Facilities Management - privacy notice

Who we are

Derby City Council 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 640763 or by email at data.protection@derby.gov.uk.

How do we collect information from you?

We collect information from you when you visit www.derby.gov.uk, when you fill in any forms using our customer portals or on our website, including myAccount; 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. We may collect information from a setting you attend, such as a school or care home, where this data collection is necessary for the following purposes listed.

What types of information do we collect from you?

We collect different categories of information about you, depending on the service you want from us and/or the reason why we need to process information relating to you. This could be personal information (for example your photo, 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.

Visiting or working for the Council

If you visit or work at any of Council owned premises you may be asked to sign in. This information is required to maintain building security and to provide information on how many persons are present in the building if there was an emergency.

Information in the visitor and staff system(s) may be shared with the police or emergency services.

Booking meeting rooms (Council House) or training rooms (Kedleston Road)

We will only collect personal information we need to provide you with the relevant information, services and support. The personal data we will collect includes

• Name
• Address
• E-mail
• Financial or banking details
• Health information (if relevant to your booking to allow access to our facilities)

We will use this data to:

• process financial transactions i.e. payments or charges for course fees, exam costs and materials
• notify you of changes to our services including class closures/cancellations
• ensure your health, safety and well-being

In accordance with our legitimate interests we may contact you to:

• to send you information about courses that you have asked for or that may be of interest
• to get your feedback to support our quality improvement processes
• to carry out research to evaluate the effectiveness of our service.

Details of information obtained from third parties?

Personal data is provided to FM upon needing access to the Council House to work. Examples of Companies whose staff work from the Council House include DCC employees themselves, Councillors, Police, contractors, NHS, Derby Homes, Healthwatch and the DWP.

We may receive personal information about you from the police or other investigatory bodies for the purposes of assisting them in the prevention and detection of crime and for the purposes of the apprehension and prosecution of offenders.

How is your information used?

In accordance with the Council’s, public task health & safety obligations, legal obligations, legitimate interests and Contractual obligations, we may use your information to:

• Ensure compliance with health and safety laws
• Manage the security of premises and staff
• Manage Council facilities
• Manage and administer first aid
• Monitor in the use of council assets, staff conduct & records of time keeping1
• Visitors badges and staff wipe card information is also used to ensure that you can be identified by Council staff and customers by your name and image, this helps promote trust and confidence amongst service users and promotes internal collaboration. This data will be clearly displayed within internal electronic communication and directories, such as email and skype for business.
• Manage public building access
• Facilitate on-site services and amenities
• 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.

Some special category data is available on sight, and therefore is already in the public domain. As such the primary justification for processing this information is; personal data which are manifestly made public by the data subject, in accordance in Article 9 (e).

This privacy notice, should not be considered in isolation, please also refer to following privacy notices for further information:

• surveillance/CCTV privacy notice
• HR & OD privacy notice
• Digital Services privacy notice

COVID-19/Coronavirus

Coronavirus has been added as a notifiable disease under the Health Protection (Notification) Regulations 2010. Under the Public Health (Control of Disease) Act 1984 and associated Regulations; the Council has a legal duty to store, process and share personal information. The information will be stored, processed and shared as part of investigations into COVID-19 cases and outbreaks and issues of non-compliance with the acts and associated regulations. The information will also be used; interrogated and mapped to inform the Councils actions and decision-making processes. Any such storage, processing or sharing of information will be done in the public interest in order to promote health and wellbeing.

During the investigation of cases and/or outbreaks of Coronavirus, information which is gathered may be shared between departments within Derby City Council; with other Councils associated with an outbreak; other health services or with other government bodies associated with the control of the Coronavirus. The Council has a duty to notify national Government bodies, such as the UK Health Security Agency and the relevant local authority where an individual resides (if different), where there are suspected Coronavirus cases. The Council will disclose the information under Article 9(2)(j) of the UK GDPR (processing is necessary for reasons of public interest in the area of public health, such as protecting against serious cross-border threats to health), and confidential information may be lawfully disclosed in the public interest, without consent, where the benefits to an individual or to society outweigh both the individual’s and the public interest in maintaining the confidentiality of such data.

The Council may contact staff, service users, residents, patients, businesses and premises with messages relating to Coronavirus by text, phone, letter or email. This contact is not direct marketing; therefore we do not need your Consent before contacting you. There is more information available on the Information Commissioners Office's website.

We may use contact details held in Council systems to ensure that we are able to contact you, and to ensure that we are working from accurate and up to date information. Such information will be accessed and processed where it is necessary to comply with our legal obligations and public tasks arising from the Coronavirus Act 2020, the Health Protection (Notification) Regulations 2010 and the Public Health (Control of Disease) Act 1984, the Care Act 2014 and associated Regulations.

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?

The Facilities Management team have access to the data which is held on a password protected computers.

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

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

• Police and other investigatory bodies
• Other local authorities
• Courts
• Solicitors or insurance companies

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

Your information will only be shared for one or more of the purposes stated above and for no other purpose.

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 can help us by promptly informing us of any changes to the information we hold about you.

Details of any automated decision processes

The Council House access control software is programmed to purge access cards for the Council House ten days after expiry.

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 or 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 640763
• 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.