3. Who we share your data with
Who we share your data with
We may share your personal information between services within the council so we can provide the service that you have requested.
We may also share your data with other agencies including Council Authorities, Food Standards Agency, Health and Safety Executive, Public Health England, Trading Standards, Chartered Institute of Environmental Health, Environment Agency, Devon County Council, Fire Services, Healthcare Providers and the Police.
There may also be instances where our system suppliers will need to access individual’s personal information to ensure that information is being held securely and accuracy is maintained. This will be on a strict need to know basis and all contracts have confidentiality clauses built in.
Where we engage third parties to process personal data on our behalf, they do so on the basis of written instructions, are under a duty of confidentiality, and are obliged to implement appropriate technical and organisational measures to ensure the security of data.
We will not disclose any personal information to any other third parties unless required to do so by law or where it is appropriate to support our duty to protect public funds and / or detect and prevent fraud or other criminal activity or safeguarding requirements.
We will not transfer your information to countries outside the European Economic Area (EEA) unless this is necessary, and only to countries which have sufficient safeguards in place to protect information.
We will not share your information with third parties for commercial or marketing purposes.
How long do we keep hold of your information and is it secure?
We will only retain your personal information for as long as we are required to do so by law and the purpose we collected it for. The retention period is either dictated by law or by our discretion. Once your data is no longer needed it will be securely and confidentially destroyed. Your personal data will be held for between two and forty years depending on the type of record.
We have implemented appropriate technological and operational security in order to safeguard your data from loss or misuse.
Changes in your circumstances
You must notify us immediately if there are any changes in your personal details so we can maintain an accurate and up to date record of your information.
Your rights and access to your information
You have rights under the data protection legislation:
- to access your personal data, known as a subject access request;
- to be provided with information about how your personal data is processed;
- to have your personal data corrected;
- to have your personal data erased in certain circumstances;
- to object to or restrict how your personal data is processed;
- to have your personal data transferred to yourself or to another business in certain circumstances;
- you have the right to be told if we have made a mistake whilst processing your data and we will self-report breaches to the Information Commissioner.
Should you wish to exercise any of your rights, you should contact the Data Protection Officer email@example.com
If you have any concerns
You have a right to complain to us if you think we have not complied with our obligation for handling your personal information by contacting the Data Protection Officer in the first instance.
If you are not satisfied with the council’s response you have a right to complain to the Information Commissioner Office:
Telephone: 0303 123 1113
Or use their online tool for reporting concerns: https://ico.org.uk/concerns/