Data Protection Act of 1998
Doncaster is committed to protecting your privacy online. We will treat any personal information by which you can be identified, your name, address, email etc, in accordance with the provisions of the Data Protection Act of 1998.
When communicating with Doncaster Council through the website we will not collect any information without your permission. There are a number of forms on the site, which either request feedback about a particular subject or a questionnaire that forms part of a consultation document. In most cases, you are not required to provide us with any personal details. If we do require personal information, then the reasons for this will be stated on the individual form or questionnaire.
However, if you are willing to provide us with at least your email address it will allow us to respond to your returned form. Additional personal details will allow us to measure the activity of our site.
The information gathered will identify those sections of our Community who have access to the site. This will help us to develop the site for everyone, regardless of age, gender, disability or ethnic origin. The information will only be used for the intended purpose unless otherwise stated on the actual feedback form or questionnaire.
Your personal details will not be sold, traded or rented to third parties for marketing purposes or commercial gain unless we have received explicit consent to do so. Your information may be passed on to other relevant Departments within the Council or partner agencies to ensure you are provided with the expected service.
It is especially important to protect children’s privacy online and we would encourage parents and guardians to spend time online with their children to participate and monitor their children’s activity.
We encourage schools to monitor their student’s activity on the web site especially where they are submitting forms or questionnaires as part of their studies.
Any personal information submitted to this site by young people or children will not be used for any purposes other than monitoring activity on the site.
Single customer account
The Council are introducing a Single Customer Account which will enable the Council to provide a better service to its customers by ensuring information held is accurate and up to date, this will be achieved by linking up their records across the Council and also by receiving further information from other relevant outside organisations. The Single Customer Account will provide an overview of the services each customer receives from the Council and all information received and held will be kept secure and confidential and used in accordance with the Data Protection Act 1998.
My Doncaster account
Linked to the Single Customer Account, My Doncaster is your unique account on our website. By registering and signing in, you are able to do things like keeping track of any requests you’ve made with us for service, get email updates on them and bookmark pages. We’ll be developing new features in future too.
My Doncaster is integrated with our Google Analytics account which allows us to more accurately track your visits by combining them no matter what choice of device you use. By having accurate visitor data, it helps us make more informed decisions when developing and improving the website.
In order for us to integrate My Doncaster and Google Analytics, we agree not to upload any data that allows Google to personally identify an individual (such as certain names, social security numbers, email addresses, or any similar data), or data that permanently identifies a particular device (such as a mobile phone’s unique device identifier if such an identifier cannot be reset), even in hashed form. You can opt out of Google Analytics tracking if you want to.
My Doncaster smartphone/tablet computer app
The My Doncaster app has been developed for the Council and is hosted by iTouch Vision Global. Any personal information you enter through the My Doncaster App, including your registration details, will be handled in accordance with the provisions of the Data Protection Act of 1998 and will only be available to Doncaster Council or the hosting company for the purposes of administrating the My Doncaster app and its functions contained within.
We have enabled Google Analytics features to allow us to collect data about the traffic which comes to our site. This information could be use to "remarket" services of interest to our visitors on other sites using Google AdWords. The aim is to make sure that any advertising we create is as relevant as is reasonably possible to our audience. You can opt out of Google Analytics tracking if you want to.
We have installed a tracking pixel across all pages to help us learn more about facebook users' interests in the site. This information is then used to create 'custom audiences' within facebook to potentially allow us to create facebook adverts targeted at members of these 'custom audiences'. The aim is to make sure that any advertising we create is as relevant as is reasonably possible to our audience.
You can read more about the Facebook Pixel on their website and you can opt out of receiving these targeted adverts by visiting the Your Online Choices website or the Facebook advert preferences page.
Third party sites
Third party internet sites that you can link to through the Doncaster Council Web Site are not covered by our Privacy and Security policy. Any personal information you enter through these sites are subject to the individual sites Privacy and Security policies and the Doncaster Council Web Site Partners cannot accept any responsibility or liability for these sites.
Please note that all forms and questionnaires are returned to us through e-mail. Currently, e-mail may be intercepted by unauthorised persons (hackers) and is therefore not a fully secure method of communication. If you have concerns regarding completing our forms or questionnaires on-line, please contact us using the appropriate details provided to arrange an alternative method.
This authority is under a duty to protect the public funds it administers and to this end may use the information that you provide for the prevention and detection of fraud. It may also share your information with other bodies responsible for auditing or administering public funds for these purposes. This will involve regular data matching exercises. Data matching is where information held on one computer system is compared electronically with information from one or more other computer systems, for example, The Audit Commission will compare the information from Council Tax and The Electoral Register to identify fraud or error.
Revenues data, which includes Council Tax and Business Rates information, may also be provided to, and used for checks with other Council departments where it is needed by them to carry out their functions. For example, data can be used to help identify properties that have been empty for a while to encourage owners to bring them back into use and schools may also check Council Tax records where there are enquiries relating to pupil admissions. Customer names and contact addresses are also being held by Doncaster Council for the introduction of a single customer account. This will benefit residents in the future by reducing the number of times a customer needs to notify the Council of a change. We will tell you more about this as it develops.
Revenues data may also be shared with other organisations where the Data Protection Act 1998 allows this to happen. For example, information may be shared with the Police, or HM Revenues and Customs if it is needed to prevent or detect a criminal offence, or carry out a prosecution or to assess or collect any tax or duty.
Doncaster Council will also use Credit Reference Agencies to carry out data matching to identify potential fraud.
Doncaster Council will use the information we hold about you to process your claim for Housing Benefit and Local Council Tax Support. We may pass the information to other agencies or organisations such as the Department for Work and Pensions or HM Revenues and Customs, as allowed by law. Under the Welfare Reform Act 2012, we can share information we hold about you with other Council departments and other relevant service providers such as St Leger Homes of Doncaster to ensure any benefits you receive are adjusted if you go into or come out of hospital or residential care or you need overnight care in your own home and to ensure you receive other relevant social security benefits and welfare services including the provision of accommodation, care, support, assistance including a grant or loan for the provision of goods or services, advice or counselling.
The Welfare Reform Act 2012 also specifically allows us to share information with Council departments dealing with households eligible for support under the Stronger Families Programme, and with St Leger Homes of Doncaster and other social landlords such as Housing Associations for tenants affected by the under-occupation deduction.
We may check information you have provided, or information about you that someone else has provided, with other information held by us. We may also get information about you from certain third parties, or give them information to prevent or detect crime, protect public funds and to make sure the information is correct. These third parties include government departments, local authorities and private-sector companies such as banks, organisations that may lend you money and companies that assist us in fraud detection and prevention such as Credit Reference Agencies. We will not give information about you to anyone else, or use information about you for other purposes, unless the law allows us to.
Births and Deaths data
We obtain data about births and deaths from the Office for National Statistics (ONS). The deaths data comes from the Primary Care and Mortality Database (PCMD) which we get from NHS Digital. PCMD contains mortality data as provided at the time of registration of the death along with additional General Practitioner (GP) details, geographical indexing and coroner details where applicable. Specifically, we get this data: Address, Postcode, Date of Birth and NHS Number. The database holds data for 2015 and monthly since. We use this information to analyse the cause of deaths in communities and how this is related to deprivation.
We also get birth data as an ONS file, which we use to calculate the birth rate; obtain information about still births and deaths in the first week of life; as well as study birth weight in relation to deprivation.
Our primary purpose is to improve the public health by studying the incidence of disease, the characteristics of persons with disease, and the risk factors pertaining to sections of the population. Our analysts produce and analyse this data for public health statistical purposes under the Statistics and Registration Service Act (2007) (SRSA) and regulation 3 of the Health Service (Control of Patient Information) Regulations 2002.
- The files are encrypted (password protected) when at rest.
- We minimise the number of staff who see this data, relying on pseudonymisation or aggregation of data for analysis.
- We do not use the data for any other purpose than that we have stated here.
- We do not share any personal confidential data obtained from PCMD, or the ONS files, with any other organisation
- We ensure that the analysis is in the form of aggregate and anonymous statistical measures, when the statistics are reported or published.
- We keep the raw data for two years and then dispose it.
We uphold all the rights of individuals in present or forthcoming data protection legislation, to access information about themselves, rectify or erase their personal data, restrict or object to the use of their personal data, as well as the right to data portability.