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London Councils Terms and Conditions

Privacy policy

Your Privacy

London Councils is committed to protecting your privacy when you use our services.

This Privacy Notice explains how we use information about you and how we protect your privacy.

We have a Data Protection Officer who makes sure we respect your rights and follow the law. If you have any concerns or questions about how we look after your personal information, please contact the Data Protection Officer, DPA@londoncouncils.gov.uk.

Why we use your personal information

Do you know what personal information is?

Personal information can be anything that identifies and relates to a living person. This can include information that could identify a person when matched with other information. For example, your name and contact details.

What information do we collect?

If you: 

  • register with our website, 
  • register online for events or services, including subscribing to updates or bulletins,

you may be asked to submit personal information. This may include

  • your name, surname,
  • your job title
  • and email address.

For other services, we may require further personal details. We may collect your opinions when you complete surveys, or respond to questions from us. We gather this information to allow us to process your registrations, applications or any services you require.

If you are an elected member, we collect additional information about you. We will also collect information during the course of your membership about the services you use, your preferences, responses to surveys, attendance at events and other contact you have with us (including use of any of our services). 

Where we can, we’ll only collect and use personal information if we need it to deliver a service or meet a requirement. We also process information for Freedom of Information, complaints and or finance department through our website.

We don’t sell your personal information to anyone else. 

Why do we need your personal information?

We may need to use some information about you to:

  • deliver services and support to you;
  • manage those services we provide to you;
  • help investigate any worries or complaints you have about your services;
  • check the quality of services; and
  • to help with research and planning of new services

How the law allows us to use your personal information

There are a number of legal reasons why we need to collect and use your personal information.

Generally we collect and use personal information where:

  • you, or your legal representative, have given consent
  • you have entered into a contract with us
  • it is necessary to perform our statutory duties
  • it is required by law
  • you have made your information publicly available
  • it is necessary for legal cases
  • it is to the benefit of society as a whole
  • it is necessary to protect public health
  • it is necessary for archiving, research, or statistical purposes

If we have consent to use your personal information, you have the right to remove it at any time. If you want to remove your consent, please contact DPA@londoncouncils.gov.uk. and tell us which service you’re using so we can deal with your request.

Communications 

Your privacy is important to us, so we’ll always keep your details secure. We’d like to use your details to keep in touch about things that may matter to you. 

If you choose to hear from us we may send you information based on what is most relevant to you or things you’ve told us you like. We may also show you relevant content online. This might be about London local government policy, membership and events 

We’ll only send these to you if you agree to receive them and we will never share your information. We may however share cookie data with third parties to help with our own advertising targeting). If you agree to receive information from us you can change your mind at any point.

However, if you tell us you don’t want to receive marketing communications, then you may not hear about events or other work we do that may be of interest to you.

We may sometimes use third parties to capture some of our data on our behalf, but only where we are confident that the third party will treat your data securely, in accordance with our terms and inline with legal requirements.

What you can do with your information

The law gives you a number of rights to control what personal information is used by us and how it is used by us.

You can ask for access to the information we hold on you

You have the right to ask for all the information we have about you and the services you receive from us. When we receive a request from you in writing, we must give you access to everything we’ve recorded about you.

However, we can’t let you see any parts of your record which contain:

  • Confidential information about other people; or
  • Data a professional thinks will cause serious harm to your or someone else’s physical or mental wellbeing; or
  • If we think that giving you the information may stop us from preventing or detecting a crime

This applies to personal information that is in both paper and electronic records. If you ask us, we’ll also let others see your record (except if one of the points above applies).

If you want to ask for your records, please contact DPA@londoncouncils.gov.uk

You can ask to change information you think is inaccurate

You should let us know if you disagree with something written on your file.

We may not always be able to change or remove that information but we’ll correct factual inaccuracies and may include your comments in the record to show that you disagree with it. 

If you want to change your information, please contact DPA@londoncouncils.gov.uk

You can ask to delete information (right to be forgotten)

In some circumstances you can ask for your personal information to be deleted, for example:

  • Where your personal information is no longer needed for the reason why it was collected in the first place
  • Where you have removed your consent for us to use your information (where there is no other legal reason us to use it)
  • Where there is no legal reason for the use of your information
  • Where deleting the information is a legal requirement

Where your personal information has been shared with others, we’ll do what we can to make sure those using your personal information comply with your request for erasure.

Please note that we can’t delete your information where:

  • we’re required to have it by law
  • it is used for freedom of expression 
  • it is used for public health purposes
  • it is for, scientific or historical research, or statistical purposes where it would make information unusable
  • it is necessary for legal claims 

You can ask to limit what we use your personal data for

You have the right to ask us to restrict what we use your personal information for where:

  • you have identified inaccurate information, and have told us of it
  • where we have no legal reason to use that information but you want us to restrict what we use it for rather than erase the information altogether
     

When information is restricted it can’t be used other than to securely store the data and with your consent to handle legal claims and protect others, or where it’s for important public interests of the UK.

Where restriction of use has been granted, we’ll inform you before we carry on using your personal information.

You have the right to ask us to stop using your personal information for any council service. However, if this request is approved this may cause delays or prevent us delivering that service.

Where possible we’ll seek to comply with your request, but we may need to hold or use information because we are required to by law.

Who do we share your information with?

We use a range of organisations to either store personal information or help deliver our services to you. Where we have these arrangements there is always an agreement in in place to make sure that the organisation complies with data protection law.

We use Dotmailer to send out communications and Microsoft Dynamics Customer Relationship Manager to store elected member details. Users log in details for our website are also stored in the website

We’ll often complete a privacy impact assessment (PIA) before we share personal information to make sure we protect your privacy and comply with the law.

Personal data (i.e. information which could identify you) submitted to us, for example in response to a consultation, will only be used to respond to your feedback. We will not pass it on to any third party (including other councils, Government departments or agencies) without your consent.

How do we protect your information?

We’ll do what we can to make sure we hold records about you in a secure way, and we’ll only make them available to those who have a right to see them. Examples of our security include:

  • Encryption, meaning that information is hidden so that it cannot be read without special knowledge (such as a password). This is done with a secret code or what’s called a ‘cypher’. The hidden information is said to then be ‘encrypted’
  • Controlling access to systems and networks allows us to stop people who are not allowed to view your personal information from getting access to it
  • Training for our staff allows us to make them aware of how to handle information and how and when to report when something goes wrong
  • Regular testing of our technology and ways of working including keeping up to date on the latest security updates (commonly called patches)

Where in the world is your information?

The majority of personal information is stored on systems in the UK and EU. There are some occasions where your information may leave the UK either in order to get to another organisation or if it’s stored in a system outside of the EU. 

Where can I complain if I feel my information is not being used correctly?

If you wish to complain you can do so by email to dataprotection@londoncouncils.gov.uk. You can also complain to the Information Commissioner’s Office (ICO)

More information 

For independent advice about data protection, privacy and data sharing issues, you can contact the ICO at:

Information Commissioner's Office

Wycliffe House 

Water Lane 

Wilmslow

Cheshire SK9 5AF

Tel: 0303 123 1113 (local rate) or 01625 545 745 if you prefer to use a national rate number.

Alternatively, visit ico.org.uk or email casework@ico.org.uk.


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