Privacy notices by service | How we use your data | Medway Council

Privacy notices by service

Digital Transformation

Council Service	Digital Transformation
The reasons we use your data	statutory requirements, for example Local Government Transparency Code service delivery service improvement and planning research including consultations to promote transparency equality monitoring.
Why we are allowed to use your data	Legal obligation or public task under various UK laws including but not limited to: The Localism Act 2011 The Equality Act 2010 Consent – consultations
Who we can share your data with	Judicial Agencies, for example courts Police and other crime enforcement agencies Contractors providing IT services Elected Members and MPs (as your representative) Funding Bodies
When computers make any decisions about you	Not applicable.
When your data gets sent to other countries	Not applicable.

Education & Learning Services (Learning & Inclusion) including Adult Skills and Learning

Council Service:	Education and Learning Services
The reasons we use your data	Statutory requirements, for example reporting to government Service delivery Service improvement and planning Regulatory, licensing and enforcement functions Prevention and detection of crime Financial transactions Traded services Research inc. consultations Support pupil learning Monitor and report on pupil progress Provide appropriate pastoral care Assess the quality of our services Comply with the law regarding data sharing Equality Monitoring
Why we are allowed to use your data	Legal obligation or public task under various UK laws including but not limited to: The Education Act 1944, 1996, 2002 The Education & Adoption Act 2016 The Education (Information About Individual Pupils) (England) Regulations 2013 The Education and Skills Act 2008 The Education (Pupil Registration) (England) Regulations 2006 Statutory Guidance for Local Authorities in England to Identify Children Not Receiving Education – February 2007) The Education and Inspections Act 2006 The Children Act 1989, 2004 The Childcare Act 2006 The Children & Families Act 2014 ·Local Safeguarding Children Boards Regulations 2006 (SI 2006/90) The Localism Act 2011 The Equality Act 2010 Contract (traded services)
Who we can share your data with	Judicial Agencies e.g. Courts Police and other crime enforcement agencies Department for Education and their agencies Children’s Social Care Early Help services Safeguarding Boards Probation Health Agencies Speech and language therapists Specialist teachers Education Providers including early years providers, pre- and post-16 Substance Misuse Teams Other Local Authorities Education Providers Youth offending Service Pupil Referral Units School Transport Operators Other Youth Offending Teams Voluntary Sector Partners Local Businesses offering work experience, educational opportunities Qualification awarding bodies Contractors providing education and IT services Funding bodies Elected members Cabinet Office (National Fraud Initiative Exercise)
When computers make any decisions about you	Not applicable.
When your data gets sent to other countries	Not applicable.

Electoral Registration Service

Council Service:	Electoral Registration Service
The reasons we use your data	To maintaining the electoral register To run elections To employ casual staff to run elections Equality Monitoring
Why we are allowed to use your data	Legal obligation or public task under various UK laws including but not limited to: The Local Government Act 1972, 2000 The Representation of the Peoples Act 1983 The Electoral Registration and Administration Act 2013 The Immigration Act 2016 The Equality Act 2010
Who we can share your data with	The electoral register is a public register and can be inspected by the public. The edited version of the electoral register can be sold to third parties. The Police and other crime enforcement agencies Elected Members & MPs (as your representative) Political Parties Candidates and their agents Contractors providing IT services Cabinet Office (National Fraud Initiative Exercise)
When computers make any decisions about you	Not applicable.
When your data gets sent to other countries	Not applicable.

Estates and Buildings

Council Service:	Estates and Buildings
The reasons we use your data	Service delivery Service improvement and planning Prevention and detection of crime Financial & property transactions Energy & Environment Management Research inc. consultations Equality Monitoring
Why we are allowed to use your data	Legal obligation or public task under various UK laws including but not limited to: The Localism Act 2011 The Equality Act 2010 Contract – tenants, room hire, property transactions Consent – consultations
Who we can share your data with	Judicial Agencies e.g. Courts Police and other crime enforcement agencies Immigration Service Government Departments e.g. HMRC, DWP Elected Members & MPs (as your representative) Funding Bodies Local businesses e.g. EDRF projects Utilities companies e.g. home energy schemes Contractors providing energy/environmental services and IT services
When computers make any decisions about you	Not applicable.
When your data gets sent to other countries	Not applicable.

Finance

Council Service:	Finance
The reasons we use your data	Statutory requirements e.g. reporting to Government Collection of council tax and rates Service delivery Service improvement and planning Regulatory, licensing and enforcement functions Prevention and detection of crime inc. fraud Ordering of goods and services Payment for goods and services Payment of salaries, allowances and expenses Payment of Housing Benefit and benefit take-up Collection of charges made for services provided Collection of overpaid housing benefit or debt Insurance claims Financial transactions Payroll transactions Collection of debt Research inc. consultations Traded services Equality Monitoring
Why we are allowed to use your data	Legal obligation or public task under various UK laws including but not limited to: The Local Government Finance Act 1988 (rates) The Local Government Finance Act 1992 (council tax) The Localism Act 2011 The Equality Act 2010 Contract - traded services Consent – consultations
Who we can share your data with	Judicial Agencies e.g. Courts Police and other crime enforcement agencies Health Agencies Education Providers Other Local Authorities Immigration Service Government Departments e.g. HMRC, DWP Private investigators and contracted third party investigation companies and enforcement agents (bailiffs) Elected Members & MPs (as your representative) Contractors providing IT services Funding Bodies Cabinet Office (National Fraud Initiative Exercise)
When computers make any decisions about you	Not applicable.
When your data gets sent to other countries	Not applicable.

Housing

Council Service:	Housing
The reasons we use your data	Statutory requirements e.g. reporting to Government Service delivery Service improvement and planning Regulatory, licensing and enforcement functions Prevention and detection of crime Financial transactions Research inc. consultations Equality Monitoring
Why we are allowed to use your data	Legal obligation or public task under various UK laws including but not limited to: The Housing Acts 1988, 1996, 2002, 2004 The Homelessness Reduction Act 2017 The Landlord and Tenant Act 1987 The Localism Act 2011 The Protection from Eviction Act 1977 The Equality Act 2010 Consent – consultations
Who we can share your data with	Judicial Agencies e.g. Courts Police and other crime enforcement agencies Health Agencies Education Providers Other Local Authorities Immigration Service Government Departments e.g. HMRC, DWP, DCLG Safeguarding Boards Contractors providing housing services (e.g. plumbing, electricians, gas operatives etc.) and IT services Elected Members & MPs (as your representative) Funding Bodies Cabinet Office (National Fraud Initiative Exercise)
When computers make any decisions about you	Not applicable.
When your data gets sent to other countries	Not applicable.

Human Resources (HR)

Council Service:	Human Resources (HR)
The reasons we use your data	To employ staff Statutory requirements e.g. reporting to Government Service delivery Service improvement and planning Regulatory, licensing and enforcement functions Prevention and detection of crime Financial transactions Research Traded services Promote Access To Work Equality Monitoring
Why we are allowed to use your data	Legal obligation or public task under various UK laws including but not limited to: The Employment Rights Act 1996 The National Minimum Wage Act, 1998 The Working Time Directive, 1999 The Employment Relations Act, 1999 Health and Safety at Work, etc. Act 1974 The Equality Act 2010 The Public Sector Equality Duty - Equality Act 2010 The Localism Act 2011 Contract (traded services)
Who we can share your data with	Judicial Agencies e.g. Courts Police and other crime enforcement agencies Childrens Social Care Adults Social Care Probation Health Agencies inc. occupational health providers Education Providers Government Departments e.g. DWP, HRMC, Education, S4c Immigration Services Disclosure & Barring Service Regulatory Bodies Pension Providers Trade Unions Elected Members & MPs (as your representative) Commissioned partners e.g. staff benefit scheme Other businesses / organisation (references, market pay organisations) Employment Agencies Contractors providing IT services Cabinet Office (National Fraud Initiative Exercise)
When computers make any decisions about you	Not applicable.
When your data gets sent to other countries	Not applicable.

Information & Communications Technology (ICT)

Council Service:	Information & Communications Technology (ICT)
The reasons we use your data	To allocate hardware, software and mobile devices To manage staff IT accounts To manage threat analysis To archive records To undertake web analytics (including cookies) Equality Monitoring
Why we are allowed to use your data	Legal obligation or public task under various UK laws including but not limited to: The Localism Act 2011 The Equality Act 2010 Contract (staff data) Legitimate interest (web analytics) Consent (web analytics – cookies)
Who we can share your data with	Storage companies IT suppliers e.g. Microsoft. Google The Police and other crime enforcement agencies HMRC
When computers make any decisions about you	Not applicable
When your data gets sent to other countries	Not applicable

Legal Services

Council Service:	Legal Services
The reasons we use your data	To answer Freedom of Information & Data Protection requests and complaints. To monitor Regulation of Investigatory Powers (RIPA) authorisations. To provide a land charges service. To manage legal cases Equality Monitoring
Why we are allowed to use your data	Legal obligation under various UK laws including but not limited to: The Freedom of Information Act 2000 The Data Protection Act 1998 The Regulation of Investigatory Powers Act 2000, The Local Land Charges Act of 1975 and Rules of 1977 The Equality Act 2010; and The following areas of law / common law: Adult Social Care Childcare Employment Education Litigation Commercial Property Planning Highways Environmental Local Government Coronial Judicial Review
Who we can share your data with	National Regulators e.g. Information Commissioner’s Office, Investigatory Powers Commissioner. The Courts, judges, Crown Prosecution Service, Employment Tribunals Legal representatives of other parties Expert witnesses The Police and other crime enforcement agencies. Other public authorities e.g. schools, NHS, councils, government departments (HMRC, DWP, Immigration etc.). Land Registry Debt collectors Union representatives (with consent). Local archives office Elected Members & MPs (as your representative) Contractors providing IT services
When computers make any decisions about you	Not applicable
When your data gets sent to other countries	Not applicable

Neighbourhood Services and Environmental Services

Council Service:	Neighbourhood and Environmental Services
The reasons we use your data	Statutory requirements e.g. reporting to Government, waste management, burials Service delivery Service improvement and planning Regulatory, licensing and enforcement functions Prevention and detection of crime Financial transactions Research inc. consultations Equality Monitoring
Why we are allowed to use your data	Legal obligation or public task under various UK laws including but not limited to: The Anti-social Behaviour Act 2003 The Crime & Anti-social Behaviour Act Consumer Contracts Regulations The Environmental Protection Act 1990 The Public Contracts Regulations 2015 Environment Act 1995 The Supply of Goods and Services Act 1982 The Cremation Act 1902 Cremation (England & Wales) Regulations 2008 Local Authorities' Cemeteries Order 1977 Local Authorities (Amendment) Order 1986 The Licensing Act 2006 The Food Safety Act The Localism Act 2011 The Highways Act 1980 The Public Libraries and Museums Act 1964 The Refuse Disposal (Amenity) Act 1978 The Removal and Disposal of Vehicles Regulations 1986 Regulation of Investigatory Powers Act 2000 The Equality Act 2010 Consent – consultations Contract – bulk waste collections, traded services
Who we can share your data with	Judicial Agencies e.g. Courts Police and other crime enforcement agencies Youth Offending Services Voluntary Agency Partners Government Departments National Regulators and Agencies Other Local Authorities Fire & Rescue Services Third Party Contractors e.g. waste management companies, transport providers and contractors providing IT services Elected Members & MPs (as your representative) Funding Bodies
When computers make any decisions about you	Not applicable.
When your data gets sent to other countries	Not applicable.

Planning and Transport

Council Service:	Planning and Transport
The reasons we use your data	Statutory requirements e.g. reporting to government, public registers Service delivery Service improvement and planning Regulatory, licensing and enforcement functions Prevention and detection of crime Financial transactions Research inc. consultations Communications and marketing Equality Monitoring
Why we are allowed to use your data	Legal obligation or public task under various UK laws including but not limited to: The Town & Country Planning Act 1990 The Planning Act 2008 The Housing & Planning Act 2016 The Planning (Listed Buildings & Conservation Areas) Act 1990 Traffic Management Act 2004 The Taking Control of Goods (Fees) Regulation 2014 The Localism Act 2011 The Highways Act 1980 The Traffic Management Act 2004 The Road Traffic Regulations Act 1984 The Transport Act 2000 The Local Transport Act 2008 The Environment Act 1995 The Environmental Protection Act 1990 The Bus Services Act 2017 The Wildlife and Countryside Act 1981 The Countryside and Rights of Way Act 2000 The Equality Act 2010 The Building Act 1984 The Building Regulations 2010 (as amended) The Building (Local Authority Charges) Regulations 2010 Local Government (Miscellaneous Provisions) Act 1976 Consent – consultations
Who we can share your data with	elected members the general public (via public registers) contractors / partners providing services on our behalf funding bodies the environment agency LLEP
When computers make any decisions about you	Not applicable.
When your data gets sent to other countries	Not applicable.

Political Governance, Communications and Mayor’s Office

Council Service:	Political Governance and Mayor’s Office
The reasons we use your data	Statutory requirements e.g. reporting to Government Service delivery Service improvement and planning Regulatory, licensing and enforcement functions Prevention and detection of crime Financial transactions Research inc. consultations Emergency Management Communications and Marketing Equalities requirements Invitation to civic events Responding to requests from the public Access to Work Equality Monitoring
Why we are allowed to use your data	Legal obligation or public task under various UK laws including but not limited to: The Local Government Act 1972, 2000 The Localism Act 2011 The Civil Contingencies Act 2004 The Equality Act 2010 Consent for direct marketing, website cookies, consultations
Who we can share your data with	Judicial Agencies e.g. Courts Police and other crime enforcement agencies Local Resilience Forum Elected Members & MPs (as your representative) Contractors providing IT services Other local councils e.g. for joint events Access to Work service providers
When computers make any decisions about you	Not applicable.
When your data gets sent to other countries	Not applicable.

Public Health

Council Service:	Public Health
The reasons we use your data	Public health and protection, for example: Health Needs Assessments e.g. Joint Strategic Needs Assessment, Pharmaceutical Needs Assessment Protecting or improving public health Measuring the health, mortality or care needs of the population eg health and wellbeing surveys Public Health planning, monitoring and evaluation Commissioning and delivery of services to promote health and prevent ill health e.g. sexual health services, diet and weight management, sports services, stop smoking services, oral health advice, NHS health checks Health Equity Analysis (looking at differences in the quality of health and healthcare across different groups of people) Identifying inequalities in the way people access services Equality Monitoring
Why we are allowed to use your data	Legal obligation under various UK laws including but not limited to: The Health & Social Care Act 2012 (plus consent under common law duty of confidence) The Statistics and Registration Service Act (2007) as amended by Section 287 of the Health and Social Care Act (2012) Regulation 3 of the Health Service (Control of Patient Information) Regulations 2002.) The Equality Act 2010 Contract (active sports, grants) Consent (surveys, consultations diets, stop smoking, sexual health etc.) You have the right to opt out of Medway Council Public Health receiving or holding some of your personal identifiable information. There are occasions where service providers will have a legal duty to share information, for example for safeguarding or criminal issues. The process for opting out will depend on the specific data and what programme it relates to. For further information or you wish to opt out please email healthimprovement@medway.gov.uk
Who we can share your data with	Health partners e.g. NHS Digital. Public Health England, local GPs – data will be pseudonymised or anonymized, unless it is for direct care or required by national statutory programme. Local voluntary partners IT suppliers The Police and other crime enforcement agencies
When computers make any decisions about you	Not applicable
When your data gets sent to other countries	Not applicable

Registration Services

Council Service:	Registration Services
The reasons we use your data	Statutory obligation to maintain birth, deaths and marriages register
Why we are allowed to use your data	Legal obligation under various UK laws including but not limited to: The Registration Act 1983
Who we can share your data with	General Register Office Local Education Authority Judicial Agencies e.g. Courts Police and other crime enforcement agencies ONS Government departments e.g. Home Office, DWP Funeral Directors Other Local Authorities Elected Members & MPs (as your representative) Contractors providing IT services
When computers make any decisions about you	Not applicable
When your data gets sent to other countries	Not applicable

Revenues & Benefits and Customer Support

Council Service:	Revenues & Benefits and Customer Support
The reasons we use your data	Statutory requirements e.g. reporting to Government Service delivery Service improvement and planning Regulatory and enforcement functions Prevention and detection of crime Financial transactions Debt recovery Payment of benefit and take up Research Equality Monitoring
Why we are allowed to use your data	Legal obligation under various UK laws including but not limited to: The Local Government Finance Act 1992 Local Government Finance Act 1988 Local Government Act 1972 Social Security Administration Act 1992 Social Security Contributions Act Housing Benefit Regulations 2006 The Localism Act 2011 The Equality Act 2010 The Local Government Finance Act 2012 Regulation of Investigatory Powers Act 2000 Fraud Act 2006 The Welfare Reform Act 2012 Customer Support Grant – Welfare provision
Who we can share your data with	Judicial Agencies e.g. Courts, Tribunals Police and other crime enforcement agencies Education Providers Internal council departments (eg empty homes, environmental health) Other Local Authorities Immigration Service Government Departments e.g. HMRC, DWP, DCLG Contractors providing revenues and benefits services (e.g. off-site processing, personal budgeting support, emergency food provision etc.) and IT services Elected Members Enforcement agents Cabinet Office (National Fraud Initiative Exercise)
When computers make any decisions about you	Not applicable
When your data gets sent to other countries	Not applicable

Social Care (Adults and Children)

Read the Children and Adults privacy notice to find out how we use your information and NHS number.

Council Service:	Social Care (Adults and Children)
The reasons we use your data	Statutory requirements e.g. reporting to Government Service delivery Service improvement and planning Regulatory, licensing and enforcement functions Prevention and detection of crime Financial transactions Research inc. consultations Safeguarding Children & Adults Equality Monitoring Children’s Social Care: Support these children and monitor their progress Identify children as part of the CP-IS programme Provide them with pastoral care Assess the quality of our services Evaluate and improve our policies on children’s social care Identification of families eligible for inclusion in Troubled Families Programme Tracking of families included on Troubled Families Programme Troubled Families Programme payment by results claims Troubled Families Programme spot checks Equality Monitoring
Why we are allowed to use your data	Legal obligation or public task under various UK laws including but not limited to: The Children Act 1989, 2004 The Health & Social Care Act 2012 The Health and Social Care (Safety and Quality) Act 2015 The Education (Information About Individual Pupils) (England) Regulations 2013 The Children and Social Work Act 2017 The Care Act 2014 The Mental Capacity Act 2005 Mental Health Act 1983, 2007 ·Local Safeguarding Children & Adults Boards Regulations 2006 (SI 2006/90) The Localism Act 2011 The Crime and Disorder Act 1998 The Welfare Reform Act 2012 The Childcare Act 2006 The Equality Act 2010 Consent – consultations
Who we can share your data with	Judicial Agencies e.g. Courts Police and other crime enforcement agencies Childrens Social Care Adults Social Care Department for Education (for Children’s Social Care) and their agencies Probation Health Agencies GP Surgeries Housing & Housing Support providers Education Providers Other Local Authorities Substance Misuse Teams Education Providers including early years providers, pre- and post-16 Youth offending Service Government agencies e.g. DWP Safeguarding Boards Voluntary Sector Partners Prepaid cards providers Direct Payment support services Universities (social workers training) Care Quality Commission Disclosure & Barring Service Domiciliary, Residential, Nursing Home and Day Care Providers Transport / Community Link providers Supported Living Providers Elected Members & MPs (as your representative) Contractors providing IT services Funding Bodies Ministry for Housing, Communities and Local Government Cabinet Office (National Fraud Initiative Exercise)
When computers make any decisions about you	Under CP-IS, the data of Looked After Children or a child that has a child protection plan will automatically sent as an alert to NHS Digital
When your data gets sent to other countries	For liaison with courts or children’s services abroad.

Read the Children and Adults privacy notice

Tourism, Culture and Investment

Council Service:	Tourism, Leisure and Culture
The reasons we use your data	Statutory requirements e.g. reporting to Government Service delivery Service improvement and planning Prevention and detection of crime Financial transactions Research inc. consultations Communications and Marketing To engage with local businesses and offer services, support and advice To engage with job seekers and offer support and advice To promote economic regeneration To award grant funding Equality Monitoring
Why we are allowed to use your data	Legal obligation or public task under various UK laws including but not limited to: The Localism Act 2011 The Equality Act 2010 Contract (leisure centre use, ticket sales) Consent (direct marketing, consultation, job creation, business support)
Who we can share your data with	Judicial Agencies e.g. Courts Police and other crime enforcement agencies Archives services Elected Members & MPs (as your representative) Contractors providing IT services Funding Bodies Other Councils Other third parties with consent
When computers make any decisions about you	Not applicable.
When your data gets sent to other countries	Not applicable.

Youth Offending Service

Council Service:	Youth Offending Service
The reasons we use your data	Statutory requirements e.g. reporting to Government Service delivery Service improvement and planning Regulatory, licensing and enforcement functions Prevention and detection of crime Financial transactions Research Equality Monitoring
Why we are allowed to use your data	Legal obligation or public task under various UK laws including but not limited to: The Crime & Disorder Act 1998 The Criminal Justice Act 2013 The Children Ac t 1989, 2004 ·Local Safeguarding Children Boards Regulations 2006(SI 2006/90) The Localism Act 2011 The Equality Act 2010
Who we can share your data with	Judicial Agencies e.g. Courts Police Childrens Social Care Probation Health Agencies Education Providers Substance Misuse Teams
	Other Youth Offending Teams Safeguarding Boards Elected Members and MPs (as your representative) Contractors providing IT services Funding Bodies Other local councils
When computers make any decisions about you	Not applicable.
When your data gets sent to other countries	Not applicable.

V1.0 25/05/2018

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