Privacy

September 2022

Privacy Notice

About us and this Policy

Torridge District Council collects stores and processes your personal information in accordance with the requirements of the General Data Protection Regulation (Regulation (EU) 2016/679) and Data Protection Act 2018 and we are committed to protecting and respecting your privacy.

We collect and store your personal information, for different legal purposes. The information collected depends on the services that you require or that we provide.  In this case the lawful basis for processing the personal data is in a contract.

The user data collected by us at the Castle Hill Hub is stored using a third-party company called Coherent. They have their own Privacy Policy which can be found at https://coherent.work/privacy-policy/.

Torridge District Council is registered as a data controller with the Information Commissioner's Office (registration number: Z7262171).

To view our full privacy policy including information on your rights, how to contact the Data Protection Officer, data retention information, more detail on information sharing and how to provide feedback or make a complaint, please see the privacy pages of our website

Website: http://www.torridge.gov.uk/privacypolicy/

Alternatively, a full copy of our privacy policy can be viewed at our main office, or a copy can be requested by writing to the Data Protection Officer at Riverbank House, Bideford, Devon, EX39 2QG.

Personal information

Before you disclose to us any personal information relating to any other person, you must ensure that you have all relevant consents and permissions required to enable us to use that information for the stated purposes.

You can withhold or withdraw your consent for us to collect, use or share your personal information. The withdrawal of consent does not affect the lawfulness of processing based on consent before its withdrawal. Withdrawal of your consent may impact our ability to provide services to you.

We will not knowingly collect, use or share personal information of any person under the age of 18 that may use this service, without permission of a parent or guardian.

We use the information held about you:

1. To notify you about any changes to the Service or to the terms and conditions or this policy, or about any issues which may affect you and your use of the Service.
2. To improve the Service to ensure that it is presented to you in the most effective manner for you.
3. To keep the Service secure and prevent fraud.
4. To deal with any correspondence that you send to us by email, telephone or otherwise.
5. For statistical and analytical purposes.

Personal information will only be stored and processed on servers based within the United Kingdom or European Economic Area (EEA).

We will only keep your personal information for as long as is necessary and only when we have determined an appropriate lawful basis to do so.

Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to us. Any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.

Torridge District Council has a Record Retention Schedule which outlines the minimum length of time that the Council is required to retain information. The schedule covers all business records including both personal and non-personal information. The retention periods are in many cases set by legislation but can also be based on common or best practice. Records are reviewed at the end of these periods and information that is no longer needed is securely and confidentially destroyed.

Our Record Retention Schedule is currently being reviewed and updated and will be published on the website once this is complete.

Sharing your information

We may disclose your information to any of our employees, officers, agents, suppliers or subcontractors insofar as is reasonably necessary for the purposes of delivering the Service to you.

Personal information provided on this form may be shared with other council services where this assists in the delivery of those services.

Personal information provided on this form may also be shared with third parties where we are legally obliged to do so, or where this is necessary to enable us to provide the service requested, or to enforce or apply our terms and conditions, or to protect the rights, property or safety of us or of other users of the Service

Except as provided in this policy, we will not provide your information to third parties.

Access to your information

You are responsible for ensuring that information you provide to us is accurate, complete and up to date.

You have a right to see a copy of all personal data that we hold about you.

Deletion of your personal information

We are not able to delete your personal information unless we also remove your access to this service, as we require this information in order to operate and manage the service.

If your access is terminated for any reason, please note that we will delete all information held within your account within 90 days. You are responsible for ensuring that you keep a copy of all information provided to us.

The Data Controller for the Council is also our nominated Data Protection Officer,  Staci Dorey, Head of Legal and Governance 

Contact: dpo@torridge.gov.uk