We take data protection seriously
How do we get information?
Most of the personal information we process is provided to us directly by you for one of the following reasons:
- You have made a complaint or enquiry to us.
- You have made an information request to us.
- You wish to attend, or have attended, an event/service.
- You subscribe to our e-newsletter.
- You have applied for a job or secondment with us.
- You are representing your organisation.
We also receive personal information indirectly, in the following scenarios:
- We have contacted an organisation about a complaint you have made and it gives us your personal information in its response.
- Your personal information is contained in reports of breaches of data protection law (‘breach reports’) given to us by organisations.
- A complainant refers to you in their complaint correspondence.
- Whistleblowers include information about you in their reporting to us.
- We have seized personal information as part of an investigation.
- From other regulators or law enforcement bodies.
- An employee of ours gives your contact details as an emergency contact or a referee.
If it is not disproportionate or prejudicial, we’ll contact you to let you know we are processing your personal information.
Your data protection rights
Under data protection law, you have rights we need to make you aware of. The rights available to you depend on our reason for processing your information.
Your right of access
You have the right to ask us for copies of your personal information. This right always applies. There are some exemptions, which means you may not always receive all the information we process. You can read more about this right here.
Your right to rectification
You have the right to ask us to rectify information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete. This right always applies. You can read more about this right here.
Your right to erasure
You have the right to ask us to erase your personal information in certain circumstances. You can read more about this right here.
Your right to restriction of processing
You have the right to ask us to restrict the processing of your information in certain circumstances. You can read more about this right here.
Your right to object to processing
You have the right to object to processing if we are able to process your information because the process forms part of our public tasks, or is in our legitimate interests. You can read more about this right here.
Your right to data portability
This only applies to information you have given us. You have the right to ask that we transfer the information you gave us from one organisation to another, or give it to you. The right only applies if we are processing information based on your consent or under, or in talks about entering into a contract and the processing is automated. You can read more about this right here.
If we are processing your information for criminal law enforcement purposes, your rights are slightly different. Please see the relevant section of the notice.
You are not required to pay any charge for exercising your rights. We have one month to respond to you.
Please contact us at firstname.lastname@example.org if you wish to make a request, or contact us on 0117 955 6971.
Request a service adjustment
As a public authority and a provider of services to the public, we have a legal duty to comply with the Equality Act (2010).
This means we need to make service adjustments for anyone with a disability who contacts us in any capacity, to eliminate any barriers to accessing our services. Our legal basis for processing this information is article 6(1)(c) of the GDPR as we have a legal obligation to provide this. Our processing of special category data, such as health information you give us, will be based on article 9(2)(a), which means we need your consent.
We’ll create a record of your adjustment requirements. These will give your name, contact details and type of adjustment required, along with a brief description of why it is required. Relevant staff can access this to ensure they are communicating with you in the required way.
How long we keep it
We adhere to a retention schedule
What are your rights?
As we need your consent to process your special category data you have a right to withdraw your consent at any time.
Sharing your information
We will not share your information with any third parties for the purposes of direct marketing.
We use data processors who are third parties who provide elements of services for us. We have contracts in place with our data processors. This means that they cannot do anything with your personal information unless we have instructed them to do it. They will not share your personal information with any organisation apart from us. They will hold it securely and retain it for the period we instruct.
In some circumstances we are legally obliged to share information. For example under a court order or where we cooperate with other European supervisory authorities in handling complaints or investigations. We might also share information with other regulatory bodies in order to further their, or our, objectives. In any scenario, we’ll satisfy ourselves that we have a lawful basis on which to share the information and document our decision making and satisfy ourselves we have a legal basis on which to share the information.