Privacy notice - Halo ITSM (Halo Information Technology Service Management) use by employees and traded services staff
Overview
This Privacy notice covers staff employed by the Council, Councillors, and staff who are employed by organisations that have purchased the Council’s Traded Services offer, who have the ability to use Halo ITSM to log tickets for service requests.
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?
In order to provide the service, we will collect:
- Name
- Job title
- Organisation you work for
- Work email address
- Work phone number
- IP address
- Country/region (if not a work location)
In exceptional circumstances, we may collect:
- Personal phone number
- Home address
- Alternate delivery address
- For example, if you are unable to access a work location and your request involves equipment that needs to be posted to an alternative address.
How will your information be used?
Data will be used for the purpose of providing IT support and managing IT services in line with organisational needs.
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?
The lawful basis for processing your information is part of the Council’s public task as it 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.
How long will your information be kept for?
Your information will be kept for 6 years from the closure of any associated service request.
Personal phone numbers and addresses will be deleted once the issue has been resolved.
Sharing your information
Information may be shared between different internal IT teams in order to provide the service to you. This includes but is not limited to Service Hub, user Experience, Infrastructure and Access Control. Your data will not be shared outside of IT.
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.
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:
Enterprise Applications Portfolio Team
East Sussex County Council
St Anne’s Crescent
Lewes
BN7 1UE.
EnterpriseApplicationsSupport@eastsussex.gov.uk
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