Rochdale Borough Council is registered as a 'data controller' under the Data Protection Act 1998.
We collect, hold and process a considerable amount of information, including personal information about the customers we serve, to allow us to provide public services effectively. These services include, schools and educational facilities, care and support for vulnerable individuals and their families, maintaining and improving the environment of the Rochdale Borough and protecting citizens generally.
You should expect that we'll keep a record of your contact and may collect your information on paper, online forms, by telephone, email or by a member of staff in person. This information is important and we're responsible to customers for the information we hold about them. We take our responsibilities seriously and ensure that any personal information we collect and use is done proportionately, correctly, safely and in accordance with the Data Protection Act.
How will the council process information they collect about me?
We'll use your personal data for a limited number of purposes within the rules set out in the Data Protection Act 1998. We'll process personal data:
- For the purpose for which you provided the information and to monitor our performance in responding to you.
- To communicate and provide services and information appropriate to your needs.
- To ensure that the council meets all its legal obligations.
- For law enforcement when we're legally obliged to undertake such processing, for example licensing, planning enforcement, trading standards and food safety.
- To process financial transactions including grants, payments and benefits involving the council or where the council is acting on behalf of other government bodies, for example the Department for Works and Pensions.
- Where you have consented.
- Where necessary to protect individuals from harm or injury.
- Where otherwise permitted under the Data Protection Act 1998.
- We collect information for different reasons and use statistical information to prioritise activities, target and plan the provision of services. When this information is used or shared, we ensure that individuals cannot be identified.
At no time will your information be passed to external organisations for marketing or sales purposes.
Using your personal data
In deciding what personal data to collect, hold and use, we're committed to ensuring that we will:
- Recognise that any personal data handled by the council is held on behalf of that person and that we ensure we respect that responsibility.
- Adopt and maintain high standards in respect of the handling and use of that personal data.
- Only collect, hold and use personal data where it is necessary and proportionate to do so.
- Securely delete any personal data when no longer needed.
- Keep your personal data safe and secure.
- Consider and address the privacy risks first when planning to use or hold personal information in new ways, such as when introducing new systems or improving existing ways of working.
- Be open with individuals about how we use their information and who we share it with.
- Make it easy for individuals to access and correct their personal information.
- Provide training to staff who handle personal information.
We may disclose personal data to third parties, but only where it's necessary, either to comply with a legal obligation, or where permitted under the Data Protection Act, for example where the disclosure is necessary to allow a third party working for or on behalf of the council to provide a service. We seek to ensure that the third party has sufficient systems and procedures in place to prevent the loss of personal data.
You have the right to request that we cease processing your personal data in relation to any council service. Where possible, we'll seek to comply with your request but there may be some situations when we're not legally able to do this. However, ceasing to process this data may cause delays or hinder our ability to provide services to you.
You're legally entitled to request and receive a copy of any information that we hold about you. We'll seek to comply with your request, but there may be some situations where we will not be able to do this in full, for example, where information we hold was given in confidence.
Details of how to access your personal information can be found on the Data Protection Act.
We try to ensure that any personal data we hold about you is correct, but there may be situations where the information we hold is no longer accurate. If this is the case, please contact the department holding the information so that any errors can be investigated and corrected.
We may monitor and record electronic transactions (internet, email and telephone conversations). This will be used, for example, to prevent or detect a crime or investigate and resolve complaints.
CCTV systems are installed in some of our locations used by members of the public, for the purposes of public and staff safety, and crime prevention and detection. CCTV images will only be disclosed to other organisations who intend to use the images for these purposes. In all locations, signs are displayed notifying you that CCTV is in operation and providing details of who to contact for further information.
Body Worn Videos (BWV) incorporating audio recordings are being used by civil parking enforcement officers and other council officers when necessary for operational purposes. The aim of the BWV technology is to:
- Promote the safety of the officers.
- Reduce the potential number of confrontational situations experienced by officers.
- Reduce potential escalation of incidents.
- Complaint resolution.
We operate CCTV/surveillance and disclose it in accordance with the codes of practice issued by the Information Commissioner and the Home Office.
Images captured by CCTV/Surveillance will not be kept for longer than is necessary. However, on occasions there may be a need to keep images for longer, for example where a crime is being investigated.
Detect and prevent crime and fraud and data matching
We're required by law to protect the public funds we administer. We process and share the information provided to us to prevent and/or detect potential fraud and crime, by both conducting our own data matching as well as sharing this information with other public bodies, such as the Department for Work and Pensions, other local authorities, HM Revenues and Customs, the police, as well as utility companies, credit reference agencies and service providers and contractors and/or partner bodies. Disclosure of such information is either:
- Necessary for the purposes of the prevention and/or detection of crime; and/or
- Is otherwise necessary to comply with any other legal obligation.
Data matching involves comparing computer records held by one body against other computer records held by the same or another body to see how far they match. This is usually personal information. We undertake data matching, where necessary, for a number of purposes, to comply with legal requirements placed on us. These include:
- Detecting and preventing crime and fraud.
- Assisting in emergency response management.
The Cabinet Office currently requires local authorities to participate in a data matching exercise to assist in the prevention and/or detection of fraud. We're legally required to provide particular sets of data to the Cabinet Office for matching for each exercise, and these are set out in
Taking part in the National Fraud Initiative
The use of data by the Cabinet Office in a data matching exercise is carried out with statutory authority under its powers in Part 6 of the Local Audit and Accountability Act 2014, it does not require the consent of the individuals concerned under the Data Protection Act 1998. Data matching by the Cabinet Office is subject to the
code of data matching practice for the National Fraud Initiative.
Changes to the Privacy Notice
We'll continually review and update this privacy notice to reflect changes in our services and feedback from customers, as well as to comply with changes in the law.
If you would like to know more or have any concerns about how your information is being processed please contact the Information Governance Unit.
If you require general information about the data protection act, information is available on the
Information Commissioner's Office
Last updated July 2017.