Privacy notice - Emergency Planning and Resilience
Overview
This privacy notice covers the Emergency Planning Team and the Corporate Business Continuity Group who collect and process information as required to prepare for, respond to and recover from a business continuity incident, emergency or major Incident (as defined by the Civil Contingencies Act (2004)).
For more information on the Civil Contingencies Act 2004, please visit GOV.UK.
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?
Personal data:
- name
- address
- date of birth
- email address
- location based data
- other unique identifier (eg NHS number)
Special category data:
- racial or ethnic origin
- religious or philosophical beliefs
- mental health
- physical health
How will your information be used?
Under the Civil Contingencies Act (2004) the Emergency Planning Team is required to risk assess, prepare for, respond to, and recover from a business continuity incident, emergency or major incident.
The Emergency Planning team is also required to exercise plans, process and policy as well as to train staff from East Sussex Council and the East Sussex District and Borough Councils that form the East Sussex Resilience and Emergencies Partnership.
Information will be shared to prepare for, respond to and recover from a business continuity incident, emergency or major incident in order to be able to protect members of the public, the environment and organisations.
Data will be collected via email from organisations designated as category 1 and 2 responders as defined by the Civil Contingencies Act (20024).
Data will be collected from the military or voluntary sector depending on the nature of the incident.
Data will be collected via Resilience Direct: Resilience Direct is an online private ‘network’ which enables civil protection practitioners to work together – across geographical and organisational boundaries – during the preparation, response and recovery phases of an event or emergency.
Data will be collected from the public if they attend an Emergency Assistance Centre
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 outside of the European Economic Area.
There is no automated decision making or profiling.
What is the legal basis for processing your information?
Article 6(1)(a) consent – this is only applicable to the collection of personal contact information from members of staff attending at a Emergency Assistance Centre
Article 6(1)(d) processing is necessary to protect the vital interests of the data subject or of another natural person where necessary to protect an interest which is essential for the life of the data subject or that of another natural person and only where the processing cannot be manifestly based on another legal basis
Article 6(1)( e) public task - “processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller”. The Council is carrying out specific tasks in the public interest laid down by the Civil Contingencies Act.
Article 9.2 (c) - processing is necessary to protect the vital interests of the data subject or of another natural person where the data subject is physically or legally incapable of giving consent
Article 9.2 (g) - processing is necessary for reasons of substantial public interest which includes:
- equality of opportunity or treatment
- protecting the public
- support for individuals with a particular disability or medical condition
How long will your information be kept for?
See our Corporate Records Retention and Disposal Schedule: Corporate Records Retention and Disposal Schedule | East Sussex County Council
Sharing your information
Under the Civil Contingencies Act (2004) the Emergency Planning Team is required to risk assess, prepare for, respond to, and recover from a business continuity incident, emergency or major Incident.
The Emergency Planning team is also required to exercise plans, process and policy as well as to train staff from East Sussex Council and the East Sussex District and Borough Councils that form the East Sussex Resilience and Emergencies Partnership.
Information will be shared to prepare for, respond to and recover from a business continuity incident, emergency or major incident to be able to protect members of the public, the environment and organisations.
Any sharing of personal data is always done:
- on a 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.
In order to save life, safeguard human welfare and the environment.
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: DutyOfficerEP@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)