Privacy notice - East Sussex 1Space website
Overview
This privacy policy applies to the East Sussex County Council (‘the Council’) directory, East Sussex 1Space (‘1Space’), only and not to any other website linked to or referred to on our site.
If you are logged into your Google account when you visit 1Space, please also see Google’s privacy policy.
You can see how 1Space uses cookies in About cookies on this site.
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?
In order to provide the service, we will only collect information through 1Space to help develop our database of services and support for people in East Sussex, to help us answer your enquiries and to gather feedback and comments on services. Information may also be used for analysis and to monitor the site’s usage.
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Who you are |
Personal information we hold |
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Public user (unregistered) |
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Businesses, organisations, third sector (unregistered) |
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Registered public user |
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Registered Third Party Provider |
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Local Authority user |
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We will never collect sensitive information about you without your explicit consent.
The information we hold will be accurate and up-to-date to the best of our ability. We will take all reasonable steps in accordance with our legal obligations when notified to update or correct personally identifiable information in our possession.
The personal information we hold is held securely in accordance with our internal security policy and the law.
If the Feedback, Suggest a service, and Contact us forms are used, an email is generated and sent to 1Space administrator. The email will include the sender’s email address and, if provided, their name and telephone number.
How will your information be used?
The information you provide will only be used for 1Space purposes and will not be used for any other purpose without your permission.
If you find any inaccuracies please notify us at 1Space administrator and we will, unless the information given to us is not substantiated, delete or correct it promptly.
Registered public users
You can login to change your email address, password, secret word, and to request that your login account is deleted.
We may use your details to contact you to:
- notify you of changes to the Terms and Conditions of the site
- confirm deletion of your login account if you request it or if it hasn’t been used for 2 years.
Registered Providers
You can login to change your email address, phone number(s), geographical address (if provided), password, secret word, manage your emails, and to request that your login account is deleted.
Once registered, we may use your details to contact you to:
- confirm acceptance or rejection of submitted changes
- ask you periodically to review the details of your service(s) are accurate and up to date
- consult you about your entry where necessary, for example
- to confirm the entry’s details
- make suggestions to ensure your service entry is optimised
- notify you of changes to how the 1Space admin area operates
- forward to you any feedback or questions we receive about your service
- notify you of changes to the Terms and Conditions of the site
- confirm your login account has been locked and why
- confirm deletion of your login account if requested or if it hasn’t been used for 2 years.
Local Authority users
You can login to change your email address, password, secret word, manage your emails, and to request that your login account is deleted.
We may use your details to contact you to:
- notify you of changes to the Terms and conditions of the site
- confirm your login account has been locked and why
- confirm deletion of your login account if you request it or if it hasn’t been used for 2 years.
All registered users
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?
GDPR legislation Article 6(1)(a) provides a lawful basis for processing where the data subject has given consent to the processing of his or her personal data for one or more specific purposes.
Registered Public Users
Your registration data is needed to set up your login account. The account allows you to bookmark services for future reference via the Favourites facility.
Registered Providers
Your registration data is needed to set up your login account and add/amend your service entry.
1Space generates certain automated emails when changes are made to your service entry and your consent is need for these. You can manage which emails you receive in the Manage Your Account section of the site after you have logged into your account.
Local Authority users
Your registration data is needed to set up your login account. The 1Space Administrator sets permissions for Local Authority users dependent on role, experience and requirements.
How long will your information be kept for?
Emails received by 1Space administrator which include personally identifiable information such as name or email address will be deleted after 3 years from receipt of email.
If a login is rejected, the information submitted on the request form is not added to 1Space.
If a login request is accepted but registration isn’t completed within 6 months of acceptance, the information submitted will be deleted from 1Space the following quarter.
Registered users information
If a login has not been used for 2 years we will delete the login. An email will be sent to the email address associated with the login to confirm that the account has been deleted.
Local Authority users
If a Local Authority user:
- leaves the Council – the user’s login account will be deleted (1Space Administrator is notified of Council leavers)
- changes role – the user’s permissions will be reviewed and updated as necessary. The list of Local Authority users is reviewed annually to confirm access is still relevant to a user’s role.
Listed services
Services listed on 1Space may include personal information for example the name, email, and phone number of contact.
All services listed on 1Space are reviewed annually. If a registered user is associated with a service, we will ask them to review their service. If they do not, the service may be removed from 1Space (it can be reinstated if the registered user contacts us). If there is no contact from the registered user within the following 12 months, the service may be deleted.
Sharing your information
We will not routinely disclose any information about you without your express permission. However, there are circumstances where we must or can share information about you owing to a legal or statutory obligation.
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.
1Space’s data processor is Oxford Computer Consultants. They store the information entered onto 1Space. The data controller is East Sussex County Council.
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:
Email: 1Space administrator
Write:
1Space Administrator
Adult Social Care & Health
East Sussex County Council
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)