Privacy notice – My Reigate&Banstead account

The Data Controller for the information outlined in this privacy notice is Reigate & Banstead Borough Council (RBBC).

Why we are going to collect the data?

We will use your personal information for the purpose of setting up your My Reigate&Banstead account in order for you to be able to store your details for faster interactions with our forms and other services and for you to review your online transaction history with the Council.

In order for the Council to provide this service to you, it requires you to give your consent for us to hold your personal information under Article 6(1) (a) of the Data Protection Act 2018 (GDPR).

What information we will hold about you?

When you register for a My Reigate&Banstead account, we require the following details:

• Email address
• Title
• First name
• Last name
• Address
• Contact Preferences

As part of the service you may also wish to provide us with additional personal information such as:

• Phone number
• Date of birth

How we will use the information we hold about you

We will collect information about you for:

• Generating your unique identified My Reigate&Banstead account

Within the Council we will share the information between service areas to:

• Pre populate further forms you wish to complete
• Use your stated Contact Preferences for future awareness/marketing purposes
• Reporting high level statistical information

What is the legal basis for us to process your data?

The legal basis for processing your personal information are:

In order for the Council to provide you with a My Reigate&Banstead account we require you to give your consent for us to hold your personal information under Article 6(1) (a) of the Data Protection Act 2018 (GDPR).

Who we will share your information with?

We have specific data sharing agreements in place with local agencies and sometimes the law requires that we may have to pass your details on to a third party, for example, to prevent crime.

Information will only ever be shared when it is strictly necessary to help us provide effective services, and you may have the right to refuse. We will not pass it onto any other third parties unless required to do so by law, or in all reasonable circumstances the disclosure is fair and warranted for the purposes of processing or subject to a legal requirement.

Only the minimum information for the purpose will be shared.

We may share your data with:

• A third party email marketing provider, if you have given us permission to contact you by email with information about Council services relevant to you. The provider will not share your data with anyone else or use it for any other purpose other than emailing you from the Council.

How long will we keep your records?

The retention schedule for My Reigate&Banstead accounts is three years from inactivity.

To determine how long we should keep information, we consider what legislation requires and what good practice is.

All information will be held securely and will be securely destroyed when it is no longer required.

Will any of your data be used for profiling and/or automated decisions?

The Council does not carry out automated decision-making and as such any decision taken by us which affects you will always include human intervention. We do on occasion carry out profiling to enable us, as a local authority, to target services to those in society who are in need of help and support and who may suffer harm without our assistance.

Will any of your data be transferred abroad?

All of our data is stored within AWS (Amazon Web Services) and will be held in either Ireland or Frankfurt.

Your rights

You have a number of rights under data protection law.

The Council’s over-arching privacy notice contains details of those rights and how to exercise them.

Your responsibilities: providing accurate information

It is important that we hold accurate and up-to-date information about you in order to assess your needs and deliver the appropriate services. If any of your details have changed, or change in the future, please ensure that you inform us as soon as possible via your My Reigate&Banstead account so that we can update your records.

Questions or concerns?

If you have any concerns about how we are collecting or using your personal data please contact our Data Protection Officer:

• data.protection@reigate-banstead.gov.uk
• 01737 276000 (ask to speak to the Data Protection Officer)

You can also contact the Information Commissioner’s Office (ICO), the UK's independent body set up to uphold information rights:

• ICO, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF www.ico.org.uk 0303 123 1113

Last updated: 25 January 2019