Doncaster Local Records Centre - Privacy Notice

For the processing to which this notice relates to be carried out we use the following information:

• personal information – name, role, postal address, e-mail address, telephone number.

We collect your information from you directly (e.g. by asking you to complete an online form, reply to correspondence or from submitted datasets, published reports or if you telephone DLRC or our Customer Services Contact Centre). Occasionally, your information may be provided to us by other people, such as other biological recording schemes and individuals.

Biological data are stored on secure servers by DLRC for the purposes of increasing our knowledge of the biodiversity of our recording area. Your information might be used to:

If you are a biological data user, we will store your personal data in order to communicate with you as part of DLRC’s services.

If you are a biological data provider, we will store your information as your name forms an integral part of the record and we may need to contact you for the purpose of record verification or to communicate with you for data-sharing purposes.

The table below sets out the legal basis for each of the activities that this Privacy Notice covers:

Personal Data Activity	Legal basis - GDPR Article 6	S8 DPA (delete as appropriate)	UK Legislation
If you are a biological data user in order to communicate with you as part of DLRC’s services   If you are a biological data provider, we will store your information as your name forms an integral part of the record and we may need to contact you for the purpose of record verification or to communicate with you for data-sharing purposes.	(1)(e) to do so is necessary for the performance of a task carried out in the public interest, or in the exercise of official authority	(c) the exercise of a function conferred on a person by an enactment or rule of law	Natural Environment and Rural Communities Act 2006   Planning and Compulsory Purchase Act 2004   Environmental Information Regulations 2004

We sometimes need to share your information within the Council or with other organisations. We will only share your information when necessary and when the law allows us to, and we will only share the minimum information that is necessary.

If you are a data user, we will share your information with other employees of the Council as part of DLRC normal duties. As a data user you will require the use of the Biological Information Request form within our webpages. This may be located at:- http://www.doncaster.gov.uk/services/planning/accessing-biological-records

If you are a data provider, we will only share your information with other organisations in accordance with established data sharing agreements and DLRC’s Confidentiality Policy. As a data provider you may wish to use our Data Submission form within our webpages. This may be located at:- http://www.doncaster.gov.uk/services/planning/submitting-biological-records

In certain cases we may also share your information with other individuals and organisations. For example, if you make a complaint to your Councillor, or if the sharing would help with a safeguarding issue, or help prevent a crime. Sometimes, we might share your information without your knowledge.

The Council will never sell your information to anyone else.

We will keep your information for different periods of time, depending on what we are using it for. If you are a data user your information will be retained for 3 years following completion of the service being provided, after which we will securely delete it. Biological data records, including any personal data associated with them, are retained permanently as a historical record.

The law gives you specific rights over your information. These rights are:

• to be informed of our use of information about you;
• of access to information about you;
• rectify information about you that is inaccurate;
• to have your information erased (the ‘right to be forgotten’);
• to restrict how we use information about you;
• to move your information to a new service provider;
• to object to how we use information about you;
• not to have decisions made about you on the basis of automated decision making;
• to object to direct marketing; and,
• to complain about anything the Council does with your information (please see the ‘Complaints’ section below).

Some of the rights listed above apply only in certain situations, and some have a limited effect. Your rights are explained further in the Individuals’ Rights Procedure on our website, as is how to make a request under one or more of them.

You can request information about yourself by making a subject access request on this page of the Council’s website.

This notice is kept under regular review to make sure it is up to date and accurate.

The Council is required by law to have a DPO. The DPO has a number of duties, including:

• monitoring the Council’s compliance with data protection law;
• providing expert advice and guidance on data protection;
• acting as the point of contact for data subjects; and,
• co-operating and consulting with the Information Commissioner’s Office (see ‘Complaints’ below).

The Council’s Data Protection Officer may be contacted by email at information.governance@doncaster.gov.uk 

If you are unhappy with the way in which your information has been handled you should contact the Council’s Data Protection Officer so that we can try to put things right. Alternatively, and if we have been unable to resolve your complaint, you may also refer the matter to the Information Commissioner’s Office (ICO). The ICO is the UK's independent body set up to uphold information rights, and they can investigate and adjudicate on any data protection related concerns you raise with them. They may be contacted via the methods below:

Website: www.ico.org.uk

Telephone: 0303 123 1113

Post: Information Commissioner’s Office Wycliffe House Water Lane Wilmslow Cheshire SK9 5AF