Privacy and Cautionary Contact Register (CCR)

This Privacy Notice explains how Buckinghamshire Council (the data controller) will use the personal information we collect about you if you have been registered on the Council’s Cautionary Contact Register.

We can hold the following information on you:

• name
• contact details, including address, postcode phone number and email address.
• details of relevant incidents and why it is necessary to add information to the CCR.
• any previous contact with the Council in relation to your inclusion on the register

We may also hold additional special category data to help us provide any reasonable adjustments, including:

• health information

The Council owes a duty of care to its employees under the Health and Safety at Work etc. Act 1974; The Management of Health and Safety at Work Regulations 1999; Safety Representatives and Safety Committees Regulations 1977 (a); and The Health and Safety (Consultation with Employees) Regulations 1996 (b) Equality Act 2010.

We also have a have a legal duty under RIDDOR – Reporting of injuries, Diseases and Dangerous Occurrences Regulations 2013 – to record and report incidents of work-related violence.

We need your information to:

• to safeguard employees of the Council and partner organisations
• to ensure our records are accurate for the administration of the CCR.

The lawful basis for processing the personal information under the Data Protection Act 2018 and UK GDPR is:

• UK GDPR Article 6(1)(c) - the processing is necessary to comply with a legal obligation.
• Article 6(1)(e) We need it to perform a Public Task

We may also process special categories of personal data. For example, information about health. Where we do so our lawful basis is

• Article 9 (g) reasons of substantial public interest (with a basis in law)

We will share your information, if appropriate, with:

• other relevant services within the council
• organisations or Council contractors who may come into direct contact with you. For example, Housing Associations
• organisations in connection with the prevention of crime, criminal or legal investigations. For example, the police.

Access to the register will only be provided to employees identified as requiring access as part of their role.

Information will only be retained for as long as is necessary. Each record will be reviewed after 12 months by the CCR Review Panel and either removed from the register or extended.

Data is retained on the system for a further 6 months but is only accessible by administrators of the CCR.

Information will be deleted from council systems six months after removal date if no further incidents occur. Where information is no longer needed it will be confidentially disposed of.

We do not carry out any automated decision making in relation to this information.

You have legal rights over your information. For details of those rights, see our corporate Privacy Policy. Your rights will differ depending on our lawful basis for processing your personal information.

Our Data Protection Officer can be contacted at

Buckinghamshire Council
The Gateway
Gatehouse Road
Aylesbury, HP19 8FF

by email at [email protected]

or by phone at 0300 131 6000.

If you have any concerns about our use of your personal information, you can make a complaint to the Data Protection Officer. You can also then complain to the ICO if you remain unhappy with how we have used your personal information.

Date of publication/last update: May 2025