This page contains an overview of how Doncaster Council uses information about you. It also contains links to other pages that set out how we use your information for specific services we provide (these are sometimes known as 'privacy notices' or 'fair processing notices').
The information on this page (and the privacy notices it links to) may sometimes change, so you should revisit these, and any other relevant pages, from time to time to.
Data protection and privacy
Doncaster Council is committed to protecting your privacy online. The law sets out a framework for what we can do with your personal information (information by which you can be identified: your name, address, email etc.) and it also gives you certain rights over your information. These laws are the General Data Protection Regulation (GDPR) and the Data Protection Act 2018.
There are a number of forms on the site which might ask for information about you. These might be feedback requests about a particular service 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, and a link to one of the privacy notices which hold more detailed information, and which you can browse in the section below, will also be included.
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. 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 in and monitor their children's activity.
We encourage schools to monitor their students' activity on the web site, especially where they are submitting forms or questionnaires as part of their studies.
How will your information be used?
The privacy notices below set out how your information will be used by the Council to provide services to you and to carry out our duties.
We also use your information more generally in the following ways:
Apply for it and Report it forms
Single customer account
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
Google Analytics - advertising
We have installed a 'tracking pixel' that works on all of our 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.
Other information you should know
Who will your information be shared with?
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 data protection law 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.
How long will we keep your information?
We will keep your information for only so long as is necessary – the specific privacy notices (links in the section above) for each service details the timescales for each activity.
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 next section).
Some of the rights listed above apply only in certain situations, and some have a limited effect. Your rights are explained further in the Subject Rights Procedure on our website, as is how to make a request under one or more of them.
You can access information about yourself by making a subject access request on this page of the Council’s website.
Data Protection Officer (DPO)
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 can be contacted by email at email@example.com
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 and put things right.
Alternatively, and if we have been unable to resolve your complaint, you can 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 can be contacted via the methods below:
Telephone: 0303 123 1113
Post: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Web form security
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.