Environmental Health Privacy Notice

Why are we collecting your personal data?

Stratford on Avon District Council collect, hold and use your personal data in order to comply with food safety, health and safety, communicable disease control and environmental legislation. We will only collect the personal data from you we need in order to carry out our legal obligations.

What information do we collect?

Information that is collected may vary depending on the situation:

All Services:

  • Name
  • Address
  • Contact details including telephone number and e-mail
  • Payment details
  • Tenure details
  • Medical information
  • Household occupants
  • Audio Recordings and Photographs
  • Business Ownership Details
  • We also collect information from third parties

Communicable Diseases:

  • Date of Birth
  • Medical information
  • School/employment details
  • Information on household contacts
  • Food history
  • Activity history
  • Details of recent travel
  • In rare cases, sexual history

Applications for permits and registrations:

  • Details of previous convictions

Who uses this information?

The information is used by the Environmental Health staff. It may also be shared with other council departments and partner agencies where it is legal to do so. Information collected on communicable diseases is always shared with Public Health England, and may, in general terms, be shared with employers or schools.

What does the Council do with this information?

Stratford on Avon District Council uses this information to process:

  • Statutory inspections of premises or processes
  • Applications for permits, registrations or certificates
  • Notifications of infectious diseases
  • Legal proceedings in cases of non-compliance with legislation
  • Monitoring of private water supply
  • Payments in regards to pest control, water sampling and permits
  • Requests for service
  • Investigations of complaints
  • Investigations of workplace accidents

What authority does the Council have to collect and use this information?

Under the General Data Protection Regulations, the Council collects and uses this information under powers given to Local Authorities (councils). The following categories of lawfulness apply:

  • 6(1)(c) Processing is necessary for compliance with a legal obligation
  • 6(1)(e) Processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller

In circumstances where we don't have legal authority to use your information, we will always obtain your prior consent. You can see all of the relevant legislation in Appendix 1.

What is ‘person identifiable data'?

The term ‘person identifiable data' relates to any data that could potentially identify a specific individual. The following are classified as person identifiable: name, age, address, postcode, place of birth, date of birth, gender, national insurance number or any information about an individual that can be used directly, or in connection with other data, to identify, contact or locate that person.

Why do we use this information?

We use this information to ensure that the Council delivers its legal obligations when inspecting premises and or/processes and dealing with complaints and requests for service.

Who are we likely to share this information with?

We may sometimes share the information we have collected about you where it is necessary, lawful and fair to do so. In each case we will only share the minimum amount of information, only when it is required, for the following reasons:

With other Stratford on Avon Council departments (such as, Community Safety Team, Housing, Planning, Building Control etc.) to:

  • Help safeguard vulnerable adults and children
  • Provide advice and assistance to you
  • To assist in undertaking theirs or our legal duties, including the enforcement of legislation
  • To protect public money

With other partner agencies (such as Police, Environment Agency, Residential Social Landlords, Public Health England, Health and Safety Executive, other Local Authorities) to:

  • Help safeguard vulnerable adults and children
  • Provide advice and assistance to you
  • To assist in undertaking theirs or our legal duties, including the enforcement of legislation
  • To protect public health

How do we keep this information secure?

Your information 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 this information?

We have a retention schedule which details how long we keep different types of records. Records are kept for no longer than 6 years unless there is a legal requirement to keep them for a longer period. All records are destroyed securely when we no longer require them.

What are your rights?

You are entitled to request a copy of any information about you that we hold. Any such requests should be made in writing. If the information we hold about you is inaccurate you have a right to have this corrected and you have the right to request completion of incomplete data.

You have the right to request that we stop, or restrict the processing of your personal data, 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 statutory functions.

You can find further details on our website, www.stratford.gov.uk, under Privacy.

If you have any worries or questions about how your personal information is handled please contact our Data Protection Officer at data.protection@stratford-dc.gov.uk.

For independent advice about data protection, privacy and data sharing issues, you can contact the Information Commissioner at:

Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.

Tel: 0303 123 1113 (local rate) or 01625 545 745 if you prefer to use a national rate number.

Alternatively, visit ico.org.uk or email casework@ico.org.uk.

Appendix 1 – Relevant Legislation

  • Animal Welfare Act 2006
  • Animal Health and Welfare Act 1984
  • Animal Byproducts Regulations
  • ASB Crime and Policing Act 2014
  • Building Act 1984
  • Care Act 2014
  • Clean Air Act 1993
  • Clean Neighbourhoods and Environment Act 2005
  • Control of Pollution Act 1974
  • Control of Dogs Order 1992
  • Dangerous Dogs Act 1991
  • Dog Fouling of Land Act 1996
  • Environment Act 1995
  • Environment and Safety Information Act 1988
  • Environmental Damage (Prevention and Remediation) Regulations 2009
  • Environmental Permitting (England & Wales) Regulations 2016
  • Environmental Protection Act 1990
  • Food and Environment Protection Act 1985
  • Food Safety Act 1990 and regulations thereunder
  • Food Safety & Hygiene (England) Regulations 2013
  • The Official Feed and Food Controls (England) Regulations 2009
  • Food Information Regulations 2014 Reg 9(2)
  • Public Health (Control of Disease) Act 1984
  • Health Protection (Local Authority Powers) Regulations 2010
  • Health Protection (Part 2A Orders) Regulations 2010
  • Health Act 2006
  • Health & Safety at Work etc Act 1974
  • Sunbeds (Regulation) Act 2010
  • Sunday Trading Act 1994
  • Land Drainage Act 1991
  • Licensing Act 2003
  • Local Government (Miscellaneous Provisions) Act 1976
  • Local Government (Miscellaneous Provisions) Act 1982
  • Microchipping of Dogs (England) Regulations 2015
  • National Assistance Act 1948
  • Noise Act 1996
  • Noise and Statutory Nuisance Act 1993
  • Pollution Prevention and Control Act 1999
  • Prevention of Damage by Pests Act 1949
  • Private Water Supplies (England) Regulations 2016
  • Public Health Act 1936
  • Public Health Act 1961
  • Radioactive Substances Act 1993
  • Transmissable spongiform Encephalopathies (England) Regs 2013 (amended)
  • Water Act 1989
  • Water Industry Act 1991

Contact: The Data Protection team

Last updated on 06/01/2020