Ipswich Borough Council is a controller of personal data. We are registered with the Information Commissioners Office and our registered number is Z649690X. We have a Data Protection Officer who works with us to make sure we process personal information only in the way the General Data Protection Regulation and the Data Protection Act 2018 say that we should.
Personal information can be anything that identifies and relates to a living person. This can include information that when put together with other information can then identify a person. For example, this could be your name and contact details.
Some information is ‘special’ and needs more protection due to its sensitivity. It’s often information you would not want widely known and is very personal to you. This is likely to include anything that can reveal your:
The Council may need to use some information about you. For example:
Generally, we collect and use personal information where:
We will only collect and process the information that we need.
We will only keep your information for as long as it is required by us in order to comply with legal and regulatory requirements or for other operational reasons. The retention period is either dictated by law or by our discretion and is documented in our retention schedule. Once your information is no longer needed it will be securely and confidentially destroyed.
For privacy notices relating to specific services please see Ipswich Borough Council Services - Privacy Notices.
We use a number of commercial companies and partners to either store personal information or to manage it on our behalf. Where we have these arrangements there is always a contract, memorandum of understanding or information sharing protocol in place to ensure that the organisations comply with data protection law.
Organisations that we may share your information with include; Councillors, MPs, The Cabinet Office, The Department for Work and Pensions, other local Councils, Her Majesty’s Revenues and Customs, the Police, the Fire Service, the Ambulance Service, Health & Social Care providers and agencies, the Housing Ombudsman, credit reference agencies, service providers and contractors and partner agencies/bodies.
We may also share your personal information when we feel there is a good reason that is more important than protecting your confidentiality. This does not happen often, but we may share your information:
When using personal data for research purposes, the data will be anonymised to avoid the identification of an individual, unless consent has been given for the use of the personal data in this way.
We do not sell personal information to any other organisations for the purposes of direct marketing.
The Council is serious about delivering accessible, appropriate, timely and effective services and it is important that it can properly coordinate what it does for your benefit. To achieve this, it aims to improve its centralised customer database so that it acts as a hub for all services. This means, for example, that the system can report any change of address to all the services that use the database, so you won't have to repeat it every time you contact the Council.
Over time the Council's aim is to ensure that it has one master record containing your basic details, together with information about the nature of your transactions. The database is not designed to provide specific details of the services you have received but rather to ensure that the Council is not asking you to repeat basic information for each service you require. It will also help the Council to tailor services to meet your needs and ensure that your requests are being dealt with effectively and help to prevent them getting lost in the system.
You will always have the right to opt out of this or any other data sharing initiatives. However, remember that the Council is only collecting the data for the purpose of improving the services on offer to you. It will not use your information for other purposes without your permission and will certainly not supply it for third party marketing purposes.
The Council has a responsibility to promote social wellbeing and to work with other councils and community partners such as Suffolk County Council, neighbouring district councils, the Police, the Fire & Rescue Service, the voluntary services and the Health Service in order to preserve life, reduce accidents, reduce crime and improve health. The Council may need to share your personal and sensitive information with these other councils and partners.
If the Council needs to share your sensitive personal data with a third party, it will only do so once it has obtained your consent and in all circumstances the Council will be open and informative about why the sharing is necessary and whom it will be shared with. Wherever possible your consent will be secured at the time the information is collected, for example, on the application forms for council services.
You need to be aware that the Council is periodically required to share your information with other agencies to help reduce crime or investigate fraud. An example of this is in reducing Housing Benefit fraud and involves the Council sharing Council Tax, Housing Benefit, Electoral Registration and other licensing and registration data to ensure that claimants are not claiming illegally. This is done under the direction and security of a National Government Agency known as The Cabinet Office. The shared data is not used for any other purpose.
The need to share this information for promoting social wellbeing will only be for the Council's legitimate business purposes and community projects where the balance of benefit to you and the community far outweighs the remote possibility that you or any other individual could suffer any detriment.
The likelihood of any such detriment will also be further reduced by strict data sharing protocols between the Council and partners and tight security in terms of the transfer of information. Access to your sensitive personal information will also be restricted to authorised individuals only and strictly on a 'need to know' basis.
We’ll take all possible steps to protect the information we hold about you (on paper and electronically) 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:
Data Protection law gives you a number of legal rights. These are:
Organisations are required to ensure that appropriate safeguards are in place to protect your rights, freedoms and legitimate interests and you can ask to have any computer-made decisions explained to you.
Requests can be made verbally but we would prefer you to do so in writing – this includes email – and must include sufficient information to clearly identify you, so that we don’t provide your information to someone attempting to impersonate you (for example, your full name, address and date of birth). If you would find it easier to make a Subject Access Request verbally this is possible, however, we will also need copies of documents that prove your identity, in this way we can ensure your privacy rights continue to be protected.
If you wish to authorise someone to act on your behalf – this could be another individual or an organisation, such as your legal representative or Citizens Advice - it is important that you make your wishes clear and provide a form of authority to them so that we know they are acting under your instruction.
We have an online form and guidance on the website, or contact us for a copy of the form using the details on the left.
We will always try to help you with queries and respond appropriately to all requests regarding the processing of your information.
If you have a concern about the way we are collecting or using your personal data or are not satisfied with the way we handle your requests please raise your concern with us in the first instance to allow us to investigate.
If you are still not satisfied with the council’s internal review procedure, you can refer your concerns to the Information Commissioner’s Office on their website or write to:
Information Commissioner's Office
To request access to your personal information, or to report inaccuracies, or raise a complaint please email us at firstname.lastname@example.org or telephone us on 01473 432514.