‘Personal data' means any information which relates to an identifiable living person. A person's name and contact details will be personal data, as will any information relating to their physical appearance, financial circumstances, cultural or social identity, etc. Photographs and online identifiers such as usernames and passwords can also fall within the definition of personal data.

We use personal data in circumstances where:

  • you have provided consent
  • you have entered into a contract with the council
  • it is necessary to comply with a legal obligation
  • it is necessary to protect somebody's vital interests
  • it is necessary for us to conduct the tasks that we carry out in the public interest or the exercise of our official authority; or
  • it is necessary for the council's or a third party's legitimate interests.

Some personal data is ‘special'. This means that it relates to a person's racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, health, sexuality or sex life. It also includes genetic data and biometric data. Special personal data is subject to enhanced protection under data protection law.

We use special personal data in circumstances where:

  • you have provided explicit consent
  • it is necessary for the purposes of carrying out obligations and exercising rights in the field of employment, social security and social protection law
  • it is necessary to protect somebody's vital interests
  • you have manifestly made the information public
  • it is necessary for the establishment, exercise or defence of legal claims
  • it is necessary for reasons of substantial public interest
  • it is necessary for the purposes of preventative or occupational medicine
  • it is necessary for public health reasons; or
  • it is necessary for scientific, historical or statistical reasons

Personal data relating to criminal convictions and children is also subject to enhanced protection.

It is important to note that we do not always require your knowledge or consent to process your personal data.

More guidance on data protection is available on the Information Commissioner's Office's website.

Last updated on 11/07/2018

Contact the Data Protection team