Privacy notice - East Sussex Community Information Service - ESCIS
Overview
This privacy notice covers anyone who sets up an account with East Sussex Community Information Service (ESCIS), anyone who lists a service or an event they are affiliated with.
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. This is inline with our responsibilities as a data controller.
What information is being used?
To enable us to provide the community information resource we may ask for and process the following information:
- name
- contact details – including phone number and email address
- address
- details of the organisation or event to be listed – including address, contact details, website, email address and description
How will your information be used?
To provide the community information website we need to ensure information is up to date. To do this your personal data will be used to contact you about an entry or event you have requested to post.
Your personal data may be used to set up an account to enable you to maintain your entry. Only information related to an organisation or event will be published on the website, with your consent.
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 lawful basis for processing your information?
Your consent will be requested to collect and process your personal data.
Your personal data will not be published on the website without your authorisation.
How long will your information be kept for?
Information is published unchecked for a maximum of 18 months. After 12 months we will ask you to review the information published. If we do not hear from you we will delete an entry from the website 18 months after being published. Your data will be deleted from our system within 1 month of removal from the website.
Sharing your information
Your information may be shared with other organisations for law enforcement purposes, where we are under a legal obligation to do so or where the Data Protection Act 2018 allows us to.
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.
For example, we have partnered with the Tribe Project and we may share your information with Tribe to process your data on our behalf. You have the option to opt out of sharing your data with Tribe.
Information entered into ESCIS is processed by the Sussex Community Internet Project (SCIP), who provide and maintain the website infrastructure.
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: Library Admin Team
Library Admin Team
East Sussex County Council
St Mary's House
52 St Leonard's Road
Eastbourne
East Sussex
BN21 3UU
Making a data protection complaint
You have the right to complain if you consider that the Council has not handled your personal information in accordance with data protection law.
You can make a complaint by contacting our Customer Services Team:
- details on our data protection page.
Alternatively, you can contact our Data Protection Officer:
Data Protection Officer
Email: dpo@eastsussex.gov.uk
Address:
Data Protection Officer
East Sussex County Council, County Hall
St Anne's Crescent
Lewes
East Sussex
BN7 1UE
We will:
- acknowledge your complaint within 30 days of receiving it;
- take appropriate steps to investigate and respond to your complaint; and
- tell you the outcome of your complaint without undue delay.
Further information about how we handle data protection complaints, including how to make a complaint and what information you should provide, is available on our data protection complaints page.
Complaining to the Information Commissioner
If you are dissatisfied with the Council’s response, you can ask the Information Commissioner’s Office to consider your complaint. The Information Commissioner will normally expect you to have raised your concerns with the Council first.
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Telephone: 0303 123 1113
Website: Make a complaint to the ICO