Customer Relations and Information Governance Team: Data Privacy Notice

The identity and contact details of the company

Reading Borough Council – Customer Relations and Information Governance Team

Contact details of the Data Protection Officer

Nayana George IGTeam@reading.gov.uk.

What Personal Data is held?

Information provided by you for Customer complaints, enquiries, information rights requests, compliments. Including but not limited to: name, address, date of birth, email address, telephone number, children’s details, any information provided by you classed as Special Category under UK GDPR e.g. ethnicity, health (See full description Special category data | ICO).

How will the data be stored?

Data will be stored on the Council’s secure network and business processing systems. (Including but not limited to: Arcus, Mosaic, SharePoint, NEC, and e5).

What is the legal basis for the collection, use and storage of the data?

We rely on the following as the lawful bases on which we collect and use your personal data:

Public Task

Special Category Data will be processed under UK GDPR Article 9 with the appropriate clause:

(a) Explicit consent
(b) Employment, social security and social protection (if authorised by law)
(c) Vital interests
(d) Not-for-profit bodies
(e) Made public by the data subject
(f) Legal claims or judicial acts
(g) Reasons of substantial public interest (with a basis in law)
(h) Health or social care (with a basis in law)
(i) Public health (with a basis in law)
(j) Archiving, research and statistics (with a basis in law)

Give details of how long the data will be stored and criteria used to determine this?

Data will be stored under UK GDPR Principle E (Storage Limitation): Data will be kept for as long as it is required in line with the Council’s Retention schedules.

Who will it be shared with and for what purpose?

Data may be shared with the relevant Service within the Council or Business Partner or Agency best placed to respond to your query. This may include the relevant Ombudsman, or Information Commissioners Office in cases where dispute resolution may be necessary. This is not an exhaustive list and may also include Care Providers and Independent Investigators for the purpose of investigating complaints to the organisation.

Children’s Social Care, Early Help, Education and Special Educational Needs and Disabilities Services in Reading are delivered by Brighter Futures for Children (BFfC), a not-for-profit Company which is wholly owned by, but independent of, Reading Borough Council. Through a Service Level Agreement Reading Borough Council’s Customer Relations Team handles the administration for complaints, compliments, Freedom of Information requests, and MP enquiries on BFfC’s behalf.

How can the service user get access to it?

A Subject Access Request (SAR) can be made by following the link: www.reading.gov.uk/dataprotection.

State whether any data is to be transferred outside the UK?

No data will be transferred outside of the UK.

Is processing based on consent?

General processing is not based on consent, we will contact you if consent is needed and inform you that consent may be withdrawn at any stage, however this may limit our ability to fully resolve or respond to your enquiry.

What other rights does the service user have?

Under data protection law, you have rights including:

Your right of access – You have the right to ask us for copies of your personal information.

Your right to rectification – You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.

Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances.

Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal information in certain circumstances.

Your right to object to processing – You have the right to object to the processing of your personal information in certain circumstances.

Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.

You have a right to complain to the Information Commissioner’s Office (ICO) if you are unhappy with how your personal information has been handled by RBC. They can be contacted at: Information Commissioner’s Office

Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113 ICO website: https://www.ico.org.uk

State if there will be any automated decision making

N/A