Privacy notice - Road safety and traffic
This privacy notice explains the personal data we may collect and store about you when you contact us or make an enquiry with the Road Safety Team.
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 process your name and contact details. This may include your address, email address, phone number and date of birth.
We will also process the details of your enquiry in order to investigate the matter on your behalf. If you have supplied any documentation or supporting evidence in relation to your enquiry, then we will also process this.
How will your information be used?
We will process your name, contact details (this may include your address, email address and phone number) and your date of birth if completing specific applications forms, and any supporting documents or evidence you have provided to allow us to fully investigate your enquiry.
Our investigations may, depending on the nature of your enquiry, require us to disclose any of the information listed previously with others. These include, but are not limited to, Sussex Police, Sussex Safer Road Partnership, County councillors, borough, district, town, and parish councils, and other Council departments or any contractor or organisation which has been tasked to provide a service, relevant to your complaint or enquiry, on behalf of the Council.
We may also process the details of your enquiry (which may include name, contact details and in some instances your date of birth) to periodically run reports in order to review Council policy and improve services we provide.
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?
Processing your information is necessary for the performance of a task carried out in the exercise of the Council’s official authority. Recording personal information helps to ensure the smooth running of a service requested by the customer. Information is only used in ways that the customer would reasonably expect. The legislation that underpins our work is Section 39 of the Road Traffic Act 1988. We also exercise powers contained with Section 1 of The Road Traffic Regulations Act 1984.
How long will your information be kept for?
We will keep your information and details for 6 years. Information will be deleted manually from spreadsheets and automatically from the records management system used. Paper copies are disposed of as confidential waste.
Sharing your information
Your request and the advice provided will not be shared unless we are required to by law. Requests may be disclosed if a Freedom of Information or a similar request is made unless the request specified a valid reason for it to remain confidential.
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.
To enable us to effectively manage your enquiry, East Sussex County Council may share your information with trusted external organisations and companies to process your data on our behalf. These include, but are not limited to, Sussex Police, Sussex Safer Road Partnership, County councillors, borough, district, town, parish councils and other Council departments or any contractor or organisation which has been tasked to provide a service, relevant to your complaint or enquiry, on behalf of the Council. Please note that although we will not hold your data for longer than 6 years, the above mentioned external organisations may have different retention schedules.
Any organisation commissioned by the Council will be under contractual obligation to comply with data protection legislation.
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: Road Safety Team
Phone: 0345 60 80 193
You can also contact the Information Commissioner's Office (ICO) for further information or to make a complaint:
Information Commissioner's Office
Cheshire SK9 5AF
Phone: 0303 123 1113 (local rate)