasure’, or the ‘right to be forgotten’.
There may be legal or other official reasons why we need to keep or use your data. But please tell us if you think that we should not be using it.
We may sometimes be able to restrict the use of your data. This means that it can only be used for certain things, such as legal claims or to exercise legal rights. In this situation, we would not use or share your information in other ways while it is restricted.
You can ask us to restrict the use of your personal information if:
- It is not accurate.
- It has been used unlawfully but you don’t want us to delete it.
- It is not relevant any more, but you want us to keep it for use in legal claims.
- You have already asked us to stop using your data but you are waiting for us to tell you if we are allowed to keep on using it.
If you want to object to how we use your data, or ask us to delete it or restrict how we use it or, please contact us.
How to withdraw your consent
You can withdraw your consent at any time. Please contact us if you want to do so.
If you withdraw your consent, we may not be able to provide certain products or services to you. If this is so, we will tell you.
How to complain
Please let us know if you are unhappy with how we have used your personal information. You can write to the Business Manager, Dennett House, 11 Middle Street, Taunton, TA1 1SH. Our complaints procedure can be found on our website.
You also have the right to complain to the Information Commissioner’s Office. Find out on their website how to report a concern.
Future formats for sharing data
The Data Privacy laws will change on 25 May 2018. From that date you will have the right to get your personal information from us in a format that can be easily re-used.
You can also ask us to pass on your personal information in this format to other organisations.