Digital Services with Staff, Councillors, Volunteers and Contractors - privacy notice

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 640000 or by email at data.protection@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. We may collect information from a setting you attend, such as a school or care home, where this data collection is necessary for the following purposes listed.

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. In Digital Services we collect a variety of personal and special category data in accordance with the lawful bases set out below.

Examples of personal data Digital Services collect include photographs and personal contact details. An example of special category we collect data is disability information to support with technological reasonable adjustment.

How is your information used?

We may use your information to:

• help resolve Service Requests, Incidents and Problem Cases raised on the IT Portal or via the IT Service Desk
• set up and manage user accounts such as email accounts and shared folder permissions
• set up and manage application accounts for IT systems across the Council
• monitor and improve the IT Services that we provide using information collected from IT surveys
• manage the use and allocation of IT equipment such as laptops, tablets and mobile phones
• manage the use and allocation of IT equipment required for Working from Home
• facilitate and arrange delivery of necessary equipment where needed in line with the legal obligations placed on all employers by the Health and Safety (Display Screen Equipment) Regulations and other legislation. be able to restore data if required from backups
• manage, analyse and improve your customer experience
• (where applicable) monitor the use of equipment & assets, staff performance and conduct (For further information, please refer to the HR & OD privacy notice)
• analyse system performance - this is likely to take the form of pseudonymised or anonymised data
• manage and promote information security
• manage and promote equality and diversity
• manage compliance with Council policies and procedures
• authenticate account details via multi-factor authentication1
• promote collaboration amongst internal services and the integration of Council partners
• monitor, identify and prevent information and cyber security incidents Facilitate technological development and improve digital services
• carry out relevant checks, where applicable, in relation to HMG Baseline Personnel Security Standards

We will primarily use your data in accordance with contractual obligations arising from the contract of employment. Alternatively your data will be processed in accordance with:

• The Council’s legal obligations
• The Council’s legitimate interests
• Fulfilment of public tasks
• Your explicit consent (where requested/required)

If we inform you that we are processing your data in accordance with your consent or legitimate interests, you have the right to opt out at any time. This can be done by emailing ServiceDesk@derby.gov.uk

Some special category data available on sight, and therefore is already in the public domain. As such the primary justification for processing this information is; personal data which are manifestly made public by the data subject, in accordance in Article 9 (e).

Further information about how Digital Services use staff personal data such as photographs can be viewed by visiting the Digital Workforce FAQ's and Guidance section on the Council’s intranet.

COVID-19/Coronavirus

Coronavirus has been added as a notifiable disease under the Health Protection (Notification) Regulations 2010. Under the Public Health (Control of Disease) Act 1984 and associated Regulations; the Council has a legal duty to store, process and share personal information. The information will be stored, processed and shared as part of investigations into COVID-19 cases and outbreaks and issues of non-compliance with the acts and associated regulations. The information will also be used; interrogated and mapped to inform the Councils actions and decision-making processes. Any such storage, processing or sharing of information will be done in the public interest in order to promote health and wellbeing.

During the investigation of cases and/or outbreaks of Coronavirus, information which is gathered may be shared between departments within Derby City Council; with other Councils associated with an outbreak; other health services or with other government bodies associated with the control of the Coronavirus. The Council has a duty to notify national Government bodies, such as the UK Health Security Agency and the relevant local authority where an individual resides (if different), where there are suspected Coronavirus cases. The Council will disclose the information under Article 9(2)(j) of the UK 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 may be lawfully disclosed in the public interest, without consent, where the benefits to an individual or to society outweigh both the individual’s and the public interest in maintaining the confidentiality of such data.

The Council may contact staff, service users, residents, patients, businesses and premises with messages relating to Coronavirus by text, phone, letter or email. This contact is not direct marketing; therefore we do not need your Consent before contacting you. There is more information available on the Information Commissioners Office's website.

We may use contact details held in Council systems to ensure that we are able to contact you, and to ensure that we are working from accurate and up to date information. Such information will be accessed and processed where it is necessary to comply with our legal obligations and public tasks arising from the Coronavirus Act 2020, the Health Protection (Notification) Regulations 2010 and the Public Health (Control of Disease) Act 1984, the Care Act 2014 and associated Regulations.

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?

We may share your information with the following third parties for the reasons detailed:

• IT System and Hardware Suppliers that are contracted to work with the Council - this could include arranging the delivery of equipment required for working from home
• IT consultants who are contracted to work with the Council
• DCC HR Team as part of the user account creation process
• DCC Finance Team to assist with the budget management process
• Schools as part of a managed Sold Service
• Derby Homes as part of a managed service
• Derby Museums as part of a managed service
• Appointed legal advisors or insurers
• Statutory agencies as required by law
• Cyber investigators as required by law or in accordance with a public task
• Emergency planning teams in the event of a major incident
• Customers, service users and Council partners

Further detail about employee data that will be generally managed will be listed within HR and related privacy notices. This notice should not be considered in isolation.

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; information about this is at https://www.derby.gov.uk/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 should check and update your personal information through Employee Self-Service or 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/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/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 Commissioner's Office (ICO):

• By post: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
• By phone: 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 casework@ico.org.uk.