Privacy notice – Subject Access Requests & Individuals Rights Requests

What information is being used?

We will process your name, date of birth, email address, address, proof of identity, proof of address and signature.

Where applicable, we will process your proof of entitlement, birth certificates, courts orders and Will.

How will your information be used?

We will process the information you have provided to locate information we hold on our systems about you and then in order to contact you.

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 not processed outside of the European Economic Area.

What is the legal basis for processing your information?

The Data Protection Act 2018 requires us to satisfy ourselves of your identity and where appropriate your legal entitlement to receive personal information.

How long will your information be kept for?

We will keep your name, date of birth, email address, address, proof of identity, proof of address, signature and details of your request for three years after the end of this financial year, which runs from 1 April to 31 March.

Where applicable, we will keep your proof of entitlement, birth certificates, courts orders and Will and details of your request for three years after the end of this financial year.

Sharing your information

We will not share your information with anyone outside of East Sussex County Council.

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.

We hold your information in our database which is supplied by a trusted third party company.

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: Customer Services and Information Governance Officer

Phone: 01273 482913

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 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) or 01625 545 745 if you prefer to use a national rate number.

Email ICO

Report a concern on the ICO website