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BCC_Data Protection Full Privacy Notice January 2010

BCC_Data Protection Full Privacy Notice January 2010

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Published by Help Me Investigate

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Published by: Help Me Investigate on Jun 14, 2010
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06/15/2010

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FULL PRIVACY NOTICEDecember 2009USING YOUR PERSONAL DATA 
As a Local Authority, Birmingham City Council collect, holds and processes a considerableamount of information, including personal information about the citizens it serves, to allow it toprovide services effectively.The Council recognises that this information is important to the citizens and that it isresponsible to the citizens for the information it holds about them. As such, it takes seriouslyits responsibilities to ensure that any personal information it collects and uses is done soproportionately, correctly and safely.
 
For information about what is personal data please see the Information Commissioner’s website:
 The Council collects, holds and uses personal data to allow it to provide services on behalf ofthe citizens of the City of Birmingham. These services include, amongst others, providingschools and educational facilities within the city; providing care and support for vulnerableindividuals and their families; maintaining and improving the environment of the city andprotecting the citizens generally.For more detailed information as to the services provided by the Council, please see
 In deciding what personal data to collect, hold and use, the Council is committed to ensuringthat it will :-
recognise that any personal data handled by Birmingham City Council is held onbehalf of that person and that we ensure we respect that responsibility;
adopt and maintain high standards in respect of the handling and use of that personaldata;
only collect, hold and use personal data where it is necessary and proportionate to doso;
securely delete any personal data when no longer needed;
keep your personal data secure and safe;
not unnecessarily and without good reason, infringe the privacy of the citizens ofBirmingham;
consider and address the privacy risks first when planning to use or hold personalinformation in new ways, such as when introducing new systems;
 
be open with individuals about how we use their information and who we give it to;
make it easy for individuals to access and correct their personal information;
ensure that there is effective safeguards and systems in place to make sure personalinformation is kept securely and does not fall into the wrong hands;
provide training to staff who handle personal information and treat it as a disciplinarymatter if they misuse or don’t look after personal information properly;
put appropriate financial and human resources into looking after personal informationto make sure we can live up to our promises;
regularly check that we are living up to our promises and report on how we are doing.
 
The Council may disclose personal data to third parties, but only where it is necessary, eitherto comply with a legal obligation, or where permitted under the Data Protection Act, e.g.
 
where the disclosure is necessary for the purposes of the prevention and/or detection ofcrime, or where it is necessary to allow a third party working for or on behalf of the Council.The Council will strive to ensure that any personal data in its care will be kept safe and thatwhere your information is disclosed to a third party, Birmingham City Council will seek toensure that the third party has sufficient systems and procedures in place to prevent the lossof personal data.Where the Council seeks to disclose sensitive personal data, such as medical details, to thirdparties, we will do so only with your prior express consent or where we are legally required todo.Birmingham City Council will use your personal data for a limited number of purposes, and atall times within the rules set out in the Data Protection Act 1998.We will process personal data for the following purposes:-1. for the purpose to which you provided the information. e.g. processinginformation given on a benefit claim form for the purpose of processing yourbenefit claim, and to monitor the Council’s performance in responding to yourrequest;2. to allow the Council to be able to communicate and provide services appropriateto your needs, e.g. to be able to arrange suitable access arrangements where thecitizen has mobility difficulties.3. to ensure that the council meets its legal requirements, including obligationsimposed under Equality Legislation and Health and Safety Acts;4. where necessary for the Council’s Law Enforcement functions, e.g. licensing,planning enforcement, trading standards, food safety, etc, where Birmingham CityCouncil is legally obliged to undertake such processing;5. where the processing is necessary for Birmingham City Council to comply with itslegal obligations, e.g. the prevention and/or detection of crime.6. to process financial transactions including grants, payments and benefitsinvolving Birmingham City Council, or where Birmingham City Council is actingon behalf of other government bodies, e.g. Department for Works and Pensions;7. where you have consented to the processing;8. where necessary to protect individuals from harm or injury; or9. where otherwise permitted under the Data Protection Act 1998, e.g. disclosure tocomply with legal obligations. For further information on the Data Protection Actsee www.ico.gov.ukBirmingham City Council may also use your personal data, after it has been anonymised, toallow the statistical analysis of data to allow the Council to effective target and plan theprovision of services.
 
SINGLE CUSTOMER RECORD
Birmingham City Council is working on improving how it provides services to the citizens ofBirmingham.In order to assist the Council in providing relevant services more quickly when required, andin an effective and efficient manner, it is creating an information hub.The information hub will contain a single customer record, comprising of your name, address,date of birth and gender, together with some information which can be used to confirm youridentity. It is envisaged that the single customer record will record a brief summary of yourcontact with the Council, e.g. that you called the Council about a missed bin collection.The Single Customer Record will not contain extensive details of the services you havereceived. However, the single customer record will also act as an index to other councildatabases, but will be able to feed information into a number of council systems, including:-Libraries Waste ManagementLeisure services Trading StandardsAdult Social Care Corporate FinanceBenefits Council Tax;To do this, the Information hub will take your name, address, date of birth and gender fromthe above council systems to create the single customer record.This list is continuingly being updated, and an up-to-date list is available on Birmingham CityCouncil’s web site.This will allow you to notify the Council once and have that information feed into a number ofCouncil systems, e.g. where you change your address, so that rather than you having tonotify each individual Council department of the change of address, by reporting the changeof address to one Council department, a number of Council departments will be notified.However, this will only be done with your express consent.The Single Customer Record will also allow the council to respond to any queries you mayhave in respect of the provision of services more quickly and efficiently. By linking into anumber of Council systems, any query or issue can be investigated more quickly. However,any access to such Council systems will only take place in response to any query orinstruction received by yourself, and only where such access is necessary to answer orrespond to the query or issue raised by yourself.
CHILDREN’S DATA GENERALLY
The Council provides a number of services to children, from leisure and cultural services toeducation and child care services, which requires it to process children’s data.The Council will create and hold a Single Customer Record for children. For children underthe age of 12 or where it is believed that the child does not understand what he/she isconsenting to, this will normally require the consent of a child’s parent or guardian to allow theCouncil to process this data.

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