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Fair processing of your information

Fair processing of your information

Data control

In relation to Data Protection Act 1998 we are the Data Controller of the information you provide us. We will keep all information safe and secure.

We are required by law to protect the public funds we manage. To do this we may use information you give us to detect and prevent crime or fraud.

We may also share this information with other bodies that inspect and manage public funds.

Personal data is any data relating to a living individual who can be identified from the information we hold.

Personal information also includes any expression of opinions about an individual and any indication of our intentions or any other person in respect of the individual.

Examples of personal data include

  • Names and home address details
  • National insurance number
  • Bank account details
  • Dates of birth
  • Telephone numbers

Types of data categorised as sensitive personal data by the Data Protection Act 1998 are

  • Racial or ethnic origin
  • Political opinions
  • Religious beliefs or other beliefs of a similar nature
  • Whether they are a member of a trade union
  • Physical or mental health or condition
  • Sexuality
  • Criminal offences - including alleged offences
  • Proceedings for any offence committed - including allegedly committed

In order to carry out our duties we may hold data in relation to

  • Business activities of an individual
  • Complaints, accidents, incident details
  • Criminal proceedings, outcomes and sentences
  • Education and training details
  • Employment details
  • Family, lifestyle and social circumstances
  • Financial details
  • Goods or services provided
  • Information relating to health and safety
  • Licences or permits held
  • Medical information
  • Offences - including alleged offences
  • Pension details
  • Personal details such as names, addresses, telephone numbers
  • Personality and character references
  • Physical health or mental condition
  • Political affiliation of elected members
  • Political opinions
  • Racial or ethnic origin
  • Sexuality
  • Sounds and visual images i.e. CCTV images
  • Trade union membership

We collect information via the below means

  • Forms you have completed for us
  • Claims you have made over the phone
  • Letters you have sent to us
  • Details of any checks made to ensure the accuracy of information
  • Computer records held by our service teams

In order to carry out our duties we handle personal data from a range of individuals. This includes

  • Advisers, consultants and other professional experts
  • Business or/other contacts
  • Complainants, correspondents and enquirers
  • Employees of other organisations
  • Former and potential members of staff, pensioners and beneficiaries
  • Relatives, guardians and associates of the individual concerned
  • Staff including volunteers, agents, temporary casual workers, members, self employed and other persons contracted to work on behalf of the council
  • Students and pupils
  • Suppliers
  • Witnesses

We have notified the Information Commissioner that personal data will be held and used for the following purposes

  • Accounts and records
  • Administration of membership records
  • Advertising, marketing and public relations
  • Assessments and collection of taxes and other revenue
  • Benefits, grants and loan administrations
  • Corporate functions
  • Crime prevention and prosecution of offenders
  • Education
  • Electoral registration
  • Information and administration
  • Leisure and cultural services
  • Other commercial services
  • Other non-commercial activities
  • Pensions administration
  • Planning, licensing, registration and regulation
  • Property management
  • Provision of career advice
  • Provision of social housing
  • Research
  • Social services
  • Staff administration
  • Trading/Sharing of personal information

We obtain and share personal data with a wide variety of sources, which include but are not limited to

  • Her majesty's Revenue and Customs (HMRC)
  • Auditors - e.g. Audit Commissioner
  • Care organisations
  • Central government, government agencies and departments
  • Child Support Agency
  • Courts
  • Credit Reference Agencies
  • Data processors that work on our behalf
  • Department for Work and Pensions (DWP)
  • Educational, training and academic bodies - e.g. Learning Skills Council, Department for Education and Skills
  • Emergency services - e.g. The Fire and Rescue Service
  • Employment services - e.g. Jobcentre Plus
  • Financial institutes - e.g. banks and building societies for approved mortgage reference
  • Health and welfare service providers for - e.g. PCT, NHS
  • Home Office
  • Housing providers
  • Individuals themselves
  • Law enforcement agencies including the Police, the Serious Organised Crime Agency
  • Licensing authorities
  • Ombudsman and other regulatory authorities
  • Other local authorities and public bodies
  • Prisons
  • Relatives, guardians or associated people with the individual - i.e. where there is a legal duty to
  • The Assets Recovery Agency
  • Utility providers
  • Voluntary and charitable agencies

Any disclosures of personal data are always made on a case-by-case basis. We only use the personal data appropriate to the specific purpose and circumstances, and with the necessary security controls in place. Main reasons why we share information include

  • Current legislation implies that we must
  • We may have to comply with a Court Order
  • You have consented to disclosure

Personal data is only shared with those agencies and bodies who have a need to know basis.

We also work closely with a number of bodies and agencies to promote the social well-being of the community. In order to ensure we achieve this goal it may be necessary to share information with our partner agencies to

  • Check the accuracy of the data we hold
  • Ensure we meet our statutory and regulatory legal obligations, including those related to diversity and equality of opportunity
  • For law enforcement, regulation, licensing, criminal prosecution and court proceedings
  • For research or statistical purposes - all personal identifiers are removed in this instance - e.g. for consultation informing or gauging your opinion on our products and services
  • Improve health and well being
  • Preserve or save life and reduce accidents
  • Protect public funds from false claims and overpayments
  • Recover money owed to us
  • Reduce crime and disorder
  • To provide more streamlined services with our partners and agencies - e.g. we may employ agencies to act on the our behalf

We will only use the data it holds to fulfil these functions efficiently and effectively.

Information is only shared on a need to know basis and at a very basic level where possible. You will always have the right to opt out of any data sharing initiatives where no statutory requirement exists.

Your personal data will not be used for any sale or marketing purposes.

We will not pass your information onto third parties unless we have your consent to do so or we are required by law to do so  - e.g. the prevention and detection of fraud or crime.

By sharing data securely and effectively we can

  • Provide better quality and more streamlined services
  • Ensure that public money is not wasted
  • Avoid having to ask for money back which has been paid incorrectly
  • Provide a better a quality of life

Your information will only be held for as long as necessary and will be disposed of in a secure manner when it is no longer needed. We apply minimum retention periods to specific records specified in our retention guidelines.

In most cases we will use discretion to ensure that we do not keep records outside of our normal business requirements - i.e. providing a service to you.

In some instances the law sets the length of time information has to be kept.

You can submit a subject access request to see what information we hold about you.

All subject access requests require proof of ID and a £10 fee to cover all photocopying and postage costs.

Cheques must be payable to Wokingham Borough Council.

Once the cheque has cleared your response will be dealt within the statutory 40 calendar period.

There is no fee for residents who receive benefits from us - such as housing or council tax benefit.

Send us a request for personal information to request a data subject access request.

Subject access requests are subjected to the exemptions of the Data Protection Act 1998.

In some limited cases we may have to redact names or withhold information where it relates to

  • A third party or where the information has been provided in confidence
  • The prevention and detection of fraud
  • The catching or prosecution of offenders
  • The assessment and collect of taxes and duties
  • The ways benefit fraud is detected or prevented
  • The health and safety of council staff
  • Where the disclosure of medical opinions may cause distress or serious harm to a person

We always try to provide you with as much information as possible.

It is important that the data we hold about you is accurate and up to date. If a specific department holds the information you should contact them directly, or if unknown send an email to customerservices@wokingham.gov.uk

If you are moving house or changing your name please contact 0118 974 6000 so we can update our records.

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