Data Protection and Privacy

This page contains an overview of how Doncaster Council uses information about you. It also contains links to other pages that set out how we use your information for specific services we provide (these are sometimes known as 'privacy notices' or 'fair processing notices').

The information on this page (and the privacy notices it links to) may sometimes change, so you should revisit these, and any other relevant pages, from time to time.

Data protection and privacy

Doncaster Council is committed to protecting your privacy online. The law sets out a framework for what we can do with your personal information (information by which you can be identified: your name, address, email etc.) and it also gives you certain rights over your information. These laws are the General Data Protection Regulation (GDPR) and the Data Protection Act 2018.

There are a number of forms on the site which might ask for information about you. These might be feedback requests about a particular service or a questionnaire that forms part of a consultation document. In most cases, you are not required to provide us with any personal details. If we do require personal information, then the reasons for this will be stated on the individual form or questionnaire, and a link to one of the privacy notices which hold more detailed information, and which you can browse in the section below, will also be included.

Children’s privacy

Any personal information submitted to this site by young people or children will not be used for any purposes other than monitoring activity on the site. It is especially important to protect children’s privacy online and we would encourage parents and guardians to spend time online with their children to participate in and monitor their children's activity.

We encourage schools to monitor their students' activity on the website, especially where they are submitting forms or questionnaires as part of their studies.

How will your information be used?

The privacy notices below set out how your information will be used by the Council to provide services to you and to carry out our duties.  

Privacy Notices

Electoral Services Privacy Notice - sets out what you need to know about how the Electoral Registration Officer (ERO) and Returning Officer (RO) will use your information for Electoral Services.

Local Assistance Scheme Privacy Notice - sets out what you need to know about how the Council will use your information to provide the Local Assistance Scheme.

Children's Commissioning Privacy Notice - sets out what you need to know about how the Children's Commissioning team will use your information.

Volunteers - The privacy notice for volunteers can be found in the download section of this web page.

Planning service Privacy Notice - sets out how Doncaster Council will use your information in the course of our work as a Local Planning Authority.

Local Sites Privacy Notice
 - sets out how we use your information for the identification, designation and conservation of land of recognised wildlife and geological value (Local Sites).

Licensing Privacy Notice - sets out how Doncaster Council will use your information for the processing of Licensing notices, determination of applications, compliance monitoring and, where required, enforcement action.

Births, Marriages, Deaths and Nationality Privacy Notice - explains how the information we collect about you is used for births, marriages, deaths and nationality and your rights in relation to that information.

Blue Badge Privacy Notice - sets out what you need to know about how Doncaster Council will use your information for the administration of the Blue Badge Service.

Buy Doncaster Privacy Notice

Travel Assistance Privacy Notice

Doncaster Music Service / Doncaster Music Education Service Privacy Notice

Doncaster Council Housing Needs Study 2018

Council Tax - sets out what you need to know about how Doncaster Council will use your information for the administration of Council Tax. This includes the billing, collection and recovery of Council Tax in accordance with the Local Government Finance Act 1992.

Public Rights of Way - sets out what you need to know about how Doncaster Council will use your information for the purpose of carrying out our duties and functions in relation to public rights of way.

School and Nursery Applications - sets out what you need to know about how the Council uses information about you and your child to consider applications for admission to school, including school nursery classes and requests for school transfers.

National Fraud Initiative 

Business Rates - sets out what you need to know about how Doncaster Council will use your information for Non-Domestic Rates (Business Rates) in accordance with the Local Government Finance Act 1988.

Special Educational Needs (SEN) and Disabilities Service

Financial Assessment for Social Care - sets out what you need to know about how Doncaster Council will use your information for the administration of financial assessments for social care services.

Enforcement – Environmental and Parking Privacy Notice - sets out what you need to know about how Doncaster Council will use your information to enforce environmental law and regulate parking

We Support Our Mums Privacy Notice - sets out what you need to know about how Doncaster Council will use your information for the We Support Our Mums programme.

We also use your information more generally in the following ways:

Apply for it and Report it forms

When you make an enquiry using one of these forms we ask for your email address so that we can respond to your query. If you give us additional personal details we will be able to better understand how people use our site, such as which sections of our community have access to, and use, the Internet. This will help us to develop the site for everyone, regardless of age, gender, disability or ethnic origin.

Cookies

Information on how your use of our website might be tracked can be found on our Cookies page.

Single customer account

The Council are introducing a Single Customer Account which will enable the Council to provide a better service to its customers by ensuring information held is accurate and up to date, this will be achieved by linking up their records across the Council and also by receiving further information from other relevant outside organisations. The Single Customer Account will provide an overview of the services each customer receives from the Council and all information received and held will be kept secure and confidential and used in accordance with data protection law.

 My Doncaster account

Linked to the Single Customer Account, My Doncaster is your unique account on our website. By registering and signing in, you are able to do things like keeping track of any requests you’ve made with us for service, get email updates on them and bookmark pages. We’ll be developing new features in future too.

My Doncaster is integrated with our Google Analytics account which allows us to more accurately track your visits by combining them no matter what choice of device you use. By having accurate visitor data, it helps us make more informed decisions when developing and improving the website.

In order for us to integrate My Doncaster and Google Analytics, we agree not to upload any data that allows Google to personally identify an individual (such as certain names, social security numbers, email addresses, or any similar data), or data that permanently identifies a particular device (such as a mobile phone’s unique device identifier if such an identifier cannot be reset), even in hashed form. You can opt out of Google Analytics tracking if you want to.

My Doncaster smartphone/tablet computer app

The My Doncaster app has been developed for the Council and is hosted by iTouch Vision Global. Any personal information you enter through the My Doncaster App, including your registration details, will only be available to Doncaster Council or the hosting company for the purposes of administrating the My Doncaster app.

Google Analytics - advertising

We have enabled Google Analytics features to allow us to collect data about the traffic which comes to our site. This information could be use to "remarket" services of interest to our visitors on other sites using Google AdWords. The aim is to make sure that any advertising we create is as relevant as is reasonably possible to our audience. You can opt out of Google Analytics tracking if you want to.

Facebook Pixel

We have installed a 'tracking pixel' that works on all of our pages to help us learn more about Facebook users' interests in the site. This information is then used to create 'custom audiences' within Facebook to potentially allow us to create Facebook adverts targeted at members of these 'custom audiences'. The aim is to make sure that any advertising we create is as relevant as is reasonably possible to our audience.

You can read more about the Facebook Pixel on their website  and you can opt out of receiving these targeted adverts by visiting the Your Online Choices website or the Facebook advert preferences page.

Integrated Doncaster Care Record (iDCR)

More details on how your information is used can be found on the privacy notice for the iDCR, this can be found on the CCG Website

 Other information you should know

 Who will your information be shared with?

This authority is under a duty to protect the public funds it administers and to this end may use the information that you provide for the prevention and detection of fraud. It may also share your information with other bodies responsible for auditing or administering public funds for these purposes. This will involve regular data matching exercises. Data matching is where information held on one computer system is compared electronically with information from one or more other computer systems, for example, The Audit Commission will compare the information from Council Tax and The Electoral Register to identify fraud or error.

Revenues data, which includes Council Tax and Business Rates information, may also be provided to, and used for checks with other Council departments where it is needed by them to carry out their functions. For example, data can be used to help identify properties that have been empty for a while to encourage owners to bring them back into use and schools may also check Council Tax records where there are enquiries relating to pupil admissions. Customer names and contact addresses are also being held by Doncaster Council for the introduction of a single customer account. This will benefit residents in the future by reducing the number of times a customer needs to notify the Council of a change. We will tell you more about this as it develops.

Revenues data may also be shared with other organisations where data protection law allows this to happen. For example, information may be shared with the Police, or HM Revenues and Customs if it is needed to prevent or detect a criminal offence, or carry out a prosecution or to assess or collect any tax or duty.

Doncaster Council will also use Credit Reference Agencies to carry out data matching to identify potential fraud.

 How long will we keep your information?

We will keep your information for only so long as is necessary – the specific privacy notices (links in the section above) for each service details the timescales for each activity.

 Your rights

The law gives you specific rights over your information.  These rights are:

  • to be informed of our use of information about you;
  • of access to information about you;
  • rectify information about you that is inaccurate;
  • to have your information erased (the ‘right to be forgotten’);
  • to restrict how we use information about you;
  • to move your information to a new service provider;
  • to object to how we use information about you;
  • not to have decisions made about you on the basis of automated decision making;
  • to object to direct marketing; and,
  • to complain about anything the Council does with your information (please see the next section).

Some of the rights listed above apply only in certain situations, and some have a limited effect.  Your rights are explained further in the Subject Rights Procedure on our website, as is how to make a request under one or more of them.

You can access information about yourself by making a subject access request on this page of the Council’s website.

 Data Protection Officer (DPO)

The Council is required by law to have a DPO.  The DPO has a number of duties, including:

  • monitoring the Council’s compliance with data protection law;
  • providing expert advice and guidance on data protection;
  • acting as the point of contact for data subjects; and,
  • co-operating and consulting with the Information Commissioner’s Office (see ‘Complaints’ below).

 The Council’s Data Protection Officer can be contacted by email at information.governance@doncaster.gov.uk

Complaints

If you are unhappy with the way in which your information has been handled you should contact the Council’s Data Protection Officer so that we can try and put things right.

Alternatively, and if we have been unable to resolve your complaint, you can also refer the matter to the Information Commissioner’s Office (ICO).  The ICO is the UK's independent body set up to uphold information rights, and they can investigate and adjudicate on any data protection related concerns you raise with them.  They can be contacted via the methods below:

Website:                     www.ico.org.uk

Telephone:                  0303 123 1113

Post:                           Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

Web form security

Please note that all forms and questionnaires are returned to us through e-mail. Currently, e-mail may be intercepted by unauthorised persons (hackers) and is therefore not a fully secure method of communication. If you have concerns regarding completing our forms or questionnaires on-line, please contact us using the appropriate details provided to arrange an alternative method.

Third Party sites

Third party internet sites that you can link to through the Doncaster Council Web Site are controlled by us, and any personal information you enter through these sites are subject to the individual sites' Privacy and Security policies. Doncaster Council Web Site Partners cannot accept any responsibility or liability for these sites.

Data Protection Impact Assessments

Since the introduction of the General Data Protection Regulation it has become mandatory for organisations to carry out Data Protection Impact Assessments in certain circumstances.  For further information please click here.

 

Last updated: 16 November 2018 11:27:11