Appointees - privacy notice

Derby City Council is the local government unitary authority for Derby city. Our address is, Council House, Corporation Street, Derby, DE1 2FS.

You can contact our Data Protection Officer on 01332 640000 or by email at data.protection@derby.gov.uk.

You can contact the department by email at appointeeships@derby.gov.uk.

How do we collect information from you?

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.

What types of information do we collect from you?

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.

Details of information obtained from third parties

• NHS
• Care Homes
• Support Providers
• Government services (DWP)
• Registered Housing Providers
• Banks
• Genealogists
• Utility Companies
• Landlords
• Coroner’s Office
• Other local authorities.

We may receive information from the following;

• Adult Social Care
• GPs
• NHS
• DWP
• Solicitors
• Utility Companies
• Landlords
• Coroner’s Office
• Genealogists

What is the lawful basis?

The legal basis for data processing we are relying on comes from Article 6 of the UK General Data Protection Regulations (UK GDPR). The following sections apply:

(a) Consent - the individual has given clear consent for you to process their personal data for a specific purpose. - This must be explicit informed consent from the data subject or those with appropriate authority. Consent is assumed following the approved referral form completed by social workers. 

(b) Contract - the processing is necessary for a contract you have with the individual, or because they have asked you to take specific steps before entering into a contract. This will only apply to individual contracts i.e., contracts of employment and not other commercial contracts.

(e) Public task - the processing is necessary for you to perform a task in the public interest or for your official functions, and the task or function has a clear basis in law.

(f) Legitimate interests - the processing is necessary for your legitimate interests or the legitimate interests of a third party, unless there is a good reason to protect the individual’s personal data which overrides those legitimate interests.

We rely on the following conditions as per Article 9 (2) of the UK GDPR:

This condition applies to the following categories of data:

• personal data revealing racial or ethnic origin
• data concerning health.

 (c) Vital Interests - Processing is necessary to protect the vital interests of the data subject or of a natural person where the data subject is physically or legally incapable of giving consent.

(g) Substantial Public Interest - Processing is necessary for reasons of substantial public interest, on the basis of domestic law which shall be proportionate to the aim pursued, respect the essence of the right to data protection and provide suitable and specific measures to safeguard the fundamental rights and interests of the data subject.

If we have asked for your consent, you will be able to opt out any time by emailing appointeeships@derby.gov.uk.

 We process personal information where necessary to comply with our legal obligations, to perform tasks carried out in the public interest, or in the exercise of official authority vested in the Council, as provided for by Article 6 of the UK GDPR, together with relevant legislation including the Acts and Regulations listed:

• Data Protection Act 2018
• UK GPDR 2021
• Data (Use and Access) Act 2025 (DUAA)
• The Care Act (2014)
• Social Security Administration Act (1992)
• Claims and Payments Regulations (2013)
• Mental Capacity Act (2005)
• Deprivation of Liberty Safeguards (2009)
• Administration of Estates Act (1925)
• Welfare Reform Act (2012)
• Welfare Reform & Work Act (2016)

How is your information used?

• To set up a bank account.
• To maximise benefits and make applications on clients’ behalf.
• Process payments or bills.
• To set up / negotiate applicable living related contracts – utility companies, landlords etc.
• To pay care fees.
• Prevent and detect fraud.
• Make payments on your behalf.

We may use your information to:

• Meet our obligations to manage your money as set out by the Department for Work & Pensions (DWP) Appointeeships.
• Maintain accounts and records – this could include setting up of Direct Debits.
• Safeguard the welfare of adults.
• Administer the collection of payment of taxes, benefits and other revenues.
• Administer estates.

Research and statistics

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.

Who has access to your information?

• Support providers
• Carers
• Family members
• DWP
• Our banking provider – Money Carer Limited
• NHS / GPs
• Solicitors
• Coroner’s officer
• Genealogists
• Internal teams such as Adult Social Care, Revenues and Benefits, Internal Audit.

We will not sell or rent your information to third parties. We will not share your information with third parties for marketing purposes.

What are your rights?

• Access – you can request copies of any of your personal information that is held by the Council.
• Rectification – you can ask us to correct any incorrect information.
• Deletion – you can ask us to delete your personal information. The Council can refuse to delete information if we have a lawful reason to keep this.
• Portability – you can ask us to transfer your personal data to different services or to you.
• Right to object or restrict processing – you have the right to object to how your data is being used and how it is going to be used in the future.
• Right to prevent automatic decisions – you have the right to challenge a decision that affects you that has been made automatically without human intervention, for example an online form with an instant decision.

How long will we keep your information for?

We keep and dispose of all records in line with our record retention schedule. We will comply with Data Protection legislation.

What security precautions are in place to protect the loss, misuse or alteration of your information?

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.

Keeping your data up to date

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.

Under 13

If you are accessing online services and are under the age of 13, please get your parent or guardian's permission beforehand whenever you provide us with personal information.

Cookies

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.

IP addresses

Internet Protocol (IP) addresses are collected when our site is used:

• for statistical and analytical purposes
• to identify any malicious activity

Complaints

If you would like to make a complaint regarding the use of your personal data, you can contact our Data Protection Officer:

• by post: Information Governance, Council House, Corporation Street, Derby, DE1 2FS
• by phone: 01332 640000
• by email: data.protection@derby.gov.uk

For independent advice about data protection, privacy and data sharing issues, you can contact the Information Commission:

• by post: Information Commission, 4th Floor, No.3 Circle Square, 5 Hawkshaw Street, Manchester, M1 7BL
• by phone: 0303 123 1113 (local rate) or 01625 545 745 (if you prefer to use a national rate number)

Alternatively, visit Information Commission or email casework@ico.org.uk.