Who controls your data
We are the data controller for the personal information we hold about you.
We are committed to protecting your personal data, and ensuring it is used fairly and lawfully. Information you provide to us will be used in accordance with UK GDPR and the Data Protection Act 2018. Our communications team routinely handle media enquiries about our activities. For efficiency and consistency, we log enquiries, responses and supporting information in a secure database.
The types of personal information we use
Our use of personal data in public relations is straightforward, usually relying on simple facts such as people’s names and addresses. For instance, if a newspaper published an article about a named Derbyshire resident and asked the council for comment, our reply could mention the same person by name. We could also give the name of a local councillor who expressed a view on the article. Replying to such an enquiry counts as personal data processing, even with information already in the public domain. The same is true of preparing and publishing press releases, newsletters or social media posts relating to council services.
Why we collect and use this information
The information provided will be used to help keep people informed about council services and protect our reputation. Although our communications and public relations activities are not required by law, we believe they benefit both the public and the council. For this reason, our lawful basis is Legitimate Interests, unless we are contributing to one of this authority’s Public Tasks. Your data will not be processed for any other purpose.
Information relating to matters such as health, ethnicity, religion or trade union membership is classed as special category data. If we use such data in communications, it is typically when referring to someone who has manifestly made their own information public. For instance, a newsletter interview with a representative of an organisation for people with a health condition might mention their medical status, if they are open about this. Similarly, if a trade union spokesperson is identified on the union’s website, a news article could fairly mention the fact that they are a trade union member. Otherwise, we only use special category data on the basis of a substantial public interest, for statutory and government purposes.
Criminal offence data is different. Our communications activities only process such data in limited circumstances, such as when defending a legal claim or publicising the outcome of a trading standards prosecution. If no legal claim or judicial act is involved, processing of special category data is on the basis of a substantial public interest for statutory and government purposes.
Collecting your data
We collect information, if appropriate and relevant, from a range of individuals and organisations. These will include yourself, media organisations, and our partner agencies.
Keeping your information safe
In order to meet our commitment to protecting your personal data we have data protection policies and procedures in place to ensure that it is safeguarded.
Your information will only be held by us for as long as our records retention schedule requires. It will be permanently deleted or securely destroyed at the end of the period stated unless we have a lawful reason to retain it.
Sharing your data
To process your personal data, the council may use third party software providers such as Microsoft. We carry out checks on all data processors we use, and have contracts with them which set out their data protection obligations.
The Accounts and Audit Regulations 2015 require the council to have an internal audit service to evaluate the effectiveness of its risk management, control and governance processes. To enable this, the council's internal audit team require access to documents, records and personal data belonging to the council, its contractors, or suppliers to do their work. Further details on the role of the council's internal audit team can be found within the Internal Audit Charter.
Requesting access to your personal data
You have the following rights, subject to lawful exemptions:
- access copies of any records we hold about you
- have any information we hold about you corrected
- restrict how information we hold about you can be used or shared
- object to information about your you being held
- have any information we hold about you transferred to a third party
You can find further information on your rights, and how to make requests under those rights.
For more detailed advice on your rights visit the Information Commissioner's Office website.
If you have any concerns
If you would like to withdraw from the Citizens' Panel, you can do so:
If you have any other concerns or are unhappy with our use of your personal data, please let us know by contacting:
If you are dissatisfied with our response you can contact the Information Commissioner's Office
- Write to:
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
- telephone: 0303 123 1113 (local rate)