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Privacy Notice

Privacy Notice for Three Rivers District Council

Overview

This Privacy Notice sets out:

  • Our name and contact details
  • How we collect your personal information
  • The contact details of our Data Protection Officer
  • The purposes and legal basis for processing your personal information
  • The sources and categories of personal information we obtain
  • The recipients or categories of recipients of your personal information
  • The details of transfers of personal information overseas
  • How long we keep your personal information
  • Your rights and accessing your personal information
  • Use of IP addresses and cookies
  • When you must by law provide your personal information to us

It applies to all personal information we collect whether by letter, email, face-to-face, telephone, online or any other method.

To find out more about how we process your personal information in specific circumstances you may need to refer to the Service specific privacy notice giving more precise details of that processing. You can find this in any personal communications you may receive from any of our service departments or when you contact them directly. Service specific Privacy Notices are published below.

We seek to comply at all times with the General Data Protection Regulation and the UK Data Protection Act (the Data Protection Legislation).

Our Identity and Contact Details

Three Rivers District Council collects and processes personal information about you. We are a Data Controller and a Data Processor under Data Protection Legislation and our contact details are:

  • Address: Three Rivers District Council, Three Rivers House, Northway, Rickmansworth, WD3 1RL
  • Telephone: 01923 776611
  • E-Mail: enquiries@threerivers.gov.uk

How we collect your personal information

We collect information in a number of ways, for example, by letter, email, face-to-face, telephone, and online forms.

We may also collect information from government departments and from other local or public authorities to enable us to carry out our statutory functions and to provide services to you.

Sometimes you must by law provide your personal information to us, for example, if you are 18 or over and either own or rent a property in the district you must register to pay Council Tax.

Data Protection Officer

Three Rivers District Council’s Data Protection Officer is Phil King.

Purpose and legal basis for processing your information

We collect and process information about you, so that we can carry out our functions as a Local Authority and to deliver public services. This includes but is not limited to:

  • Administering the assessment and collection of taxes and other revenue including benefits and grants
  • The provision of all commercial services including the administration and enforcement of parking regulations and restrictions
  • The provision of all non-commercial activities including refuse collections from residential properties,
  • Local and national fraud initiatives and data matching under these initiatives
  • To prevent and detect fraud or crime and prosecution offenders including the use of CCTV
  • Licensing and regulatory activities
  • Providing leisure and cultural services
  • Carrying out health and public awareness campaigns
  • Managing our property
  • Maintaining our own accounts and records
  • Supporting and managing our employees
  • Promoting the services we provide
  • Marketing our local tourism
  • Carrying out surveys
  • Undertaking research
  • Internal financial support and corporate functions
  • Managing archived records for historical and research reasons
  • Corporate administration and all activities we are required to carry out as a data controller and public authority

We collect and process the following categories of personal information:

  • Personal and family details
  • Lifestyle and social circumstances
  • Goods and services
  • Financial details
  • Employment and education details
  • Housing needs
  • Visual images, personal appearance and behaviour
  • Licenses or permits held
  • Student and pupil records
  • Business activities
  • Case file information

We may also collect and process special categories of personal information that may include:

  • Racial or ethnic origin
  • Political opinions
  • Religious or philosophical beliefs
  • Trade union membership
  • Genetic data, biometric data for the purpose of uniquely identifying a person
  • Data concerning health
  • Data concerning a person’s sex life or sexual orientation

This information is only used for the intended purpose but if we intend to use it for any other purpose we will normally ask you first.  In some cases, the Council may use your information for another purpose if it has a legal duty to do so, to provide a complete service to you, to prevent and detect fraud, or if there is a risk of serious harm or threat to life.

Who we may share your information with

We will sometimes need to share information between Council departments and services as well as other organisations such as our partners, third party contractors, government bodies, the police, health and social care organisations, housing associations, and landlords.

We will only share information with these organisations where it is appropriate and legal to do so. We may also share information, for example, if there is a risk of serious harm or threat to life, for the prevention and detection of fraud or crime, assessment of any tax or duty or if we are required to do so by any court or law. Where this is necessary, we are required to comply with all aspects of the Data Protection Legislation.

Details for International Transfers

It may sometimes be necessary to transfer personal information overseas. When this is needed, information may be transferred to countries or territories around the world. Any transfers made will be in full compliance with all aspects of the Data Protection Legislation.

How long we keep your information

We will only keep your information for as long as is required by law and to provide you with the necessary services. Further details are published in the Council’s Document Retention Policy.

We may also anonymise some personal data you provide to us to ensure that you cannot be identified and use this data to allow the Council to effectively target and plan the provision of services.

Your Rights and Access to your information

You have the right to request a copy of the information that we hold about you.

The Data Protection Legislation also gives you additional rights about the information we hold about you and how we use it, including the right to:

  • Withdraw consent and the right to object and restrict further processing of your data in certain circumstances; however, this may affect service delivery to you
  • Request to have your data deleted where there is no compelling reason for its continued processing and provided that there are no legitimate grounds for retaining it
  • Request your data to be rectified if it is inaccurate
  • Have your data transferred or copied should you move to another
  • Not be subject to automated decision-making

You have the right to complain to us if you think we have not complied with our obligation for handling your personal information. Any complaint must be made in writing to the Council’s Data Protection Officer (contact details above).

If you are not satisfied with the Council’s response, you have the right to complain to the Information Commissioner’s Office (ICO).  You can report a concern by visiting the ICO website.

Automated Decision Making

Any Automated Decision Making carried out by the Council will be described in the relevant departmental Privacy Notice.

Use of IP addresses and cookies

Cookies enhance your experience using our website. Cookies are small text files that are placed on your computer by websites that you visit. They are widely used in order to make websites work more efficiently, as well as to provide information to the owners of the site.

We use cookies to audit the use of our website and help us to customise the website for your visit. We do not store or transmit any personally identifiable data on these cookies. You can change your cookie setting at any time in the security settings in the browser you use to access the internet.  Please note however, that rejecting all cookies may impact your enjoyment or use of this website.

We collect IP addresses* only for the purposes of system administration and to audit the use of our site. We do not link IP addresses to anything personally identifiable, which means that while your user session will be logged you will remain anonymous to us.

* An IP address is a unique string of numbers that identifies each computer

Changes in your personal circumstances

You must notify us immediately if there are any changes in your circumstances and personal details so we can maintain an accurate and up to date record of your information.

Changes to our Privacy Policy

As the Council creates new services, this may generate a need to amend the Privacy Notice. If our Privacy Notice changes at any time in the future, it will be posted on this page.

Service Specific Privacy Notices

Committee Services

Audio Recordings of Council Meetings (pdf)

Aquadrome Forum (pdf)

Environmental Forum (pdf)

Local Strategic Partnership Board (pdf)

Community Partnerships

Anti-Social Behaviour and Crime Reduction (pdf)

Grant Applications (pdf)

Poverty, Employment and Prosperity Group (pdf)

PSPO - Shepherds School (pdf)

Electoral Services

Electoral Registration (pdf)

Elections (pdf)

Finance

Fraud (pdf)

Housing Services

Application for Housing Register (pdf)

Homeless Application (pdf)

Disabled Facilities Grant Application (pdf)

Residential Environmental Health Enforcement Action (pdf)

Leisure and Community Services

Holiday Referral Scheme (pdf)

Mental Health Physical Activity Referral Scheme (pdf)

Physical Activity Referral Scheme (pdf)

Physical Activity Programme (pdf)

Play Rangers (pdf)

Watersmeet - Marketing (pdf)

Watersmeet Ticket Sales (pdf)

Planning Policy

Local Plan Consultation Database (pdf)

Regulatory Services

Assets of Community Value (pdf)

Building Control (pdf)

Development Management (pdf)

Licensing (pdf)

Local Land Charges (pdf)

Section 106 Agreement Monitoring (pdf)

Street Naming and Numbering (pdf)

Transport and Parking (pdf)

Revenues and Benefits

Revenues and Benefits (pdf)

Landlords (pdf)