Privacy

We may collect, use, store and transfer different kinds of personal data about you to carry out various functions and services. We have grouped these together as follows:

• (a) Identity Data; includes first name, maiden name, last name, marital status, title, date of birth, gender, nationality, immigration status and a picture of you.
• (b) Contact Data; includes email address and telephone numbers, any correspondence from you or to you.
• (c) Financial Data; includes bank account and payment card details.
• (d) Criminal data; If you are an alleged perpetrator of crime or anti-social behaviour information with regards to criminal convictions or criminal behaviour.
• (e) Health data; data with regards to any medical conditions or health information

Reasons why we collect personal data:

We have a duty to help prevent and reduce anti-social behaviour and crime. Therefore, processing your information is necessary for the performance of a task carried out in the public interest or in the exercise of our official authority. Sensitive personal data is processed because it is a necessary function conferred on us by an enactment or rule of law or because we have a duty to prevent or detect an unlawful act.

Ways in which we collect personal data

The Council collects information in a variety of ways, for example, whereby you contact us or correspond with us by post, phone, email or online forms, and when working in partnership with other public authorities and partners.

Purposes for which we will use your personal data

We have set out below, in a table format, a description of all the ways we plan to use your personal data, and which of the legal bases we rely on to do so. 

Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. Please contact us if you need details about the specific legal ground we are relying on to process your personal data where more than one ground has been set out in the table below.

Sharing Your Data

We may have to share your personal data with the parties set out below for the purposes set out in the table above, including but not limited to: 

• Other departments within Surrey Heath Borough Council
• Other Local Authorities
• Department for Environment, Food and Rural Affairs (DEFRA)
• Surrey Police  
• Office of the Police and Crime Commissioner
• Surrey Fire and Rescue Service 
• Surrey County Council 
• Frimley Health NHS Foundation Trust
• Housing Providers
• National Probation Service
• Environment Agency
• Health and Safety Executive
• Utility Providers

The Crime and Disorder Act 1998 introduced a statutory requirement that key local agencies work together in partnership to tackle crime and disorder in their localities, Surrey Heath Borough Council is part of the Community Harm and Risk Management Meeting (CHaRMM) partnership and shares information using the Empowering Communities Integrated Network System (ECINS) this is a secure, encrypted hub where all the partners share timely and efficient information on joint cases for the reduction of crime, disorder and anti-social behaviour

We are a member of the Surrey Heath Partnership, this is a local partnership that work collaboratively together on targeted interventions to help make Surrey Heath a safer place to live and work. The authorities within the partnership shares top level information to help target and run Surrey wide strategies and guidance.

We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with instructions.

Data Transfer

We do not transfer your personal data outside the European Economic Area (EEA).

Data Security

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.

Data Breach

We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

Data Retention

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, or reporting requirements.

To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.

What are my rights with regards to data?

Please see the Your Legal Rights section of the main Privacy Notice.