Data Protection

Data Protection: Privacy Notice (Fair Processing Notice)

In order to meet its responsibilities as a local authority, Spelthorne Borough Council collects, holds and processes considerable amounts of information.  Personal data you supply to Spelthorne Borough Council is processed in accordance with the Data Protection legislation.

Data Protection Officer

The role of a Data Protection Officer is to manage the Council's compliance with Data Protection legislation by providing advice, guidance and training on the handling and sharing of personal information.

Spelthorne Borough Council's Data Protection Officer may be contracted by emailing Data.Protection@spelthorne.gov.uk or by writing to the Data Protection Officer at Spelthorne Borough Council, Council Offices, Knowle Green, Staines-upon-Thames, TW18 1XB.

This page tells you about what we do with your data. 

Key definitions:

Personal data is information that relates to a living individual who can be either:

  • identified from that data or
  • can be identified from the information combined with any other information that is in the possession of the person or organisation holding the information

Basic personal data includes name, address, date of birth, telephone numbers, and bank account details. Special category data (sensitive personal data) includes racial or ethnic origin, political opinions, religious or philosophical beliefs, trade-union membership, genetic or biometric data, physical or mental health conditions, sex life or sexual orientation.

Data controller means the organisation that determines how data is processed. Spelthorne Borough Council is the data controller for personal data that it processes. We are legally required to comply with the Data Protection Principles.

Processing of personal data is defined very widely in Data Protection legislation. It covers all actions and processes involved in obtaining, recording, holding and carrying out any set of operations on, storing or destroying personal data.

Data subject is any living individual who is the subject of personal data.

Your rights

You have the following rights:

  • you have the right to be informed via Privacy Notices such as this
  • you have the right to request access to and to receive a copy of any information we hold about you (including in an electronic format) - to request a copy of this information you must make a subject access request in writing
  • if you find that the information SBC holds about you is no longer accurate, you have the right to ask to have this corrected
  • you have the right - under certain conditions - to ask us to erase your personal data
  • you may request that SBC stops processing your personal data in relation to any council service (this may delay or prevent us delivering a service to you, we will seek to comply with your request but may be required to hold or process information to comply with our legal duties)
  • you have the right to see CCTV images of yourself and be provided with a copy

Where we have your consent to process your data (which will not be for all services as for many the Council has a statutory or legal duty to process the data) you have the right to withdrawn your consent.

To exercise any of these rights contact the Data Protection Officer.

You also have the right to make a complaint to the Information Commissioner's Office (ICO). This is an independent body responsible for making sure that organisations comply with Data Protection legislation.

The ICO will always expect you to have raised your concerns with us before submitting a complaint.

Using your personal data:

The Council will only use your personal information when it has a legitimate basis for doing so and will process it in a fair and lawful way, including in the following circumstances:

  • to allow the Council to be able to communicate with you and provide services that are appropriate for your needs
  • to plan, monitor and improve the performance of those services
  • where the Council exercises its enforcement functions, for instance licensing and planning enforcement
  • when undertaking legal proceedings, including prosecutions by the Council
  • to process financial transactions such as payments and benefits, including where the Council is acting on behalf of other government bodies eg Department for Work and Pensions
  • to prevent and detect fraud and other crimes
  • in order to protect individuals from harm or injury
  • to ensure that the Council fulfils its duties under the general law including those imposed under the Equalities Act 2010 and the Health and Safety Acts

Sharing your personal data:

To ensure that Spelthorne Borough Council provides you with an efficient and effective service we will sometimes need to share your information between teams within the council as well as with our partner organisations.

We may disclose your information to others, but only where this is necessary, either to comply with our legal obligations or as permitted by Data Protection legislation. This includes for the purpose of the prevention and/or detection of crime, or where it is necessary to allow a third party working for or acting on behalf of the Council, to provide a service.

We will never share your information for marketing purposes.

Collecting your personal data:

We may collect personal information from you, in all of the following ways:

  • paper, electronic or online forms
  • CCTV
  • body worn cameras
  • use of audio monitoring equipment
  • email
  • telephone
  • website, or
  • face to face, with one of our employees, or one of our partners

Using our website:

Privacy information regarding our website is available here on our Terms and Conditions page.

Use of CCTV:

We have installed CCTV systems in some of our locations used by members of the public, for the purposes of public safety and the prevention and detection of crime.  In these locations signs are prominently displayed notifying you that CCTV is in operation and providing you with details of who to contact for further information about them.

We will only disclose CCTV images to third parties for the purposes as stated above of public safety and the prevention and detection of crime. CCTV images will not be released to the media for entertainment purposes or placed on the internet.

Images captured by CCTV will not be kept for longer than is necessary.  

You have the right to see CCTV images of yourself and be provided with a copy; please see the guidance on our website concerning your rights to make a Subject Access Request (include link).

Officers in the Parking Services Department wear Body Worn Cameras overtly for the purposes of deterring verbal and physical abuse to staff, capturing evidence for prosecuting any verbal or physical assaults and capturing stills and video of vehicles in contravention of the on street and off street parking orders. 

Emails

If you email us we will make a record of your contact and your email address. For security reasons we advise you keep the amount of confidential information you send to us via email to a minimum.