Customer services and website

This privacy notice relates to the Rugby Borough Council website and Customer Relationship Management (CRM) system, covering most general enquiries and services. It applies to information provided by post, email, and telephone as well as the online ("Self") account accessible via www.rugby.gov.uk.

For service-specific privacy notices please see the links above/right.

The data controller

The data controller is:

Rugby Borough Council, Town Hall, Evreux Way, Rugby CV21 2RR, United Kingdom.

We will store the data in our CRM system or other data systems and restrict access according to our data security policies.

Personal data

The personal data we will collect from you is your web identifier, and any details requested through the website or CRM system. This may include your name, address and contact details, details of any service that you request, or your views on any survey or consultation that you take part in. We will use this data for the following purposes:

  • To provide an account for you to access council services;
  • To create a customer record that allows us to link details of service requests to your information;
  • To provide you with the service that you have requested;
  • To update you about the service that you have requested;
  • To monitor use of our website and the effectiveness of email and online advertising.
  • To understand the views of our citizens or service users. Other service-specific privacy notices may also apply.

Legal basis

The processing is necessary so that we can create a self-service account at your request; in order for us to provide a service that you have requested; for us to monitor the effectiveness of our website or email or online advertising; or to understand your views as part of a survey or consultation. Data protection law describes this legal basis as in the council's legitimate interests. If you request a service from us we may process your data using an alternative legal basis, either because the processing is necessary for the performance of a contract or because the processing is in the public interest.

If you do not provide the information we ask for we may not be able to provide the service that you need.

We do not collect special categories of personal data in relation to the Customer Relationship Management system, website, or in relation to consultations or surveys unless you choose to share this information.

Consent

We do not need your consent to collect or process your personal information in relation to the council's website or CRM system. This is because we need the information to provide you with the services that you have requested.

Disclosure

Rugby Borough Council may pass on your personal data to third parties for the purposes of detecting or preventing fraud or other crime, for the purpose of protecting public health, or if it is necessary to provide the service that you have requested. These organisations may include:

Warwickshire County Council, Warwickshire Police, the Department of Work and Pensions, or any other organisation where we are required by law to share information or may lawfully share information.

We will also share details about how you use our website with Google analytics, for the purposes of monitoring and improving our web systems. Your IP address is anonymised within the Google Analytics system and we do not have access to any personally identifying information. If you respond to any of our email or online advertising and are logged into Facebook, information about how you use our website will be passed to Facebook for analytics. We do not have access to any personally identifying information. If you watch any embedded Youtube clips on our website, information about how much of the clip you watched will be passed to Youtube for analytics. We do not have access to any personally identifying information. 

The council has a data processing contract with Placecube, who provide our website and related support services and whose systems will hold your data in a secure location in the UK, hosted by trusted partners. They are only permitted to process your data in accordance with our written instructions in order to provide you with the services you need. Where it is necessary to access personal data to provide technical support, all of our contractors comply with all applicable laws to protect your privacy.

If we need to provide you with updates about the service you have requested we may pass your details to a data processor. We use Gov Notify to provide email and SMS updates about transactions, and MailChimp to provide other service updates. The data we will share may include your personal details, your email address, and information about the service that we provide to you.

If you take part in consultations or surveys we may use Survey Monkey as a data processor. Survey Monkey will process your IP address and any information that you provide to them as part of the consultation. This may include sensitive personal information if you choose to share it.

Retention period

Rugby Borough Council will process personal data for the period it takes to provide you with the service that you have requested and for as long as we use the system and you are a resident of the borough of Rugby. We will store personal data within our system for as long as you are a resident of the borough of Rugby. Analytical data about your use of our website is held in anonymised form. Survey or consultation data is held until it is no longer needed for comparative purposes. Other privacy notices may apply in relation to statutory or regulatory consultations: examples of these include planning consultations.

Your rights as a data subject

You have the right:

  • to request a copy of the information that we hold about you;
  • to correct data that we hold about you that is inaccurate or incomplete;
  • in certain circumstances you can ask for the data we hold about you to be erased from our records;
  • where certain conditions apply to have a right to restrict the processing;
  • in some circumstances, to have the data we hold about you transferred to another organisation;
  • to object to certain types of processing such as direct marketing;
  • to complain if we refuse a request you may make using these rights and you are not happy with our reason.

We may refer any request you may make using these rights to another organisation, if they have been involved in processing your personal data.

Complaints

If you are unhappy about how we are handling your personal data you can complain to the Data Protection Officer. You can also complain to the Information Commissioner's Office (ICO).

The details for each of these contacts are:

Information Commissioner's Office - visit the ICO website
Data Protection Officer, Rugby Borough Council, Town Hall, Evreux Way, Rugby CV21 2RR

More information

This notice was last updated on 25 January 2024.

Recruitment and employment

This privacy notice relates to Rugby Borough Council staff and the recruitment process. It applies to information provided by post, email, telephone and online.

The data controller

The data controller for Rugby Borough Council staff data is:

Rugby Borough Council, Town Hall, Evreux Way, Rugby CV21 2RR, United Kingdom

We will store the data in our computer and manual record systems and restrict access according to relevant policies and procedures.

Personal data

The personal data we hold includes: your name, address and contact details, signature, bank, tax, NI and pension details, details of your employment and employment history, training, health, absence, trade union memberships, details of any deductions, equality monitoring information, eligibility to work, car mileage and insurance details, usernames, passwords, online identifiers and access to systems.

We will use this data for the following purposes:

  • To administer your job application;
  • To fulfil the council’s contractual obligations as your employer;
  • To fulfil the council’s legal obligations as your employer;
  • To prevent or detect fraud or other crime;
  • To administer your employment in accordance with the council’s employment policies and procedures, such as the council’s sickness absence policy;
  • To give you access to relevant premises, systems or processes or to allow you to do your job safely and efficiently.

Legal basis

The processing is necessary so that you can be employed by the council and carry out your tasks in an efficient manner.

Where the processing is necessary for your employment, data protection law describes this legal basis as necessary for the performance of a contract.

Where the processing is necessary to fulfil the council’s legal obligations, data protection law describes this legal basis as a legal obligation.

Where the processing is necessary to detect or prevent fraud or other crime, data protection law describes this legal basis as necessary for performance of a public task, or in the public interest.

Where the processing is necessary for the council to ensure you are able to carry out your tasks safely and efficiently, for example by giving you access to computer systems, by monitoring access to a premises or by referring you to an occupational health advisor, data protection law describes this legal basis as in the council’s legitimate interests.

If you do not provide the information we ask for it may not be possible for you to be employed by Rugby Borough Council.

Consent

We do not need your consent to collect or process your personal information. This is because we need the information in order for us to administer your employment or to fulfil our legal or contractual obligations.

Disclosure

Rugby Borough Council may pass on your personal data to third parties for the purposes of detecting or preventing fraud or other crime, or if it is necessary to administer your employment. These organisations may include Warwickshire County Council and the Warwickshire pension scheme, Warwickshire Police, the Department of Work and Pensions, HMRC, the Disclosure and Barring Service or any other organisation where we are required or permitted by law to share information.

We may pass your health details to Team Prevent for the purposes of occupational health.

We may pass your name, job title and email address to third party systems to administer reward and recognition systems, room or course bookings.

Your records are held within emails, in a secure section of the council’s information management system, on the council’s payroll and human resources system and within the council's financial management system, all of which are held on secure servers on the council’s network. Some records are held in secure manual storage.

Retention period

Rugby Borough Council will process your personal data for as long as you are employed by the council. Once you leave employment with Rugby Borough Council, your employment information will be held for a further seven years when its retention will be reviewed. Where you apply for a post with Rugby Borough Council that does not lead to employment, we will keep your details for up to two years after you apply.

Your rights as a data subject

You have the right:

  • to request a copy of the information that we hold about you;
  • to correct data that we hold about you that is inaccurate or incomplete;
  • in certain circumstances you can ask for the data we hold about you to be erased from our records;
  • where certain conditions apply to have a right to restrict the processing;
  • in some circumstances, to have the data we hold about you transferred to another organisation;
  • to object to certain types of processing such as direct marketing;
  • to complain if we refuse a request you may make using these rights and you are not happy with our reason.

We may refer any request you may make using these rights to another organisation, if they have been involved in processing your personal data.

Complaints

If you are unhappy about how we are handling your personal data you can complain to the Data Protection Officer. You can also complain to the Information Commissioner’s Office.

The details for each of these contacts are:

Data Protection Officer, Rugby Borough Council, Town Hall, Evreux Way, Rugby CV21 2RR
Information Commissioner’s Office, Wycliffe House, Wilmslow SK9 5AF, United Kingdom, casework@ico.org.uk, 01625 545745

More information

You can find more information about how we use personal information and your rights at www.rugby.gov.uk/privacy.

This notice was last updated on 17 May 2018.

Planning and enforcement

This privacy notice relates to Rugby Borough Council planning and enforcement services, including applications for discounted housing. It applies to information provided by post, email, telephone and online.

The data controller

The data controller for the planning and enforcement service is:

Rugby Borough Council, Town Hall, Evreux Way, Rugby CV21 2RR, United Kingdom

We will store the data in our computer and manual record systems and restrict access according to relevant policies and procedures.

Personal data

The personal data we may hold includes: your name, address and contact details, signature, any payment details, along with any information you choose to give us.

We will use this data for the following purposes:

  • To provide pre-application advice, if you request it;
  • To process an application under the Town and Country Planning Act, the Town and Country Planning (Control of Advertisements) regulations, related enactments or regulations;
  • To assess the need for any applicant-specific conditions, where relevant;
  • To assess eligibilty for affordable or discounted housing, where relevant;
  • To prevent or detect fraud or other crime;
  • To enable an application to be determined at Appeal, where appropriate;
  • To carry out enforcement activity related to our planning enforcement powers.

Legal basis

The processing is necessary so that we can carry out our planning and enforcement functions.

Where the processing is necessary to fulfil the council’s legal obligations, data protection law describes this legal basis as a legal obligation.

Where the processing is necessary to detect or prevent fraud or other crime, or in relation to our enforcement powers, data protection law describes this legal basis as necessary for performance of a public task, or in the public interest.

If you do not provide the information we ask for it may not be possible for us to consider your application or representations.

We may need to process Special Categories of personal information in order to assess any applicant-specific conditions. Where this is necessary, data protection law describes this exemption as being of substantial public interest.

Consent

We do not need your consent to collect or process your personal information. This is because we need the information in order to fulfil our legal obligations or to assess your application.

Disclosure

Rugby Borough Council may pass on your personal data to third parties for the purposes of detecting or preventing fraud or other crime, or if it is necessary to consider your application or representations. These organisations may include applicants and their agents, Warwickshire County Council, the Environment Agency, Historic England, Warwickshire Police, the Department of Work and Pensions, HMRC or any other organisation where we are required or permitted by law to share information.

Your records are held in a secure section of the council’s information management system and in the council’s planning case management system. We publish planning applications on our website and make other representations available for public inspection. Any representations received in response to applications must be made available for public inspection so this means we cannot treat such representations as confidential.

Retention period

Rugby Borough Council will process your personal data for as long as it takes to consider your application or representations, or for as long as it takes to complete our enforcement activity. The information may then be archived in the public interest. 

Your rights as a data subject

You have the right:

  • to request a copy of the information that we hold about you;
  • to correct data that we hold about you that is inaccurate or incomplete;
  • in certain circumstances you can ask for the data we hold about you to be erased from our records;
  • where certain conditions apply to have a right to restrict the processing;
  • in some circumstances, to have the data we hold about you transferred to another organisation;
  • to object to certain types of processing such as direct marketing;
  • to complain if we refuse a request you may make using these rights and you are not happy with our reason.

We may refer any request you may make using these rights to another organisation, if they have been involved in processing your personal data.

Complaints

If you are unhappy about how we are handling your personal data you can complain to the Data Protection Officer. You can also complain to the Information Commissioner’s Office.

The details for each of these contacts are:

Data Protection Officer, Rugby Borough Council, Town Hall, Evreux Way, Rugby CV21 2RR
Information Commissioner’s Office, Wycliffe House, Wilmslow SK9 5AF, United Kingdom. casework@ico.org.uk. 01625 545745

More information

You can find more information about how we use personal information and your rights at www.rugby.gov.uk/privacy.

This notice was last updated on 25 March 2022.

Planning strategy

This privacy notice relates to Rugby Borough Council's strategic planning services. It applies to information provided by post, email, telephone and online.

The data controller

The data controller for the planning and enforcement service is:

Rugby Borough Council, Town Hall, Evreux Way, Rugby CV21 2RR, United Kingdom

We will store the data in our computer and manual record systems and restrict access according to relevant policies and procedures.

Personal data

The personal data we may hold includes: your name, address and contact details, signature, and role, along with any information you choose to give us.

We will use this data for the following purposes:

  • To consult on strategic planning matters;
  • To inform current or future planning policy;
  • To prevent or detect fraud or other crime;
  • To enable a matter to be considered at Appeal, public enquiry or Judicial Review, where appropriate;
  • To carry out enforcement activity related to our planning enforcement powers.

Legal basis

The processing is necessary so that we can carry out our strategic planning functions.

Where you have told us that you would like us to keep you informed about a matter, data protection law describes this legal basis as consent.

Where the processing is necessary to fulfil the council’s legal obligations, data protection law describes this legal basis as a legal obligation.

Where the processing is necessary to detect or prevent fraud or other crime, or in relation to our enforcement powers, data protection law describes this legal basis as necessary for performance of a public task, or in the public interest.

If you do not provide the information we ask for it may not be possible for us to consider your representations.

We may need to process Special Categories of personal information in order to assess any applicant-specific conditions. Where this is necessary, data protection law describes this exemption as being of substantial public interest.

Consent

Where we are relying on your consent to process your personal information, for example to keep you informed of a matter you have previously told us that you wanted to hear about, you may opt out at any time by letting us know. We do not need your consent when we are processing your personal information in connection with our legal obligations or in the public interest.

Disclosure

Rugby Borough Council may pass on your personal data to third parties for the purposes of detecting or preventing fraud or other crime, or if it is necessary to consider your application or representations. These organisations may include applicants and their agents, Warwickshire County Council, the Environment Agency, Historic England, Warwickshire Police, the Department of Work and Pensions, HMRC or any other organisation where we are required or permitted by law to share information.

Your records are held in a secure section of the council’s information management system and in the council’s planning case management system. We may make representations available for public inspection or publish them on our website. 

Retention period

Rugby Borough Council will process your personal data for as long as it takes to consider your representations. The information may then be archived in the public interest. 

Your rights as a data subject

You have the right:

  • to request a copy of the information that we hold about you;
  • to correct data that we hold about you that is inaccurate or incomplete;
  • in certain circumstances you can ask for the data we hold about you to be erased from our records;
  • where certain conditions apply to have a right to restrict the processing;
  • in some circumstances, to have the data we hold about you transferred to another organisation;
  • to object to certain types of processing such as direct marketing;
  • to complain if we refuse a request you may make using these rights and you are not happy with our reason.

We may refer any request you may make using these rights to another organisation, if they have been involved in processing your personal data.

Complaints

If you are unhappy about how we are handling your personal data you can complain to the Data Protection Officer. You can also complain to the Information Commissioner’s Office.

The details for each of these contacts are:

Data Protection Officer, Rugby Borough Council, Town Hall, Evreux Way, Rugby CV21 2RR
Information Commissioner’s Office, Wycliffe House, Wilmslow SK9 5AF, United Kingdom, casework@ico.org.uk, 01625 545745

More information

You can find more information about how we use personal information and your rights at www.rugby.gov.uk/privacy.

This notice was last updated on 29 November 2019.

Revenues and benefits

This privacy notice relates to Rugby Borough Council revenues and benefits services, including Council Tax. It applies to information provided by post, email, telephone and online. 

The data controller 

The data controller is: 

Rugby Borough Council, Town Hall, Evreux Way, Rugby CV21 2RR, United Kingdom.

We will store the data in our computer and manual record systems and restrict access according to relevant policies and procedures.

Personal data 

The personal data we hold includes: name, address, National Insurance Number, date of birth, contact details, income details, bank details, employer details, details of people living with you, landlord details, contact details of your doctor, and student details. We may also collect names and contact details of anyone you have appointed to act on your behalf. We may collect this information from you, or from other organisations such as landlords, letting agents, other councils, Department for Work & Pensions, HM Revenues & Customs, Land Registry, Job Centre Plus, Pension Service, Credit Reference Agencies, Valuation Office Agency, and other council departments.

We will use this data for the following purposes: 

  • Maintain the property database for both Council Tax and Business Rates;
  • Calculate liability and changes for Council Tax and Business Rates;
  • To collect monies for Council Tax, Business Rates, Housing Benefit Overpayments, Sundry Debts and Housing Rents, as applicable;
  • Assessment of Housing Benefit/Council Tax Support, should you apply;
  • Assessment of Discretionary Housing Payments and Hardship Payments, should you apply;
  • Provide personal budgeting support and assisted digital support, if appropriate.

Legal basis 

The processing of your information is necessary for compliance with the legal obligations under various laws including but not limited to:

  • The Local Government Finance Act 1992
  • Local Government Finance Act 1988
  • Social Security Administration Act 1992
  • Housing Benefit Regulations 2006 (as amended) both working age and pensioners
  • Social Security Administration Act 1992
  • Council Tax Reduction Schemes (Prescribed Requirements) (England) Regulations 2012

Data protection law describes this legal basis for processing your data as necessary for compliance with a legal obligation.

Where it is necessary to process your personal information for the purposes of prevention or detection of fraud or other crime, data protection law describes this legal basis as necessary for the performance of a task carried out in the public interest.

Where it is necessary to process your personal information for the purposes of collecting payments in relation to a contract, data protection law describes this legal basis as necessary for the purposes of a contractual obligation.

Where it is necessary to process your personal information for the purposes of establishing a liability in connection with a service or contract, data protection law describes this legal basis as necessary for the purposes of the council's legitimate interests.

Consent 

We do not need your consent to collect or process your personal information. This is because we need to process your personal information to comply with a legal obligation. 

Disclosure

Rugby Borough Council may pass on your personal data to third parties for the purposes of detecting or preventing fraud or other crime, or if it is necessary in connection with our revenues and benefits services. These organisations may include other departments at Rugby Borough Council, other local authorities including Coventry City Council and Warwickshire County Council, Warwickshire Police, government departments including the Department of Work and Pensions and HMRC, contractors or organisations providing support services such as software or credit reference agencies, or any other organisation where we are required or permitted by law to share information. 

In some circumstances we may pass your personal data to enforcement agents and/or judicial agencies if it is necessary in order to recover outstanding debts.

Your records are held within a secure case management system and in a secure section of the council’s information management system, both of which are hosted on the council’s networks. If we keep manual records these are located within a secure file storage system.

If you do not provide the information we need, in some circumstances you may be breaking the law. In other circumstances it may not be possible to provide you with the services or support that you have requested.

Retention period

Rugby Borough Council will process your personal data for as long as you have a live account with our revenues, Council Tax or benefits services. We will keep your data for as long as we need it in order to comply with our legal or regulatory requirements or for other legitimate purposes. This will normally be a minimum of two years after your account is closed.

Your rights as a data subject

You have the right: 

  • to request a copy of the information that we hold about you; 
  • to correct data that we hold about you that is inaccurate or incomplete; 
  • in certain circumstances you can ask for the data we hold about you to be erased from our records; 
  • where certain conditions apply to have a right to restrict the processing; 
  • in some circumstances, to have the data we hold about you transferred to another organisation; 
  • to object to certain types of processing such as direct marketing; 
  • to complain if we refuse a request you may make using these rights and you are not happy with our reason. 

We may refer any request you may make using these rights to another organisation, if they have been involved in processing your personal data.  

Complaints 

If you are unhappy about how we are handling your personal data you can complain to the Data Protection Officer. You can also complain to the Information Commissioner’s Office. 

The details for each of these contacts are:  

Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow SK9 5AF, United Kingdom
Data Protection Officer, Rugby Borough Council, Town Hall, Evreux Way, Rugby CV21 2RR, United Kingdom

More information 

You can find more information about how we use personal information and your rights at www.rugby.gov.uk/privacy.  
 
This notice was last updated on 1 June 2018. 

Elections and electoral registration

Part One – Electoral Registration

Why we are collecting your data

The Electoral Registration Officer is a data controller and collects the personal data you provide for the purpose of registering your right to vote. You need to be registered to be able to vote in any election or referendum for which you are eligible. We have a duty to maintain a complete and accurate register throughout the year. We will only collect the personal data we need from you, in order to do this.

What is the legal basis for processing this data?

We do this in the performance of a task carried out in the public interest and in the exercise of our official duty under the Electoral Registration and Administration Act 2013, the Representation of the People Regulations 2001 and the Elections Act 2020.

This ensures you are registered to vote in any election or referendum for which you are eligible. The law makes it compulsory to provide information to an electoral registration officer for inclusion in the full register.

We keep records about potential and actual voters, citizens, candidates, election agents and staff employed at elections. These may be written down, or kept on a computer.

The records may include:

  • your name, address, nationality and date of birth
  • unique identifiers (such as National Insurance Number), signatures for absent vote checking
  • scanned application forms, documentary evidence and any letters of correspondence
  • notes about any relevant circumstances that you have told us
  • your previous or any redirected address 
  • the other occupants in your home
  • if you are over 75 or under 18
  • whether you have chosen to opt out of the open version of the register
  • details and records about the service you have received
  • a paper or electronic version of your photograph, if supplied as part of an application for a free voter ID document (Voter Authority Certificate).

Who will your information be shared with?

The information you provide is held in the electoral register which is managed by the Electoral Registration Officer who, using information received, keeps two registers – the full electoral register and the open (edited) register.

The full register is published annually and is updated at various points during the year. By law, it can only be supplied to the following people and organisations:

  • British Library
  • National Library of Wales
  • National Library of Scotland
  • UK Statistics Authority
  • Electoral Commission
  • Parliamentary Boundary Commission for England
  • Local Government Boundary Commission for England
  • Jury Summoning Bureau
  • Elected Representatives (MP, MEPS, Local Councillors, Parish Councillors)
  • Police and Crime Commissioner
  • Police Area Returning Officer for a Police and Crime Commissioner election
  • Candidates standing for elections
  • Local and National Political Parties
  • The Council which appointed the Electoral Registration Officer
  • Parish and Town councils 
  • Police Forces and the National Crime Agency
  • Public Library or local authority archive services
  • Government departments or bodies
  • Credit Reference Agencies
  • National Fraud Initiative
  • Other Electoral Registration and Returning Officers

To verify your identity, the data you provide will be processed by the Individual Electoral Registration Digital Service managed by the Cabinet Office. As part of this process your data will be shared with the Department of Work and Pensions and the Cabinet Office suppliers that are data processors for the Individual Electoral Registration Digital Service. You can find more information about this on the Government website.

We also share your information with our software providers and contracted printers.

We will not ordinarily send your personal data outside of the European Economic Area. However, if you are an overseas elector, we may write to you at your location, eg to send you a postal vote.

It is a crime for anyone who has a copy of the full register to pass information from this register onto others, if they do not have a lawful reason to see it.

Anyone can inspect the full electoral register:

  • inspection of the register will be under supervision
  • they can take extracts from the register, but only by handwritten notes
  • information taken must not be used for direct marketing purposes, in accordance with data protection legislation, unless it has been published in the open version
  • anyone who fails to observe these conditions is committing a criminal offence and may be charged a penalty of up to £5,000.

The open register contains the same style of information as the full register, but less of it due to many people ‘opting out’. The open register is not used for elections or referendums. It is updated and published every month and can be sold to any person, organisation or company for a wide range of purposes. It is used by businesses and charities for checking names and address details; users of the register include direct marketing firms and also online directory firms.

You can choose whether or not to have your personal details excluded from the open version of the register; however, your personal details will be included unless you ask for them to be removed. Removing your details from the open register will not affect your right to vote.

The Annual Canvass

At the start of the canvass process each year all Electoral Registration Officers have a legal responsibility to complete a data matching step.  
This is to help identify properties where the residents are more likely to have changed since the previous canvassing process.  Information obtained will determine the most effective method to be used to canvass the property.  For national and local data matching, the match is linked to an individual.  

There are two categories of data matching:
1.    National data matching (required)
2.    Local data matching (optional, if required) against other local authority records held within Rugby Borough Council

What is the legal basis for processing this data?

In accordance with Regulation 20 of the Representation of the People (Annual Canvass) (Amendments) Regulations 2019, we are required to share the electoral register with the Cabinet Office as part of Canvass Reform. Local data sets are available to Electoral Registration Officers under their existing powers provided by Regulations 23, 35 and 35A of the Representation of the People (England and Wales) Regulations 2001 and the Representation of the People (Scotland) Regulations 2001.

How long will we hold the data for?

Once the purpose for obtaining the local personal data sets from Rugby Borough Council has expired, Electoral Services will destroy the data sets received securely.

Part Two – Elections

Why collect data?

The Returning Officer is a data controller and collects personal data supplied in preparation for elections or referenda and to support results. We will only collect the personal data required in order to do this.

What is the legal basis for processing this date?

We do this in the performance of a task carried out in the public interest and in the exercise of our official duty under the Representation of the People Act 1985 and the Representation of the People Regulations 2001.

This ensures that elections or referenda are conducted in a robust, fair and transparent way.

We use records kept by the Electoral Registration Officer about potential and actual voters. In addition we compile and use data relating to:

  • election candidates
  • voters who propose, second or subscribe candidate nomination papers
  • election, counting, polling agents and their guests/partners
  • political parties and their officials
  • staff employed at elections
  • contact details for polling stations and count centres

These records may be written down, or kept on a computer.

We will publish the home address of each candidate on the Statement of Persons Nominated and the abllot paper, unless the candidate has notified us to withold in on the Home Address Form, which forms part of their nomination. If a candidate is deemed to be their own election agent, then we will publish the office address of the election agent on the Notice of Election Agents Names and Offices, even if this is their home address.

General

How long will we hold the data for?

The Electoral Registration Officer and Returning Officer are obliged to process personal data for the preparation of the electoral register and the subsequent organisation of elections or referenda. Personal details will be kept and updated in accordance with our legal obligations and in line with statutory retention periods.

Your rights

You are entitled to request a copy of any information about you that we hold. Any such requests should be made in writing.

If the information we hold about you is inaccurate you have a right to have this corrected and you have the right to request completion of incomplete data.

You have the right to request that we stop, or restrict the processing of your personal data, in certain circumstances. Where possible we will seek to comply with your request, but we may be required to hold or process information to perform our statutory functions.

If you have any worries or questions about how your personal information is handled, please contact our Data Protection Officer at Rugby Borough Council, Town Hall, Evreux Way, Rugby CV21 2RR.

For independent advice about data protection, privacy and data sharing issues, you can contact the Information Commissioner 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.


 

Election staff

This privacy notice relates to the Returning Officer's election staff, both the recruitment process and the maintenance of a database of temporary election staff. It applies to information provided by post, email, telephone and online.

The data controller

The data controller is:

The Electoral Registration Officer and Returning Officer, Rugby Borough Council, Town Hall, Evreux Way, Rugby CV21 2RR, United Kingdom.

We will store the data in our electoral management and payroll systems and restrict access according to our data security policies.

Personal data

The personal data we hold includes: your name, address and contact details, bank, tax, NI, details of your employment and employment history, training, details of any deductions, eligibility to work, car mileage and insurance details, usernames, passwords, online identifiers, access to systems and relevant personal circumstances.

We will use this data for the following purposes:

  • to administer your job application
  • to fulfil the our contractual obligations as your employer
  • to fulfil our legal obligations as your employer
  • to administer your employment in accordance with relevant employment policies and procedures
  • to give you access to relevant premises, systems or processes or to allow you to do your job safely and efficiently
  • to maintain a database of temporary election staff 

Legal basis

The processing is necessary so that you can be employed and carry out your tasks in an efficient manner.

Where the processing is necessary for your employment, data protection law describes this legal basis as necessary for the performance of a contract.

Where the processing is necessary to fulfil our legal obligations, data protection law describes this legal basis as a legal obligation.

Where the processing is necessary to detect or prevent fraud or other crime, data protection law describes this legal basis as necessary for performance of a public task, or in the public interest.

Where the processing is necessaryto ensure you are able to carry out your tasks safely and efficiently, for example by giving you access to computer systems or by monitoring access to a premises, data protection law describes this legal basis as in the council’s legitimate interests.

If you do not provide the information we ask for it may not be possible for you to be employed.

Consent

We do not need your consent to collect or process your personal information. This is because we need the information in order for us to administer your employment or to fulfil our legal or contractual obligations.

Disclosure

We may pass on your personal data to third parties if it is necessary to administer your employment. These organisations may include Rugby Borough Council, Warwickshire County Council, the Department of Work and Pensions, HMRC, third party organisations contracted to undertake the collection of processing of the data collected, such as training, to ensure compliance with statutory obligations, other staff employed by the Returning Officer for election purposes, such as polling station inspectors, presiding officers and poll clerks, or any other organisation where we are required or permitted by law to share information.

Your records are held in a database, in a secure section of the our information management system, on our payroll and within our financial management system, all of which are held on secure servers on Rugby Borough Council’s network. Some records are held in secure manual storage.

Retention period

We will process your personal data for as long as you are employed. Once you leave our employment, your employment information will be held for a further seven years when its retention will be reviewed. Where you apply for a post that does not lead to employment, we will keep your details for up to two years after you apply.

Your rights as a data subject

You have the right:

  • to request a copy of the information that we hold about you;
  • to correct data that we hold about you that is inaccurate or incomplete;
  • in certain circumstances you can ask for the data we hold about you to be erased from our records;
  • where certain conditions apply to have a right to restrict the processing;
  • in some circumstances, to have the data we hold about you transferred to another organisation;
  • to object to certain types of processing such as direct marketing;
  • to complain if we refuse a request you may make using these rights and you are not happy with our reason.

We may refer any request you may make using these rights to another organisation, if they have been involved in processing your personal data.

Complaints

If you are unhappy about how we are handling your personal data you can complain to the Information Commissioner's Office.

Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow SK9 5AF, United Kingdom

casework@ico.org.uk
01625 545745

More information

You can find more information about how we use personal information and your rights at www.rugby.gov.uk/privacy.

This notice was last updated on 23 January 2019.

Licensing

This privacy notice relates to Rugby Borough Council licensing services. It applies to information provided by post, email, telephone and online.

The data controller

The data controller for the licensing service is:

Rugby Borough Council, Town Hall, Evreux Way, Rugby CV21 2RR, United Kingdom

We will store the data in our computer and manual record systems and restrict access according to relevant policies and procedures.

Personal data

The personal data we may hold includes: your name, address and contact details, signature, any payment details, along with any information you choose to give us and any information we obtain from elsewhere in order to provide a service to you.

We will use this data for the following purposes:

  • To provide advice, if you request it;
  • To process an application for a licence such as under the Animal Boarding Establishments Act 1963; Animal Welfare Act 2006; Breeding of Dogs Act 1973; Dangerous Wild Animals Act 1970 and 1991; Gambling Act 2005; Licensing Act 2003; Local Government (Miscellaneous Provisions) Acts 1976 and 1982; Pet Animals Act 1951 as amended 1983; Riding Establishments Act 1964 and 1970; Scrap Metal Dealers Act 2013; Town and Police Clauses Act 1847; Zoo Licensing Act 1981.
  • To assess the need for any applicant-specific conditions, where relevant;
  • To consider representations to applications or policy consultations;
  • To prevent or detect fraud or other crime;
  • To enable an application to be determined at Appeal, where appropriate;
  • To carry out enforcement activity related to our enforcement powers.

Legal basis

The processing is necessary so that we can carry out our licensing functions.

Where the processing is necessary to fulfil the council’s legal obligations, data protection law describes this legal basis as a legal obligation.

Where the processing is necessary to detect or prevent fraud or other crime, in relation to policy consultations or in relation to our enforcement powers, data protection law describes this legal basis as necessary for performance of a public task, or in the public interest.

We may need to process Special Categories of personal information, sensitive personal data or criminal records data in order to assess an application or enforcement. Where this is necessary, data protection law describes this as being of substantial public interest.

If you do not provide the information we ask for it may not be possible for us to consider your application or representations.

Consent

We do not need your consent to collect or process your personal information. This is because we need the information in order to fulfil our legal obligations.

Disclosure

Rugby Borough Council may pass on your personal data to third parties for the purposes of detecting or preventing fraud or other crime, or if it is necessary to consider enforcement, your application or representations. These organisations may include applicants and their agents, Warwickshire Police, Warwickshire County Council, the Department of Work and Pensions, HMRC or any other organisation where we are required or permitted by law to share information.

For some licenses, we are required to publish certain information in a public register. This may include your personal information.

Your records are held in a secure section of the council’s information management system and in the council’s case management system. We publish details of some applications and consultations on our website and may make other representations available for public inspection.

Retention period

Rugby Borough Council will process your personal data for as long as it takes to consider your application or representations, for as long as a licence is in place, or for as long as it takes to complete our enforcement activity. The information may then be archived in the public interest.

Your rights as a data subject

You have the right:

  • to request a copy of the information that we hold about you;
  • to correct data that we hold about you that is inaccurate or incomplete;
  • in certain circumstances you can ask for the data we hold about you to be erased from our records;
  • where certain conditions apply to have a right to restrict the processing;
  • in some circumstances, to have the data we hold about you transferred to another organisation;
  • to object to certain types of processing such as direct marketing;
  • to complain if we refuse a request you may make using these rights and you are not happy with our reason.

We may refer any request you may make using these rights to another organisation, if they have been involved in processing your personal data.

Complaints

If you are unhappy about how we are handling your personal data you can complain to the Data Protection Officer. You can also complain to the Information Commissioner’s Office.

The details for each of these contacts are:

Data Protection Officer, Rugby Borough Council, Town Hall, Evreux Way, Rugby CV21 2RR
Information Commissioner’s Office, Wycliffe House, Wilmslow SK9 5AF, United Kingdom

casework@ico.org.uk

01625 545745

More information

You can find more information about how we use personal information and your rights at www.rugby.gov.uk/privacy.

 

Lifeline and independent living

This privacy policy sets out how Rugby Borough Council will use and protect any information that you give us when you use one of our Independent Living Service or Lifeline products.  We are committed to ensuring that your privacy is protected when we ask you to provide certain information which can be used to identify you.   

Rugby Borough Council is committed to compliance with all relevant EU and Member State laws in respect of personal data, and the protection of the “rights and freedoms” of individuals whose information Rugby Borough Council collects and processes in accordance with the General Data Protection Regulation (GDPR). Please see our website for a copy of our Data Protection Policy. 

We will only collect and use your data for the purpose of delivering our service to you.

The data controller

The data controller for the Lifeline service is:

Rugby Borough Council, Town Hall, Evreux Way, Rugby CV21 2RR, United Kingdom

We will store the data in our computer and manual record systems and restrict access according to relevant policies and procedures.

Personal data

We will process:

  • Your name and date of birth
  • The address the monitoring equipment will be installed and monitored in.
  • Your contact information including any mobile phone numbers and email addresses you have.
  • Keysafe codes or instructions for entering your property. We will only share this information with the emergency services.
  • Your nominated emergency contact/s.
  • Doctors Surgery
  • Types of illness and any medication you are taking.
  • Other information relevant to customer surveys which we may conduct from time to time which will help us improve our service.

It is important that you tell us about any changes you make so that that the information we have about you is correct.

What we do with your information

We require your information to enable us to effectively respond to your requests for assistance and for the following reasons:

  • Maintain internal record keeping.
  • To contact you, either by letter, email or phone.
  • Use the information to improve our service
  • Send you information which we think you may find interesting. 
  • Contact your nominated emergency contacts.
  • Ensure that if we have to contact the paramedics they have accurate and up to date information about your health and any allergies that you may have.
  • Ensure that paramedics can gain access to your property promptly in an emergency.

Where we collect special category data, we do so in accordance with the council's policy document.

Legal basis

The processing is necessary so that we can deliver the service. Data protection law describes this legal basis as necessary for the performance of a contract.

Where the processing is necessary to fulfil the council’s legal obligations, data protection law describes this legal basis as a legal obligation.

Where the processing is necessary to detect or prevent fraud or other crime, data protection law describes this legal basis as necessary for performance of a public task, or in the public interest.

If you do not provide the information we ask for it may not be possible for you to benefit from the service.

Consent

We do not need your consent to collect or process your personal information. This is because we need the information in order for us to administer your contract or to fulfil our legal or contractual obligations.

Disclosure

Rugby Borough Council may pass on your personal data to third parties for the purposes of detecting or preventing fraud or other crime, or if it is necessary to administer your contract. These organisations may include West Midlands Ambulance Service, Warwickshire County Council, Warwickshire Police, the Department of Work and Pensions, HMRC, or any other organisation where we are required or permitted by law to share information.

Your rights as a data subject

You have the right:

  • to request a copy of the information that we hold about you;
  • to correct data that we hold about you that is inaccurate or incomplete;
  • in certain circumstances you can ask for the data we hold about you to be erased from our records;
  • where certain conditions apply to have a right to restrict the processing;
  • in some circumstances, to have the data we hold about you transferred to another organisation;
  • to object to certain types of processing such as direct marketing;
  • to complain if we refuse a request you may make using these rights and you are not happy with our reason.

We may refer any request you may make using these rights to another organisation, if they have been involved in processing your personal data.

Complaints

If you are unhappy about how we are handling your personal data you can complain to the Data Protection Officer. You can also complain to the Information Commissioner’s Office.

The details for each of these contacts are:

Data Protection Officer, Rugby Borough Council, Town Hall, Evreux Way, Rugby CV21 2RR
Information Commissioner’s Office, Wycliffe House, Wilmslow SK9 5AF, United Kingdom, casework@ico.org.uk, 01625 545745

More information

You can find more information about how we use personal information and your rights at www.rugby.gov.uk/privacy.

Self-isolation payment

This privacy notice relates to the self-isolation payment. It applies to information provided by post, email, telephone and online. This notice should be read in conjunction with the notice for Revenues and Benefits, which also applies.

The data controller 

The data controller is: 

Rugby Borough Council, Town Hall, Evreux Way, Rugby CV21 2RR, United Kingdom.

We will store the data in our computer and manual record systems and restrict access according to relevant policies and procedures.

Personal data 

We collect and process the personal data that you provide to us when completing your application for a self-isolation support payment, which may include:

  • Full name;
  • Full residential address;
  • Email address;
  • Mobile telephone number;
  • Home telephone number;
  • Proxy applicant details (as above where you may nominate someone else to complete this application on your behalf);
  • Employer name and address;
  • NHS notification number (the unique reference you will be given by NHS Test and Trace Service to self-isolate);
  • Bank account details;
  • Your National Insurance Number;
  • Proof of self-employment e.g. recent business bank statement (within the last two months), most recent set of accounts or evidence of self-assessment

Source and categories of personal data

We will obtain data from the NHS Test and Trace Service to confirm that you have either tested positive for COVID-19 or you have been in close contact with someone who has tested positive for COVID-19.  As this data is related to your health it is referred to as ‘special category data’.

You or your nominated representative will also provide us with additional personal data in relation to your application for a Self-Isolation Payment.

What we use your personal data for

We will carry out checks with the NHS Test and Trace Service and the Department for Work and Pensions (DWP), for verification purposes, Her Majesty’s Revenue and Customs (HMRC), for tax and National Insurance purposes, and potentially with your employer in validating your application. 

Information relating to your application will also be sent to the DHSC to help understand public health implications, allow us to carry out anti-fraud checks and determine how well the scheme is performing.

We will not share this data with other organisations or individuals for any other purpose.

We will provide information to HMRC in relation to any payments we make because Self-Isolation Payments are subject to tax and National Insurance contributions. If you are self-employed, you will need to declare the payment on your self-assessment tax return.

Our lawful basis for processing the personal data

We must have a legal basis to process your personal data. Our lawful basis in the processing that we’ll undertake in assessing your eligibility for, and in making any self-isolation payment to you, is based on a legal obligation.

Where we use personal information to confirm that someone is eligible for a self-isolation payment, the sections of the law that apply are:

  • GDPR Article 6(1)(e) – processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller
  • GDPR Article 9(2)(i) – processing is necessary for reasons of public interest in the area of public health, such as protecting against serious cross-border threats to health or ensuring high standards of quality and safety of healthcare;
  • Data Protection Act 2018 Schedule 1 Part 1 (2) - health or social care purposes

Separately, we have special permission from the Secretary of State for Health and Social Care to use confidential patient information without people’s consent for the purposes of diagnosing, recognising trends, controlling and preventing, and monitoring and managing communicable diseases and other risks to public health.

This is known as a ‘section 251’ approval and includes, for example, using your test results if you test positive for COVID-19 to start the contact-tracing process.

The part of the law that applies here is section 251 of the National Health Service Act 2006 and Regulation 3 of the associated Health Service (Control of Patient Information) Regulations 2002.

You can find more information on this via the NHS Contact Tracing Privacy Notice.

Data Processors and other recipients of your data

These are the recipients with which your personal data is shared:

Her Majesty’s Revenue and Customs (HMRC) for tax and National insurance purposes;

Your employer for verification checks purposes.

Personal data disposal and retention

We will only keep your personal data for as long as it is needed for the purposes of the COVID-19 emergency, and for audit and payment purposes.

More information 

You can find more information about how we use personal information and your rights at www.rugby.gov.uk/privacy.  
 
This notice was last updated on 23 October 2020. 

Special category/sensitive processing

This is the ‘appropriate policy document’ for Rugby Borough Council that sets out how the council will protect special category and criminal convictions personal data.

It meets the requirement at paragraph 1 of Schedule 1 to the Data Protection Act 2018 that an appropriate policy document be in place where the processing of special category personal data is necessary for the purposes of performing or exercising obligations or rights which are imposed or conferred by law on the controller or the data subject in connection with employment, social security or social protection.

It also meets the requirement at paragraph 5 of Schedule 1 to the Data Protection Act 2018 that an appropriate policy document be in place where the processing of special category personal data is necessary for reasons of substantial public interest. The specific conditions under which data may be processed for reasons of substantial public interest are set out at paragraphs 6 to 28 of Schedule 1 to the Data Protection Act 2018. 

In addition, it meets the requirement in paragraphs 35(4) and 35(5) of Part 3 of the Data Protection Act 2018 that an appropriate policy document be in place as a condition for sensitive processing for reasons of substantial public interest under paragraph 42. The specific conditions under which data may be processed for reasons of substantial public interest are set out in paragraph 1 of Schedule 8.

1. Procedures for securing compliance

Article 5 of the General Data Protection Regulation and paragraphs 35-40 of the Data Protection Act 2018 set out the relevant data protection principles which are summarised below. These are our procedures for ensuring that we comply.

1.1 Principle 1 

Personal data shall be processed lawfully, fairly and in a transparent manner in relation to the data subject.

Rugby Borough Council will: 

  • ensure that personal data is only processed where a lawful basis applies, and where processing is otherwise lawful 
  • only process personal data fairly, and will ensure that data subjects are not misled about the purposes of any processing 
  • having regard for the purpose of the processing, ensure that data subjects receive relevant information so that any processing of personal data is transparent

1.2 Principle 2

Personal data shall be collected for specified, explicit and legitimate purposes and not further processed in a manner that is incompatible with those purposes.

Rugby Borough Council will: 

  • only collect personal data for specified, explicit and legitimate purposes, and, having regard for the purpose of the processing, we will inform data subjects what those purposes are in a privacy notice 
  • not use personal data for purposes that are incompatible with the purposes for which it was collected. If we do use personal data for a new purpose that is compatible, and having regard for the purpose of the processing, we will inform the data subject first.

1.3 Principle 3 

Personal data shall be adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed. 

Rugby Borough Council will only collect the minimum personal data that we need for the purpose for which it is collected. We will ensure that the data we collect is adequate and relevant.

1.4 Principle 4

Personal data shall be accurate and, where necessary, kept up to date.

Rugby Borough Council will ensure that personal data is accurate, and kept up to date where necessary. We will take particular care to do this where our use of the personal data has a significant impact on individuals. Having regard for the purpose for which it is being processed, where personal data is found to be inaccurate it will be erased or rectified.

1.5 Principle 5 

Personal data shall be kept in a form which permits identification of data subjects for no longer than is necessary for the purposes for which the personal data are processed.

Rugby Borough Council will only keep personal data in identifiable form as long as is necessary for the purposes for which it is collected, or where we have a legal obligation to do so. Once we no longer need personal data it shall be deleted or rendered permanently anonymous.

1.6 Principle 6 

Personal data shall be processed in a manner that ensures appropriate security of the personal data, including protection against unauthorised or unlawful processing and against accidental loss, destruction or damage, using appropriate technical or organisational measures.

Rugby Borough Council will ensure that there appropriate organisational and technical measures in place to protect personal data.

2. Accountability principle 

The controller shall be responsible for, and be able to demonstrate compliance with these principles.

Our Chief Executive is responsible for ensuring that the council is compliant with these principles. We will: 

  • ensure that records are kept of all personal data processing activities, and that these are provided to the Information Commissioner on request 
  • carry out a Data Protection Impact Assessment for any high risk personal data processing, and consult the Information Commissioner if appropriate 
  • ensure that a Data Protection Officer is appointed to provide independent advice and monitoring of the departments’ personal data handling, and that this person has access to report to the highest management level
  • have in place internal processes to ensure that personal data is only collected, used or handled in a way that is compliant with data protection law. 

3. Data controller’s policies as regards retention and erasure of personal data 

We will ensure, where special category or criminal convictions personal data is processed or when sensitive processing is to take place, that: 

  • there is a record of that processing, and that record will set out, where possible, the envisaged time limits for erasure of the different categories of data 
  • where we no longer require special category or criminal convictions personal data for the purpose for which it was collected, or when sensitive processing is no longer required, we will delete it or render it permanently anonymous 
  • having regard for the purpose of the processing, data subjects receive information about how their data will be handled, and that this will include the period for which the personal data will be stored, or if that is not possible, the criteria used to determine that period 

4. More information

For more information on privacy and Rugby Borough Council see www.rugby.gov.uk/privacy.

Alternatively you can contact the Data Protection Officer at Rugby Borough Council, Town Hall, Evreux Way, Rugby CV21 2RR. 

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