Alert close - icon Fill 1 Copy 10 Untitled-1 tt copy 3 Untitled-1 Untitled-1 tt copy 3 Fill 1 Copy 10 menu Group 3 Group 3 Copy 3 Group 3 Copy Page 1 Group 2 Group 2 Skip to content

Derbyshire business centre privacy notice

Derbyshire Business Centre exists to keep our various business operations running smoothly. It carries out a variety of work including the scanning of incoming mail and the printing of outgoing post. We offer the same services to external clients on a commercial basis. If demand exceeds our capacity or the business centre is hit by a disaster, we may use commercial suppliers of document management services to keep the operation going.

The business centre processes very little personal data on its own behalf. If you are interested in personal data processing done for a particular council service, please see the privacy notice of the service in question.

Who controls your data

Usually, the data controller is us and any document management companies contracted to work on our behalf are data processors. Where we accept work on behalf of a third party such as a client paying for printing or scanning services, the client is the data controller and we are a data processor.

Legal basis of processing

There are 3 main bases:

  • consent
  • contract
  • public task

Information we collect and why


Information is obtained with your permission, and we'll make sure you know this when you sign up. You can withdraw consent at any time.

If there is a paper-based survey, questionnaire or consultation exercise, the service organising it will tell you what information they are collecting, why, and how to withdraw your consent to processing.

The business centre may print the blank document for you to complete, merging it with your name and address as supplied by the service organising the exercise before sending it to you by post.

If you return it by post, the business centre will receive and scan the completed document before securely destroying the original.


We keep records of our contractors, commercial customers, suppliers and partner organisations, so that we can manage our business arrangements properly. Where the operation requires us to use a third party as a data processor, we vet potential suppliers in accordance with our procurement policies and write data protection clauses into our contracts.

Public task

We rely on multiple bases of processing, not just consent and contract. Often, the lawful basis of processing is one of our public tasks. As a local authority, we fulfil many public tasks requiring us to manage information effectively. These tasks are described in the privacy notice for each service. By scanning our incoming mail and printing our outgoing post, Derbyshire Business Centre achieves the efficiency they require.

If you write to us on paper, we will scan the document received, transfer the scanned copy to the service in question and then destroy the physical document 8 weeks later. The 8-week period gives the service enough time to tell us if there's a particular reason not to do this. Business centre staff are trained not to destroy original identity documents.

How long we keep your information

At Derbyshire Business Centre, we keep personal information for no longer than 6 years from the end of the financial year in which it was last modified or used. This is the period is given in our business centre retention schedule. After we have passed the information to the service that needs it, they will keep it according to their own retention schedule.

Sharing your information

Services that use the business centre will only share your information as indicated in their own privacy notice. We do not otherwise share your information unless required by law.

Keeping your information safe

We are committed to protecting personal data and have through data policies and procedures in place to ensure it's safeguarded.

Your rights and who to contact about them

You can find out more about your rights as a data subject.

If you have any queries, concerns or complaints, relating to you, about how we obtain, use, store or share your personal information, or if you wish to make a request relating to your individual rights under the legislation, please contact us:

If you are dissatisfied with our response to your concerns or would like more information on data protection and the GDPR, you can contact the Information Commissioner's Office (ICO) who deal with concerns and complaints relating to data protection and freedom of information legislation:

  • tel: 0303 123 1113 (local rate) or 01625 545 745 (national rate number)
  • fax: 01625 524 510
  • write to:
    Information Commissioner's Office
    Wycliffe House
    Water Lane
    SK9 5AF