Privacy notice - Partnerships for People and Place
Overview
This privacy notice covers information collected from members of the public through the Partnerships for People and Place project. This includes information we collect as part of our energy efficiency survey. It also includes information collected as part of the work we are doing with other organisations to deliver energy efficiency assessments and home improvements, as well as advice and support.
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?
As part of the Partnerships for People and Place project we are working with Citizens Advice 1066 to provide advice and support to households in Hastings. We are working with Retrofitworks to deliver energy efficiency assessments and homes improvements. For these activities we ask you to provide personal information. This may include:
- name
- email address
- home address
- telephone number
- financial information
- information about race, and
- your personal health information.
For our survey we will process your contact details including your address (this may also include email address and phone number. We will also use your name and contact details if these are provided as part of an enquiry or complaint.)
How will your information be used?
Our partners will use your contact information to provide you with services which may include advice and support, energy efficiency assessments and home improvements. They will use additional information collected about you to determine your eligibility for different support schemes. Your financial information will be used to determine your eligibility for the energy efficiency assessments.
Information about translation and interpreting support needs may be recorded by us and our partners to ensure you are provided with this support when interacting with us.
For survey respondents your information will be used to determine whether you are eligible for a reward voucher and to administer this if you consent to this.
We will use your information to respond to you, if you come to us with an enquiry.
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?
We will only process your data where we have your consent to do so. We will gain your consent for processing your data and manage this consent on an ongoing basis under Article 6(1)(a) of the GDPR. You can withdraw your consent for us to process your information at any time.
We will process any special category data with your explicit consent under Article 9 (2)(a) of the GDPR
How long will your information be kept for?
RetrofitWorks and Citizens Advice 1066 keep records for 6 years. They may keep records for 16 years if the advice given could have serious consequences if it was not stored for a longer period.
We will keep records of enquiries and of voucher administration for 2 years and records of complaints for 6 years. Anonymised survey data will be kept for 6 years.
Sharing your information
We will not share your information with anyone outside of East Sussex County Council unless they are an approved contractor who was charged to provide the service on behalf of the Council to you.
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.
This includes Retrofitworks and Citizens Advice 1066.
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:
If you have a comment or complaint, please email the Partnerships for People and Place Team.
If you have any questions about how your information is collected or used, you can contact us at:
RetrofitWorks, Block A, Unit 233, Riverside Business Centre, London SW18 4UQ.
FAO Summer Kelly and Phie Bannister, Partnerships for People and Place, County Hall, St Anne’s Crescent, Lewes, BN7 1UE.
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)