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Derby City Council is the local government unitary authority for Derby City. Our address is The Council House, Corporation Street, Derby, DE1 2FS. You can contact our Data Protection Officer on 01332 640763 or by email at firstname.lastname@example.org.
We collect information from you when you visit www.derby.gov.uk, when you fill in any forms using our customer portals or on our website, including myAccount; also when you contact us in writing, speak to us on the phone, by email or any other type of electronic communication, or talk to us face to face.
It also includes when you make a Benefits claim or report a change in circumstances to us over the phone.
We collect different categories of information about you, depending on the service you want from us and/or the reason why we need to process information relating to you. This could be personal information (for example your name and address), or other more sensitive data that we would only collect and use in very particular circumstances that are set out in law.
We collect data from the following sources:
The data that we obtain from the above sources is usually not publically available, but we will also obtain and use publically available data sources wherever it is appropriate to do so for the processing of your data as allowed by law, including for the detection, prevention and prosecution of fraud.
We may use your information to:
This is to help us:
Coronavirus has been added as a notifiable disease under the Health Protection (Notification) Regulations 2010. The Council have a legal duty to process and share personal information in accordance with the Coronavirus Act 2020. Any such processing will be done in the public interest to promote health and wellbeing.
The Council have a duty to notify Public Health England and the local authority where the individual resides (if different), where there are suspected Coronavirus cases. In this instance, the Council will disclose the information under Article 9(2)(j) of GDPR (processing is necessary for reasons of public interest in the area of public health, such as protecting against serious cross-border threats to health), and confidential information can be lawfully disclosed in the public interest, without consent, where the benefits to an individual or to society outweigh both the individuals and the public interest in keeping the information confidential.
The Council may contact staff, service users, residents and patients with messages relating to Coronavirus by text, phone, letter or e-mail. This contact is not direct marketing; therefore we do not need your Consent before contacting you. There is more information available on the national Information Commissioners Office approach to the current epidemic here: https://ico.org.uk/
Anonymised and pseudonymised data may be used for research and statistical purposes. Any data collected may be used for research and statistical purposes that are relevant and compatible with the purpose that the data was collected for.
We may share your information with:
These may be subject to change.
We will not sell or rent your information to third parties. We will not share your information with third parties for marketing purposes.
We keep and dispose of all records in line with our record retention schedule. We will comply with Data Protection legislation.
We are strongly committed to data security and will take reasonable and appropriate steps to protect your personal information from unauthorised access, loss, misuse, alteration or corruption. We have put in place physical, electronic, and managerial procedures to safeguard the information you provide to us. However, we cannot guarantee the security of any information you transmit to us. We recommend that you take every precaution to protect your personal information.
With regard to personal information that is emailed to us in support of claims, emails could be subject to interruption, interception, loss, or be the target of malicious intent. This is outside the control of Derby City Council. By emailing the Council with this information you confirm that you understand this notice and consent to your information being transferred by email.
We want to ensure any information we hold is accurate. You can help us by promptly informing us of any changes to the information we hold about you.
During the processing of Housing Benefit, second adult rebate for pensioners and Council Tax Support claims, automated risk scoring of claims made online is done by Xantura Limited. This process is used to determine what evidence claimants need to provide in support of their claims, with the procedure for this being set out in the Council's Risk Based Verification Policy. The automatic risk profiling done by the software is reviewed by Benefits assessors before a decision is made on each claim, and the automated profiling can be manually over-ruled where appropriate in accordance with local guidance.
Automatic processing can also take place during the processing of Single Person Discount claims. When this happens the decisions made can be reviewed by Council Tax staff and manual intervention can take place where appropriate in accordance with local guidance.
Automated processing takes place during the bank validation process when businesses make a claim from The Small Business Grant Fund and The Retail, Hospitality and Leisure Grant Fund. The validation of bank account details is done using Experian's data repository to provide bank validation and account verification score matching to verify whether a bank account is open and belongs to the individual/company proposed. During the automated checks, a score is returned by Experian to the Council indicating the strength of the match between the data held by Experian and the data submitted by the Council. Where the strength of match is sufficiently strong, we will consider making an award to the individual/company involved. For quality assurance purposes and for the detection and prevention of fraud, sample checks of the processed data will be made by the Council.
If you are accessing online services and are under the age of 13‚ please get your parent/guardian's permission beforehand whenever you provide us with personal information.
Cookies are small text files which identify your computer to our servers. They are used to improve the user experience. View what cookies we use and how you can manage them.
If you would like to make a complaint regarding the use of your personal data you can contact our Data Protection Officer;
For independent advice about data protection, privacy and data sharing issues, you can contact the Information Commissioner's Office (ICO):