st wilfrid's catholic primary school
Sheffield
We process personal data to provide public services. Personal data is
information about living identifiable individuals. It can be a name, address,
contact details, photograph, sound recording; it can be details of someone’s
behaviour, lifestyle, physical or mental health needs; it can be a unique
number, such as a vehicle registration plate, National Insurance number, etc. We
decide what personal data we need and how to use it, so we are a Data Controller
and registered as such on the Information Commissioner’s Register of Data
Controllers. When we collect personal data, we are required to make sure you are
clear what data we need and why, what we intend to do with it, what your
individual rights are, and who you can contact for enquiries or concerns about
the use of your personal data. This is called a privacy notice and we can do
this verbally or in writing. This page is our general privacy notice and we have
included specific privacy notices below for the services that process large
amounts of personal data, for example council tax, planning, parking, elections,
licensing, housing, etc. Why we collect and use personal data We collect and use
personal information to: provide, plan and manage our services carry out our
regulatory, licensing and enforcement roles carry out any other tasks which we
have to do by law make and take payments and grants and spot fraud listen to
your ideas about our services tell you about our services evaluate and improve
services We might collect your personal data directly from yourself, from
someone acting on your behalf, or from another third party. We might collect
this data in person, over the telephone, in writing, or captured as an image,
audio or film recording. We can only use your personal data if we have a lawful
basis for doing so. The lawful basis will be recorded on the Council’s Record of
Processing Activity and, where appropriate, on relevant service area privacy
notices. If we rely on consent to process your data, you have the right to
withdraw that consent at any time. To withdraw consent, either contact the
Service that you provided the consent to or contact the information management
team. Sharing your information We share personal data internally within the
council and also with external third parties so we can carry out our work.
Internal sharing might include checking your eligibility for a service (eg free
school meals) or keeping accurate records, whereas external sharing might be to
ensure you receive the right service (eg social care support). Who we share
information with depends on the service we are providing and your circumstances,
but may include: healthcare, social and welfare organisations and professionals
providers of goods and services financial organisations, including debt
collection, tracing and credit referencing agencies elected members local and
central government ombudsman and regulatory authorities professional advisors
and consultants police forces, other law enforcement and prosecuting authorities
voluntary and charitable organisations Disclosure and Barring Service Courts and
Tribunals utilities providers When personal data is shared, only the minimum
amount is shared and relevant contracts and / or agreements will be in place.
Fraud prevention and detection We are required by law to protect the use of
public funds and for this reason we share information with internal services and
other bodies responsible for auditing or administering of public funds to detect
and prevent fraud. This sharing includes, but is not exclusive to the Council’s
external auditor, Department for Work and Pensions, other local authorities, HM
Revenue and Customs, the Police, credit reference agencies. We also share
personal data with the Cabinet Office for the National Fraud Initiative. This is
a national data matching exercise, which takes electronic data from the private
and public sectors to identify potential fraudulent claims and payments. The
Cabinet Office stipulates the data that they need and subsequently provides us
with details of the cases where the matching indicates an inconsistency or
potential for fraud, so that we can investigate further. This data matching is
carried out under the Local Audit and Accountability Act (part 6, Schedule 9)
and does not rely on your consent. How long we keep information for This varies
depending on the type of information, as well as the legal requirements and
reason we are keeping the information. In some instances the law sets the length
of time information has to be kept. We also have retention and disposal
schedules which give details about how long we need to keep different types of
information. Your data rights You have the following rights in regard to your
personal information, to: access copies of any records we hold about you have
any information we hold about you corrected have any information we hold about
you deleted or destroyed restrict how information we hold about you can be used
or shared object to information about you being held have any information we
hold about you transferred to a third party challenge decisions relating to you
made using automated decision making and profiling (currently we have no
services that use automated decision making or profiling for decision making)
Please note there may be times that we cannot fulfil these rights fully because
of legal reasons, for example we cannot delete your data if we still need it. If
you want to exercise any of the above rights, please make a subject access
request. Make a subject access request Who to contact about the way your
personal data is handled If you have any queries, concerns or complaints about
the way we process your personal data, including the way we handle information
requests, you can contact our Customer Services or the Data Protection Officer.
If you are not satisfied with our response or believe we are not processing your
personal data in accordance with the law you have the right to contact the
Information Commissioner’s Office.
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