Shared Legal Services Stratford and Warwick

Why are we collecting your personal data?

This privacy notice explains how the Legal Services team at Stratford-on-Avon District Council and Warwick District Council (operating as a shared legal service) collects, uses, and protects your personal data when providing legal services. We collect only the personal data necessary to fulfil our legal duties and deliver services effectively on behalf of both councils. Much of the personal data processed by the Legal Services team is provided by other departments within the relevant council.

What personal data (information) do we collect?

The personal data* (information) we collect depends on the nature of your interaction with our legal services. This may include*:

• Contact information – Name, address, email address and telephone number.
• Case-related information – Legal documents, evidence, criminal convictions and offences and case notes. This may also include special category information (health data).
• Communication records – Emails, letters, phone call logs and meeting notes.

* Personal data refers to any information that can identify an individual, either directly or indirectly. This includes names, addresses, dates of birth, national insurance numbers and other identifiers.

Who uses this information?

Your information is used by the Legal Services team for both Stratford-on-Avon District Council and Warwick District Council. It may also be shared with*:

• other departments within the relevant council,
• external legal representatives,
• or partner agencies or authorities where legally permitted and necessary.

What is our legal basis for processing your data?

We process your personal data under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. The legal bases we rely on include*:

(a) compliance with a legal obligation,

(b) performance of a public task carried out in the public interest or in the exercise of official authority,

(c) consent (where required and no other lawful basis applies).

In some cases, we may also rely on other lawful bases, such as vital interests (when it is essential to protect someone's life) or contractual necessity, depending on the specific legal matter.

Why do we use your personal data?

We use your data to*:

• provide legal advice and representation to the relevant council,
• manage and progress legal cases,
• respond to Freedom of Information and Data Protection requests,
• monitor Regulation of Investigatory Powers Act (RIPA) authorisations,
• maintain the Local Land Charges Register,
• support equality monitoring and compliance.

Who might we share your data with?

We may share your data, where appropriate and lawful, with*:

• courts and tribunals, (e.g. Magistrates' County and Coroner Courts),
• legal representatives and expert witnesses,
• police and law enforcement agencies,
• government departments (e.g. HM Revenue & Customs (HRMC), Department for Work and Pensions (DWP), Home Office),
• Land Registry,
• national regulators (e.g. Information Commissioner's Office),
• elected members or MPs (acting on your behalf),
• contractors providing IT or case management services.

We will always share the minimum necessary information and only when required.

How do we keep your data secure?

Your data is stored securely on a database and document management systems. These have strict password access and usage policies and procedures.

How long do we keep your data?

We retain legal records in accordance with the relevant Council's retention schedule. Most records are kept for up to 6 years after the conclusion of a case unless a longer period is required by law. All records are securely destroyed when no longer needed.

What are your rights?

You have the following rights under data protection law*:

• Right of access – to request copies of your personal data.
• Right to rectification – to correct inaccurate or incomplete data.
• Right to erasure – to request deletion of your data in certain cases.
• Right to restrict processing – to limit the processing of your personal information in certain circumstances.
• Where possible, we will seek to comply with your request, but we may be required to hold or process information to perform our functions under the law.
• Right to object – to object to certain types of processing.
• Right to withdraw consent – where consent is the lawful basis.
• Right to data portability – to request transfer of your data to another organisation (in limited cases).

Your rights may vary depending on the legal basis for processing. For more information, visit the Information Commissioner's Office's lawful basis guidance.

* None of these lists is exhaustive. They are meant for illustration only. From time to time there may be other lawful processing activities.

Contact us

If you have questions or wish to exercise your rights, please contact the Data Protection Officer by email at data.protection@stratford-dc.gov.uk for Stratford-on-Avon District Council or dp@warwickdc.gov.uk for Warwick District Council.

For independent advice, contact the Information Commissioner's Office at Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF, telephone it on 0303 123 1113, visit their website, ico.org.uk, or email at casework@ico.org.uk.