How do we use personal data?

We might need to use your personal data so we can provide our services, check what we are doing is working well, help us find new ways to provide our services well, prevent and spot crime and make sure we are following the law.

We help the public in lots of ways. These ways are called our 'public services'. Our public services include community safety, licensing, housing, planning, building control, street scene, parking, active communities, revenue and benefits, elections and democratic services. We also provide a business, enterprise and tourism service.

Our public services also include the functions of corporate communications, legal services, finance, information governance, human resources, policy, consultation and performance, premises and safety, ICT and estates.

Our website and customer access services provide access to the council's services.

Information shared

We will normally let you know in advance if we are going to share your personal data with a third party. Third parties are people who don't work for the council, like another organisation.

By law, Stratford-on-Avon District Council must assign someone to be a Returning Officer and someone to be an Electoral Registration Officer. They manage electoral services for the council. The Returning Officer is a data controller themselves. To find out how electoral services use your personal data see the Electoral Services (elections and electoral registration) Privacy Notice.

Section 23 and 35 of the Representation of the People Regulations 2001 (RPA) gives power to the Electoral Registration Officer to use your personal data that is held by the Council if they need it to help them provide their services. The Council only shares your information with electoral services so they can correctly register you to vote. Usually we will only share names and addresses.

We may share personal data between teams within the council in order to provide our services. We may also share data with central government, courts and tribunals, police and other law enforcement and prosecuting agencies, and other local authorities. For specific reasons only, we may also share your personal information with banks and building societies, insolvency practitioners, credit referencing agencies, housing associations and private landlords, citizens advice bureaux and other support groups.

We may share your personal data with others such as companies we have contracts with or experts who help by giving us advice. We will only do this if we need to do so to help us with a 'public task', which are the kinds of tasks we normally do to help the public.

We will never use your personal data to try to market something to you, unless you tell us otherwise.

We will never pass your personal data to someone else so they can try to sell you something or make money from you, unless you tell us otherwise.

We may share personal data when we have to by law to help prevent or spot crime, help arrest or prosecute offenders, help collect tax or another standard fee or help decide the amount of a tax or standard fee. We would share this information because we legally have to do so.

There are other times we are allowed to share your personal data by law that is included in data protection regulations.

Information shared with Warwick District Council

We have a strong working relationship with Warwick District Council and we are continuing to identify opportunities to work with them collaboratively, where such opportunities will enable us to be more efficient and/or effective in the ways we spend the money we have, or to support us in providing a better service for you. These projects may involve the sharing of some of your personal data with Warwick District Council. We will only share your personal data if it is necessary for us to do so in order to complete the tasks for which The Council are responsible, and only for the purposes identified in the data-sharing agreements between us and Warwick District Council.

For the purpose of these projects, both Councils will be joint data controllers. Each of these projects has its own data-sharing agreement and data privacy impact assessment between the Councils which sets out the personal data that will be shared, what it can be used for, who is responsible for it and when it will be deleted. We consider that Warwick District Council have high levels of information security, and will make every effort to look after your personal data in the same way that we do.

For every one of these projects, each Council will have the following specific, named officers:

Data Owner: They lead the project and are responsible for ensuring your data is handled in line with all data protection principles. They usually create their project's data-sharing agreement and data privacy impact assessment, with guidance from the Information Governance Manager.

Information Risk Owner (IRO): The IRO is the appropriate Head of Service, and they are responsible for ensuring the Data Owner is meeting their responsibilities with relation to Data Protection. They review all data-sharing agreements and data privacy impact assessments for these projects before they can be approved.

Senior Information Risk Owner (SIRO): This person is always a Senior Manager, and they hold overall responsibility for Data Protection within the Council. They review all data-sharing agreements and data privacy impact assessments for these projects before they can be approved.

Information Governance (IG) Manager: The shared IG Manager is the Data Protection Officer for both Councils and offers guidance and support to all above named persons. They review all data-sharing agreements and data privacy impact assessments for these projects before they can be approved.

If you wish to make a request for any information in relation to a specific project which involves ourselves and Warwick District Council as joint data controllers, you only need to ask one Council for the information as they will ask the other Council for any relevant information, if needed.

You may obtain a copy of the database of projects which currently involve data-sharing across the Councils as part of these agreements by making a request for information from us online.

Some Council officers work for both Councils and these officers use a different e-mail address for each Council. To help these Officers work effectively in their role, your e-mail to officers at Stratford-on-Avon District Council may be automatically forwarded to their e-mail address at Warwick District Council and you may receive a reply from their Warwick District Council e-mail address. In these cases, this does not change who controls your personal data and Stratford-on-Avon District Council remain as data controller.

Contact: the Data Protection team

Last updated on 21/05/2021