Privacy and information governance requests and reports

This privacy notice explains how the Information Governance team at Buckinghamshire Council (the data controller) will use the personal information we collect about you when you use this service.

Information held about you

We can hold the following information on you:

  • your name
  • your contact details, including address, postcode, phone number and email address
  • your date of birth, age, gender, relationship with other requesters
  • details of any agent or other third party acting on your behalf that you have provided as part of your request
  • details of your request or report
  • contact we have had with you (such as correspondence).

Why we need your information

We need your information to:

  • respond to subject access requests, individual rights request and disclosure requests
  • carry out investigations into data breach reports
  • ensure our case management system is accurate for the administration of subject access requests, individual rights requests, disclosure requests and data breach reports.

The legal basis for processing the data under the UK GDPR and Data Protection Act 2018 is:

  • Article 6(1)(e) We need it to perform a public task.

How we share and process your information

We will share your information, if appropriate, with:

  • other relevant services within the council
  • third parties (data controllers) who work with the Council to support Council services - such third parties include:
    • Police, GPs, CAMHS, hospitals, Early Years settings, schools, colleges and Fire Brigade
  • third parties (data processors) contracted by Buckinghamshire Council to work on behalf of the Council to support Council services - such third parties include:
    • Commissioned service providers
  • other bodies in connection with regulatory functions (such as the Information Commissioner’s Office)
  • a nominated third party or personal representative, following authority from you to do so.

We will securely hold your information and only keep it for as long as is necessary. Where information is no longer needed it will be confidentially disposed of.

Automated decision making

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

Your rights

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 data.

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 data.

Date of publication/last update: 14/06/2023