Privacy notice - Digital inclusion support
Overview
This Privacy notice covers the capture and use of your contact details in order to send you information on available digital support in East Sussex, or to loan you a digital device for temporary use within your home setting.
East Sussex County Council takes data protection seriously. Please be assured that your information will be used appropriately in line with data protection legislation, will be stored securely and will not be processed unless the requirements for fair and lawful processing can be met.
What information is being used?
For each person referred to the Digital Inclusion Support Pilot, we will collect your name, telephone number, email address and physical address. We will also collect answers to questions about what support you are likely to need. This may include information which directly or indirectly identifies information about your health or disability status.
Information collected about your needs will only be stored for the minimum amount of time needed to direct you to appropriate support. As soon as the correct support has been identified, information about your needs will be anonymised.
How will your information be used?
The information collected will be used to identify appropriate support to help you get online and, if appropriate, to administer the temporary loan of a digital device for you to use within your home setting.
If you are borrowing a digital device, your email address will be shared with Hexnode which is a software provider. We use Hexnode to lock the digital device if it is lost or stolen, to increase the protection of any personal data you may have stored on it. No other information will be shared with any third parties.
We aim to maintain high standards, adopt best practice for our record keeping and regularly check and report on how we are doing. Your information is never sold for direct marketing purposes.
Our staff are trained to handle your information correctly and protect your confidentiality and privacy.
Your information is processed in the UK or in a country with an adequacy agreement with the UK.
What is the legal basis for processing your information?
Your data, including any Special Category Data, will only be processed with your explicit consent, as per Articles 6(1)(a) and 9(1)(a).
How long will your information be kept for?
If you are not borrowing a digital device but are only receiving information on where to find support to get online, your data will be kept until the information has been provided, after which time, any information you have provided about your needs will be anonymised, and your name, telephone number, email address and physical address will be deleted.
If you are borrowing a digital device, your name, telephone number, email address and physical address will be kept for 12 months, after which time it will be reviewed and deleted if you are no longer using a loaned device. If you are still using a loaned device at that point, your data will be reviewed again after another 12 months.
Any information you provide about your needs or reasons for needing a device loan will be anonymised as soon as the loaned device is sent to you.
Sharing your information
Any sharing of personal data is always done:
- on case-by-case basis
- using the minimum personal data necessary
- with the appropriate security controls in place
- in line with legislation.
Information is only shared with those agencies and bodies who have a "need to know" or where you have consented to the sharing of your personal data to such persons.
We may use the information we hold about you to assist in the detection and prevention of crime or fraud. We may also share this information with other bodies that inspect and manage public funds.
Use of third party organisations
East Sussex County Council may share your information with trusted external organisations to process your data on our behalf.
With your explicit consent, your email address will be shared with Hexnode, the enterprise software division of Mitsogo Inc. This company allows us to remotely lock and reset digital devices if they go missing, which improves the security of any personal data you may have stored on the device.
Any organisation commissioned by the Council will be under contractual obligation to comply with data protection legislation.
Your rights
Under data protection legislation, you have the right:
- to be informed why, where and how we use your information
- to ask for access to your information
- to ask for your information to be corrected if it is inaccurate or incomplete
- to ask for your information to be deleted or removed where there is no need for us to continue processing it
- to ask us to restrict the use of your information
- to ask us to copy or transfer your information from one IT system to another in a safe and secure way, without impacting the quality of the information
- to object to how your information is used
- to challenge any decisions made without human intervention (automated decision making)
Please visit data subject rights for further details.
How to find out more or complain
Should you have any further queries on the uses of your information, please speak directly to our service:
Bex Filtness, Programme Manager, One Council Digital Inclusion
Customer, Library and Registration Services
East Sussex County Council
Phone: 07871 733327
Email: bex.filtness@eastsussex.gov.uk
To complain about the use of your information, please contact our Customer Services Team or our Data Protection Officer.
Further information on making a complaint.
You can also contact the Information Commissioner's Office (ICO) for further information or to make a complaint:
Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire SK9 5AF
Phone: 0303 123 1113 (local rate)