Safer communities privacy notice

This privacy notice is to let you know how we promise to look after your personal information. This notice explains how we do this and tells you about your privacy rights and how the law protects you.

This privacy notice covers the following areas of:

  • environmental health
  • environmental protection
  • pollution control
  • dog warden service
  • food safety
  • health and safety enforcement
  • communicable disease
  • licensing
  • taxi and private hire licensing
  • community safety
  • CCTV
  • emergency planning and civil contingencies

What information do we collect?

The type of information we collect will depend on why you have got in touch with us. The information will include some or all of the following:

  • personal name, address and contact details, including any previous names and addresses
  • relevant business, company or organisation name, address and contact details
  • correspondence, emails, letters and notes of telephone conversations
  • nationality, place of birth, date of birth and national insurance number
  • identification documents used to prove entitlement to work in the UK
  • passport style photograph
  • photographic evidence
  • declarations relating to criminal convictions
  • bank account details
  • credit/debit card details
  • reason why you have contacted us
  • contacts that we have had with you
  • medical information
  • details of recent travel
  • details of your GP and other people providing professional support
  • characteristics (such as age, ethnicity and language)

Who uses this information?

Internal to Harrogate Borough Council:

  • housing
  • council tax
  • legal and governance
  • accountancy services
  • planning
  • customer services
  • elected members
  • democratic services

External to Harrogate Borough Council including;

  • HMRC
  • The National Fraud Initiative
  • Disclosure and Baring Service
  • North Yorkshire Police
  • doctors
  • Public Health England
  • North Yorkshire County Council (Social Care, Mental Health, Education etc)
  • Yorkshire Water
  • Emergency Services; police, fire, ambulance etc
  • charities
  • volunteer groups
  • Health and Safety Executive
  • DEFRA and other government departments
  • Food Standards Agency
  • courts
  • solicitors
  • insurance companies

Why do we use this information?

  • help safeguard vulnerable adults and children
  • provide advice and assistance to you
  • to assist in undertaking our legal duties, including the enforcement of legislation
  • to protect public money
  • help process applications for licences and permits
  • prevention and detection of crime
  • provide services to you on the council's behalf
  • provide services to the council

What authority does Harrogate Borough Council have to collect and use this information?

The safer communities service process personal data under the following categories of lawfulness in the General Data Protection Regulation:

6(1)(a) the data subject has given consent to the processing of his or her personal data for one of more specific purposes
6(1)(b) processing is necessary for the performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract
6(1)(c) processing is necessary for compliance with a legal obligation to which the controller is subject
6(1)(d) processing is necessary in order to protect the vital interests of the data subject or of another natural person
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
9(2)(g) processing is necessary for reasons of substantial public interest on the basis of Union or Member State law which is proportionate to the aim pursued and which contains appropriate safeguards
9(2)(i) processing is necessary for reasons of public interest in the area of public health such as protecting cross border threats to health
9(2)(j) processing is necessary for archiving purposes in the public interest, scientific, historical research purposes or statistical purposes

The tasks that we carry out in exercise of official authority are mainly required under the following laws (although other legislation applies):

  • Environmental Protection Act 1990
  • Environment Act 1995
  • Pollution Prevention and Control Act 1999
  • Private Water Supply Regulations (2018)
  • Anti-social Behaviour Crime and Policing Act 2014
  • Crime and Disorder Act 1998
  • Food Hygiene (England) Regulations 2013
  • Health and Safety at Work Etc Act 1974
  • Licensing Act 2003
  • Gambling Act 2005
  • Animal Welfare Act 2006
  • Breeding of Dogs Act 1991
  • Building Act 1984
  • Caravan Site and Control of Development Act 1960
  • The Charities Act 2006
  • Dogs (Fouling of Land) Act 1996
  • Environment and Safety Information Act 1988
  • Health Act 2006
  • Local Government (Miscellaneous Provisions) Acts
  • Prevention of Damage by Pests Act 1949
  • Public Health Acts
  • Scrap Metal Dealers Act 1994
  • Water Industry Act 1991
  • Zoo Licensing Act 1981
  • Civil Contingencies Act

Who are we likely to share this information with?

We may sometimes share the information that we have collected about you where it is necessary, lawful and fair to do so. We may share information with the following groups for these purposes:

  • other council services - to help us carry out the functions that we need this information for, or to protect public funds for example, to prevent fraud
  • government departments and agencies to show how we are performing our statutory functions and provide data for the government to measure progress at a national level
  • Freedom of Information (FOI)/Subject Access Requests (SAR)/ Environmental Information Requests (EIR)
  • general public to meet statutory requirements to make public registers available to anyone
  • public consultations and surveys

Sharing information during the Covid-19 pandemic crisis

Personal data or special category data may be shared with relevant organisations and agencies during the Covid-19 pandemic crisis. The lawful basis for sharing this information is that (1) it is necessary for the performance of a task in the public interest and (2) to protect the vital interests of an individual.

How do we keep this information secure?

  • information which is held electronically is either held in files that are held on the council's servers or dedicated databases. These systems are password protected and only accessible to people who need access to them
  • information which is held on paper is either stored in offices which are subject to access controls or in the dedicated archive provision for the council. Where information is removed from the office for operational purposes the amount of this is minimised and staff are trained to ensure that this is kept secure at all times
  • audio based information, such as records of PACE interviews, are kept in locked storage within an access controlled office

When computers make any decisions about you?

Safer communities services do not make or use any automated decisions

When your data gets sent to other countries?

We do not send any information we collect about you outside the United Kingdom

How long do we keep this information?

We have a retention schedule which details how long we keep different types of records. Records are kept for no longer than six years unless there is a legal requirement to keep them for a longer period. All records are destroyed when we no longer require them.

What are your rights?

You have the right to request Harrogate Borough Council to stop processing your personal data in relation to any council service. Please read our main privacy notice for further details.