We’re making it easier for you to find out how we handle your information
Our privacy notice makes it easier for you to find out how South Gloucestershire Council uses and protects your information for this website.
This privacy notice applies to the ‘Find information for adults, children and families’ website.
- the types of information we collect about you
- how we collect and use it
- who we might share it with
- the steps we’ll take to make sure it stays private and secure
- your rights to your information.
Who we are
When we say ‘we’, we mean the whole of South Gloucestershire Council, including our Register Office, Electoral Registration and our Youth Offending Team. All of which are the data controllers for the services we provide.
The data controller is responsible for deciding how your information is used and ensuring it is private and secure.
Privacy notice – general website users
The following sections are relevant for general users of the ‘Find information for adults, children and families’ website.
If you are creating an account to register to use our service directory, please also read the ‘Privacy notice – service directory account users’ section below this.
This website provides details of services, including those provided by SGC. If you choose to access those services you will be governed by their respective privacy notices.
We collect web statistics automatically about your visit to our site based on your IP address. This information is used to help us track what people are doing on the site so that we can improve it. We don’t use this information to identify you as an individual and you will remain anonymous.
For independent advice about data protection, privacy and data sharing issues, you can contact the Information Commissioner’s Office (ICO) 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 firstname.lastname@example.org.
This section is relevant for users creating an account to register to use our ‘Search for information and services’ directory
The information we collect
We collect information about you from different places including:
- directly from you
- from publicly available sources
- when we generate it ourselves
We’ll only collect your information in line with relevant regulations and law and this may relate to any of our services you apply for, currently receive or have received in the past.
You’re responsible for making sure you give us accurate and up to date information. If you provide information for another person, you’ll need to tell them how to find this Privacy Notice and make sure they agree to us using their information for the purposes set out in it.
Childcare providers may choose to advertise their contact information and any other details they wish to provide SGC with for purposes of advertising their service. If consent has been given to SGC to share information to our Family Information Directory then this will appear within our directory on this website.
Other providers registering to use the directory are asked for certain information such as their name, email address and a password chosen by them. The password is not accessible by anyone else.
How we’ll use your information
We’ll use it to provide any services you’ve requested and other purposes, for example:
- to confirm your identity and other details
- to carry out your requests and instructions
We’ll only use your information where we’re allowed to by law e.g. carrying out an agreement we have with you, fulfilling a legal obligation, because it’s necessary in an emergency situation for us to protect an interest which is essential for your life or that of another person, because it is in the interests of the public, where we have an official authority vested in us or where you agree to it.
Data is stored in a secured area only accessible to SGC staff, those acting on our behalf, and Open Objects (platform provider). Information provided to us by providers is made ‘live’ and can be seen on the front end of the website by members of the public. Selected information can be restricted from public view and can only be accessed by authorised staff or those acting on our behalf.
By registering on the site and accepting the Terms of Conditions, those registering to create an account on the directory consent that the data and information is used for the purpose of promoting their services.
Who we can share your information with
We may share your information with other South Gloucestershire Council departments, subcontractors, agents, or service providers who work with us. We may also share your information with others outside of the Council e.g. regulators and other public organisations for the detection and prevention of crime.
The information provided is shared on a public website, except for data that needs to be restricted either legally or on request e.g. registered user's personal details.
Registered users of the directory may request to have their details removed at any time. Personal details provided in order to register are also stored securely and only used by SGC staff or those acting on our behalf. SGC staff or those acting on our behalf may use the contact details of registered users to send out relevant useful communications, such as reminders to update their information or to advise on changes to the service.
The information may also be accessed by the software provider: IDOX/Open Objects. They access the information on a needs basis when issues arise and need to be resolved. The software provider has to comply with GDPR and have their own policy to ensure this is met.
How long we’ll keep your information
We’ll keep your information for as long as you have a relationship with us. After the relationship ends, we’ll keep it where we may need it for our legitimate purposes e.g. to help us respond to queries or complaints, or for other reasons e.g. where legislation tells how long we must keep data.
Information is kept up to date by providers and registered users, so it can be amended or removed at any time.
It is also kept up to date by the SGC staff or those acting on our behalf to ensure accurate, high quality information is being used. Information on services or providers is removed or updated whenever inaccuracies are discovered or we are notified that information is incorrect.
Transferring your information overseas
Your information is not currently transferred and stored in countries outside the European Economic Area (EEA). However if we need to in the future we will ensure the non-EU countries have an appropriate level of protection for your data and before doing so we’ll also inform you.
You have a number of rights relating to your information e.g. to see what we hold, to ask us to share it with another party, ask us to update incorrect or incomplete details, to object to or restrict processing of it, to make a complaint etc.
If you have any worries or questions about how your personal information is handled please contact our Data Protection Officer at DPO@southglos.gov.uk or write to us at Data Protection Officer, PO Box 1953, The Council Offices, Badminton Road, Bristol, BS37 0DB and we will be pleased to help you.