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Isle of Wight Council privacy notice

Service Update - Privacy Notice COVID-19 response activity

The Isle of Wight Council is committed to keeping your personal information safe and processing it in accordance with our obligations under the General Data Protection Regulation.  Please view our Privacy notice for COVID-19 response activity .

General information

This privacy notice provides you with general information about how we collect and use your information in the delivery of council services.

Who we are

Isle of Wight Council is a local authority and is known as the "Controller" of the information that we collect about you.  You can view the registration on the Information Commissioner’s Office website.

Contact details:
Isle of Wight Council
County Hall
High Street
Newport
Isle of Wight
PO30 1UD

Telephone: 01983 821000

Data Protection Officer's contact details

You can contact our Data Protection Officer at DPO@iow.gov.uk.
You can also write to: Data Protection Officer, Corporate Information Unit, County Hall, High Street, Newport, Isle of Wight PO30 1UD

Your information

The information we collect about you is split into two categories that are determined by the definitions set out in law.

Personal data is information that identifies and relates to you, this may include:

  • name, address, date of birth and other contact information
  • unique identification numbers
  • details of your social and/or economic status
  • online identifiers (for example an IP address)

Special category data is personal data which is considered more sensitive and private in nature. This is information about your:

  • race or ethnic origin
  • political views and affiliations
  • religious or philosophical beliefs
  • trade union membership
  • genetics
  • biometrics (where used for ID purposes, for example, facial recognition)
  • health
  • sex life or sexual orientation

Why we collect information about you

Isle of Wight Council collects and uses your information to help deliver public services. These services are split into the following directorates:

  • Adult Social Care and Community Wellbeing
  • Children’s Services
  • Corporate Services
  • Financial Management
  • Fire and Rescue
  • Neighbourhoods
  • Public Health
  • Regeneration
  • Strategy

We process your information for the following purposes:

  • for the service you requested, and to monitor and improve our performance in responding to your request
  • to allow us to be able to communicate and provide services and benefits appropriate to your needs
  • to ensure that we meet our legal obligations and to exercise our statutory powers in the public interest
  • to conduct public consultations and engagement
  • where necessary for law enforcement functions
  • where necessary to protect individuals from harm or injury
  • to allow the statistical analysis of data so we can plan the provision of services
  • to support effective decision making and improve efficiency of services
  • for the purposes of public and staff safety and crime prevention and detection

We will only collect the information that we need to deliver services to you and as far as is reasonable and practicable we will ensure that your information is accurate and kept up to date.

Lawful basis for processing information about you

We must ensure that we have a lawful basis to collect and use your information. The lawful bases the council relies on vary depending on our involvement with you. They are:

  • compliance with a legal obligation as required by UK or EU law to process for a specific purpose
  • performance of a public task in the public interest or an official function which has a clear basis in law
  • performance of a contract for the supply of goods or services
    with your consent, where there is documented evidence of that consent
  • pursuit of a legitimate interest, of the council or a third party
  • to protect a person’s vital interests (for example, to protect someone’s life)

If the information you provide us contains special category data, this requires a further lawful basis to those listed above. In relation to the council’s processing activities these are:

  • for reasons of substantial public interest
  • to establish, exercise of defend legal claims
  • for preventative and occupational medicine and the assessment of the working capacity of an employee
  • provision of health and social care treatment or the management of health and social care systems
  • carrying out obligations and exercising specific rights in the field of employment and social security and social protection law
  • with your explicit consent
  • to protect an individual’s vital interests
  • processing personal data which are manifestly made public by you

Who we may share your information with

The information we collect may be shared between Council services and with other organisations such as government bodies, educational establishments, health and social care organisations providing you with services, which may include the Safeguarding Partnership or other partnerships as required.
We will only share your personal information when we are allowed to, required to by law or we have your consent. The Council does not pass personal data to other organisations for marketing purposes without your consent. Your personal information may be processed by an external service provider acting on our behalf.

The Isle of Wight Council is required by law to protect the public funds it manages. The Council may share information provided to us with other bodies responsible for auditing or managing public funds, in order to prevent and detect fraud. The Cabinet Office is responsible for carrying out data matching exercises and we are required to provide particular sets of data to the Minister for the Cabinet Office for matching for each exercise, as detailed on the governments National Fraud Initiative (NFI) web pages.

How long we hold your information

We are required to retain your information for as long as is necessary, after which it will be securely destroyed.

Retention periods can differ and will depend on various criteria including the purpose of processing, regulatory and legal requirements, and internal organisational need.

We have retention schedules in place that set out in detail how long information will be held for. If you require more information, please contact the relevant service.

Where your information is held

We may process your information in both digital and hard copy format. Primarily your information will be held within the United Kingdom but in some limited circumstances it may be transferred overseas using web services that are hosted outside of the European economic area. Where this is the case, we will ensure that adequate and appropriate safeguards are in place to protect your information overseas.

Your information rights

You have several rights in relation to the information that the council holds about you:

  • Access - You have the right to ask us for copies of your personal information.
  • Rectification - You have the right to ask us to rectify information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
  • Erasure - You have the right to ask us to erase your personal information in certain circumstances.
  • Restriction of processing - You have the right to ask us to restrict the processing of your information in certain circumstances.
  • Object to processing - You have the right to object to the processing of your personal data in certain circumstances.
  • Data portability - You have the right to ask that we transfer the information you gave us to another organisation, or to you, in certain circumstances.
  • Automated decisions and profiling – You have the right to prevent your information being processed and decisions being made about you solely by automated means (without any human involvement)

If you wish to use your rights, please contact our Corporate Information Unit at information@iow.gov.uk.
You can also write to: Corporate Information Unit, Legal Services, County Hall, High Street, Newport, Isle of Wight PO30 1UD.

To view more information about your rights and when these might apply visit the Information Commissioner's website.

View our data protection policy for more details about how the council handles personal data and complies with data protection legislation.

Information Commissioner's Office

You have the right to complain to the Information Commissioner’s Office (ICO) if you are not satisfied with the way that the council has handled your information.

The ICO is an independent body set up to uphold information rights in the United Kingdom. They can also provide advice and guidance and can be contacted through the Information Commissioner’s website, via their helpline on 0303 123 1113 or in writing to:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF