Privacy Notices - Local Drug Information System Privacy Notice

You need to be aware of this Privacy Notice if you are completing the Local Drug Information System form.

A Privacy Notice is a statement issued by an organisation such as the Council which explains how personal and confidential data about individuals is collected, used and shared.

Swindon Borough Council will act as a “Data Controller” for any personal data that you provide to us. We will ensure that the data given to us is processed in line with our Data Protection Act 2018 /and the UK General Data Protection Regulations. (GDPR).

To find out more about Swindon Borough Council’s data protection policies please contact our Data Protection Officer. Email dataprotection@swindon.gov.uk or write to Data Protection Officer, Civic Offices, Euclid Street, Swindon, Wiltshire, SN1 2JH.

Personal data relates to a living individual who can be identified from that data. Identification can be by the information alone or in conjunction with any other information in the data controller’s possession or likely to come into such possession. The processing of data is governed by the Data Protection Act 2018/UK GDPR.

We collect the following:

• Reporters organisation
• Report’s name
• Reporter's job title
• Reporter’s email address
• Reporter’s phone number

Please note: Providing personal data is optional. However, these fields are available if you wish to leave your contact details.

We comply with our obligations under the UK GDPR by keeping personal data up to date; by storing and destroying it securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data.

We collect your contact details (such as name, organisation, email, and phone number) only in relation to the person submitted the Local Drug Information System report. It is requested solely so that we can contact you if we require clarification or further details about the report you submitted.

If personal data is collected, we rely on the following legal bases:

• Public task - Processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller

When we collect your ‘special categories of personal data’, (such as health, race, ethnicity) we rely on the following legal bases:

• Public health (with a basis in law) - Processing is necessary for the provision of health or social care or treatment or the management of health or social care systems and services

These legal bases are underpinned by acts of legislation that dictate what actions can and should be taken by local authorities, including:

• The Care Act 2014
• Health and Social Care Act 2015
• Children’s Act 1989
• Data Protection Act 2018
• Human Rights Act 1998
• Mental Health Act 1983 (Amended 2007)
• Mental Capacity Act 2005

If you have included personal data, we may share your personal information when we feel there is a good reason that is more important than protecting your privacy. This does not happen often, but we may share your information:

• to protect a child
• to protect adults who are thought to be at risk

The risk must be serious before we can decide to override your right to privacy.

If we are worried about your physical safety, or feel we need to take action to protect you from being harmed in other ways, we will discuss this with you and, if possible, get your permission to tell others about your situation before doing so.

We may still share your information if we believe the risk to others is serious enough to do so. 

There may also be rare occasions when the risk to others is so great that we need to share information straightaway.

 If this is the case, we will make sure that we record what information we share and our reasons for doing so. We will let you know what we have done and why, if we think it is safe to do so.

We will do what we can to make sure we hold records about you (electronically) in a secure way, and we will only make them available to those who have a right to see them.

We will maintain the reliability, accuracy, completeness and currency of personal data in our databases and to protect the privacy and security of our databases. We keep your personal data only for as long as reasonably necessary for the purposes for which it was collected.

Our servers and databases are protected by industry standard security technology.

Your data will be kept for six years after the year in which you submit your comments. This is in accordance with the Borough Council Data Retention and Disposal policy.

Under data protection law, you have the following rights:

• Your right of access - You have the right to ask us for copies of your personal information
• Your right to rectification - You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete
• Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances
• Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal information in certain circumstances
• Your right to object to processing - You have the the right to object to the processing of your personal information in certain circumstances
• Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.

In the event that you wish to complain about the way that your personal data has been handled by Swindon Borough Council, you should write to our Data Protection Officer and clearly outline your case. Your complaint will then be investigated in accordance with our customer complaint and data protection incident procedures.

Data Protection Office

You can contact our Data Protection officer by email:

DataProtection@swindon.gov.uk

If you remain dissatisfied with the way your personal data has been handled, you have the right to complain to the Information Commissioner’s Office at www.ICO.org.uk.

You may refer the matter to the Information Commissioner’s Office whose contact details are below:
Information Commissioner’s Office

Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Email: casework@ico.org.uk

The ICO website also contains information on data protection and your rights and remedies.

You are viewing the Privacy Notice for the Local Drug Information System.

Read the main Privacy Notice