Resilience & Emergency Planning - Supporting People During Emergencies Privacy Notice

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

• personal information – such as: your name, address, telephone number

• special category personal information – such as: your ethnicity, information about your physical and mental health

We collect your information from you directly - e.g. by asking you to complete a registration form.

We also might obtain information about you from other agencies/government departments - e.g. the Police, Fire & Rescue or health/NHS bodies.

Your information will be used during an emergency situation to ensure you receive appropriate support and have access to any relevant information and available services.

The Council collects and uses your information because to do so is necessary for the performance of a task carried out in the public interest, or in the exercise of official authority and uses your sensitive information for reasons of substantial public interest. This is in line with its duties set out in the Civil Contingencies Act 2004. Depending on the circumstances the Council may also use your information in order to protect your vital interests in the event of/during an emergency situation or your sensitive information if you are physically or legally incapable of giving your consent.

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 Resilience & Emergency Planning matters we may need to share your information with our partners, all of whom work together to provide assistance during emergency incidents. These partners might include:

• The police
• Fire & Rescue
• NHS bodies
• The Environment Agency
• Utility Companies
• Transport Operators
• The Health and Safety Executive
• Government Departments
• City of Doncaster Council Service Areas
• Organisations who delivery services on behalf of the Council

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, registration forms will be destroyed securely following the end of the incident.

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 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