Privacy notice - Sharing of vehicle registration numbers to district and borough partners
Overview
This privacy notice covers the sharing of vehicle registration numbers to district and borough partners.
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 collect and process the following data:
- locations of unauthorised encampments
- number of vehicles
- vehicle registration numbers
How will your information be used?
This processing will support lawful, proportionate, and evidence-based decision making, improve operational efficiency, and facilitate effective partnership working in the management of unauthorised encampments. It will also assist in balancing the welfare needs of individuals residing on encampments with the interests of local communities, landowners, and public bodies.
Only information that is necessary, relevant, and proportionate for these purposes will be shared with authorised personnel and processed in accordance with UK data protection legislation, the data sharing agreement, and council policies and procedures.
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?
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 public task basis derives from legislation including:
- Housing Act 1985
- Housing Act 1996
- Localism Act 2011
- Caravan Sites and Control of Development Act 1960
- Mobile Homes Act 1983
- Anti-social Behaviour, Crime and Policing Act 2014
Local Government Act 1972 and other local government powers and duties which authorise the council is assessing accommodation needs, managing authorised sites, investigating complaints, enforcing licence conditions, or carrying out homelessness duties.
How long will your information be kept for?
Personal data relating to unauthorised encampments, including vehicle registration numbers (VRNs), will be retained in accordance with East Sussex County Council's Records Retention Schedule and Records Management Policy. The current retention period is limited to 7 years.
Sharing your information
The Gypsy and Traveller Team collects vehicle registration numbers (VRNs) during visits to unauthorised encampments as part of its statutory and operational responsibilities for managing unauthorised encampments within East Sussex.
VRNs are obtained through direct observation by authorised officers attending sites and are recorded electronically within Council-approved systems and records. Once collected, the information is stored securely and accessed only by authorised Gypsy and Traveller Team staff who require the information to carry out their duties. The information may be reviewed alongside other encampment records to identify repeat encampments, monitor movements between locations, support welfare assessments, and inform decisions relating to site management and enforcement activity. Where necessary, relevant VRNs are shared with authorised officers within District and Borough Councils involved in the management of unauthorised encampments.
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.
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:
Jim Alexander, Team Manager, Gypsy and Travellers
Communities, Economy and Transport
Email: Jim.alexander@eastsussex.gov.uk
Phone: 07974 237877
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)