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Preston City Council is committed to compliance with Data Protection legislation. Keeping your personal information accurate and secure is a vital part of providing efficient services to you.
The council will only use the information it holds about you for the purpose you provided it except in the circumstances outlined in this notice. It will also only collect the minimum information necessary to fulfil that purpose.
When you provide information you will be told what it will be used for and whom it will be shared with. However, you need to be aware that the council is required to share your information, on occasion, between different sections of the council and with other agencies to help reduce crime or investigate fraud. An example of this is in reducing Benefit fraud and involves the council sharing Council Tax, Electoral Registration and other licensing and registration data to ensure that claimants are not claiming illegally.
The council also works closely with other councils and community organisations and often needs to share information with them in order to deliver your services. However, the council will not supply these organisations with your information unless it is satisfied that equal measures are in place to protect the information from unauthorised access. The council will also not supply your information to any organisation for marketing purposes without your prior consent.
The council has a responsibility to promote social wellbeing and works in partnership with other councils and agencies such as the Police, Fire and Rescue Service, the voluntary services and the Health Service in order to preserve life, reduce accidents, reduce crime and disorder and improve health.
To promote this social wellbeing the council may need to share your personal and sensitive information with other councils and partner agencies.
Personal Data is information that relates to a living individual who can be identified either:
The information includes any expression of opinion about the individual, and any indication of the intentions of the data controller or any other person in respect of the individual. Personal data will therefore cover basic details such as name, address, date of birth and telephone numbers.
The council must always comply with the 8 Principles of Data Protection when handling your personal information. These principles state that data must be:-
Certain data is also categorised as ’Sensitive Personal Data’, for example:
The law says explicit consent should be sought to before using your Sensitive Personal Information. Usually your consent will be sought when you make an application for council services.
In order to provide you with efficient and effective services Preston City Council needs to collect personal data. The council may also need to share your personal data with other service providers who are contracted to carry out services on their behalf. These providers are obliged to keep your personal details secure and use them only to fulfil your service request. The council will process the information you provide in a manner that is compatible with the Data Protection Act and in particular aims to comply with the principles stated above. Preston City Council will use information about you for the provision of services and specifically for the following:-
Your information will only be held as long as necessary and will be disposed of in a secure manner when no longer needed. The periods for retention of information are specified in the council’s Retention Schedule.
The council is developing a centralised customer database to improve service delivery. In the future the intention is that a change of address will only need to be reported once and the information will be relayed to all the services that use the database, so you won’t have to supply the same information repeatedly.
The council has a responsibility to promote social wellbeing and to work with other councils and partner agencies such as the Police, Fire and Rescue Service, the voluntary services and the Health Service in order to preserve life, reduce accidents, reduce crime and disorder and improve health. To promote this social wellbeing the council may need to share your personal and sensitive information with other councils and partner agencies.
The sharing of sensitive personal data where your consent has not been directly secured will only occur in order to promote community wellbeing for example in saving life, reducing crime, reducing accidents and improving health and will be on a “need to know” basis.
This authority is required by law to protect the public funds it administers. It may share information provided to it with other bodies responsible for; auditing, or administering public funds, or where undertaking a public function, in order to prevent and detect fraud.
The Cabinet Office is responsible for carrying out data matching exercises.
Data matching involves comparing computer records held by one body against other computer records held by the same or another body to see how far they match. This is usually personal information. Computerised data matching allows potentially fraudulent claims and payments to be identified. Where a match is found it may indicate that there is an inconsistency which requires further investigation. No assumption can be made as to whether there is fraud, error or other explanation until an investigation is carried out.
We participate in the Cabinet Office’s National Fraud Initiative: a data matching exercise to assist in the prevention and detection of fraud. We are required to provide particular sets of data to the Minister for the Cabinet Office for matching for each exercise, detailed on the National Fraud Initiative page.
The use of data by the Cabinet Office in a data matching exercise is carried out with statutory authority under Part 6 of the Local Audit and Accountability Act 2014. It does not require the consent of the individuals concerned under the Data Protection Act 1998.
Data matching by the Cabinet Office is subject to a Code of Practice.
View further information on the Cabinet Office’s legal powers and the reasons why it matches particular information.
If you require further information about the use of your data or wish to make a subject access request for copies of your personal data held by Preston City Council please contact:
Preston City Council
If you require help with something in this section, please contact us.
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