Connect Derby - privacy notice

Who we are?

Connect Derby is part of Derby City Council which is the local government unitary authority for Derby City. Our address is The Council House, Corporation Street, Derby, DE1 2FS. You can contact our Data Protection Officer on 01332 640000 or by email at Data.protection@derby.gov.uk.

How do we collect information from you?

We collect information from you when you visit connectderby.co.uk; also when you contact us in writing, speak to us on the phone, by email or any other type of electronic communication, or talk to us face to face.

What types of information do we collect from you?

We collect different categories of information about you, depending on the survey or engagement you are respondng to. This could be personal information, for example your name and address, or other more sensitive data that we would only collect and use in very particular circumstances that are set out in law.  

The Data Protection statement at the start of each survey will clearly define what use will be made of the information you provide.

Details of information obtained from third parties?

We receive financial information from credit check agencies, banks and trade references informing us if the potential customer is in a financial position to pay the rent and other associated costs relating to their workspace tenancy.

How is your information used?

We may use your information to:

• process tenancy applications for workspace
• process payments or charges,
• to carry out our obligations arising from any contracts entered into by you and us;
• notify you of changes to our services
• send you communications which you have requested and that may be of interest
• take legal action for non-payment of rent and other associated outgoings and any damage caused to the workspace or communal areas
• Assist the police or other investigatory bodies where sharing the information is necessary for the purposes of preventing and detection of crime or for the purposes of apprehension and prosecution of offenders.
• to provide access to buildings and your workspace on our computerised system

Research and statistics

Anonymised and pseudonymised data may be used for research and statistical purposes. Any data collected may be used for research and statistical purposes that are relevant and compatible with the purpose that the data was collected for.

Who has access to your information?

We may share your information with the following third parties for the reasons detailed;

• Other Council Departments to meet ours and theirs statutory obligations to manage, monitor and prevent crime/fraud and financial related activities
• processing is necessary for the performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract.
• BHPR Ltd – Connect Derby Marketing Agents who help promote Connect Derby services and customers through a range of marketing activities.
• Codemakers Ltd – Connect Derby Website Developers who help promote Connect Derby services and customers through the Connect Derby website
• Any other contractors we may work with in the future on a legal, financial and service delivery basis only

We will not sell or rent your information to third parties. We will not share your information with third parties for marketing purposes.

What are your rights?

• Access – you can request copies of any of your personal information that is held by the Council.
• Rectification – you can ask us to correct any incorrect information.
• Deletion – you can ask us to delete your personal information. The Council can refuse to delete information if we have a lawful reason to keep this.
• Portability – you can ask us to transfer your personal data to different services or to you.
• Right to object or restrict processing – you have the right to object to how your data is being used and how it is going to be used in the future.
• Right to prevent automatic decisions – you have the right to challenge a decision that affects you that has been made automatically without human intervention, for example an online form with an instant decision.

How long will we keep your information for?

We keep and dispose of all records in line with our record retention schedule. We will comply with Data Protection legislation.

What security precautions are in place to protect the loss, misuse or alteration of your information?

We are strongly committed to data security and will take reasonable and appropriate steps to protect your personal information from unauthorised access, loss, misuse, alteration or corruption. We have put in place physical, electronic, and managerial procedures to safeguard the information you provide to us. However, we cannot guarantee the security of any information you transmit to us. We recommend that you take every precaution to protect your personal information.

Keeping your data up to date

We want to ensure any information we hold is accurate. You should check and update your personal information through Employee Self-Service or by promptly informing us of any changes to the information we hold about you.

Details of any automated decision processes

We will not process your data for any automated decision processes.

Under 13

If you are accessing online services and are under the age of 13, please get your parent or guardian's permission beforehand whenever you provide us with personal information.

Cookies

Cookies are small text files which identify your computer to our servers. They are used to improve the user experience. View what cookies we use and how you can manage them.

IP addresses

Internet Protocol (IP) addresses are collected when our site is used:

• for statistical and analytical purposes
• to identify any malicious activity

Complaints

If you would like to make a complaint regarding the use of your personal data, you can contact our Data Protection Officer:

• by post: Information Governance, Council House, Corporation Street, Derby, DE1 2FS
• by phone: 01332 640000
• by email: data.protection@derby.gov.uk

For independent advice about data protection, privacy and data sharing issues, you can contact the Information Commissioner's Office (ICO):

• by post: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
• by phone: 0303 123 1113 (local rate) or 01625 545 745 (if you prefer to use a national rate number)

Alternatively, visit ico.org.uk or email casework@ico.org.uk.