Privacy Notice - Chaperone Licence Application

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

• personal information – such as: your name, address, date of birth, National Insurance Number, Passport and Driving Licence details.

We collect your information from your application form and from you personally at an informal interview.

In order for a DBS certificate to be issued we will forward your information to Barnsley and Rotherham Councils. Once received, we will require sight of your DBS certificate and record the certificate number and date of issue.

The Council collects and uses information about you on the basis that you have applied for a Chaperone Licence.

You are required to provide us with your information to receive this service. The consequences of not providing the information requested are we will not be able to process your Chaperone Licence application.

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 we need to. For Chaperone duty matters we may need to share your information with other local authorities who may require confirmation that a current and valid Chaperone Licence is in place if a Performance is taking place in their area.

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 only keep your information for as long as we need to, after which we will securely delete the information.

For the processing to which this notice relates to be carried out we will retain

• your DBS details for 6 months,
• all other information for 3 years (the duration of the Chaperone Licence)

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. This can be found by following the above link or by visiting the Council Website page Data Protection and the General Data Protection Regulation. 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 can 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 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:

Website:     www.ico.org.uk
Telephone: 0303 123 1113
Post:         Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.