We have a requirement to investigate reports of abandoned vehicles. To be able to investigate and resolve these reports we do need to process some personal information.
Our lawful basis to process your personal data for this purpose is Public Task. This purpose is supported by the following legislation:
To deliver this service we may need to collect:
Stroud District Council operates in a partnership with Gloucester City Council as the ‘Gloucestershire Building Control Partnership’. The authorities are joint-controllers when processing personal information to:
Our lawful basis to process your personal data for these purposes is Legal, enforced by the Building Regulations 2010.
To deliver our services we may need to collect:
We may receive information from 3rd parties in the following scenarios:
We are currently trialling call recording within our Council housing service.
Calls may be recorded for the purposes of training, quality monitoring, investigation of complaints, or the Prevention or Detection of Crime or Fraud.
If you object to call recording you can contact us using any of our other contact methods (www.stroud.gov.uk/contactus).
Our lawful basis' for call recording are:
Public Task to maintain the quality and relevance of Council services
Legitimate Interest to safeguard council employees and the public from unreasonable behaviour or misrepresentation.
When we record calls we will save a copy of the call audio and the telephone number the call was made from/to.
No payment information is recorded.
Outside of the purposes explained above, we will not share call recordings with third-parties without your explicit consent.
If we need to share a call recording with the Police or relevant fraud prevention authority for the prevention or detection of crime, consent is not required. This can include abuse towards Council staff and contractors or suspected fraudulent actions by a caller.
Call recordings may contain personal data of a data subject and may be disclosable under your right of access. See our main privacy notice for how to exercise your rights.
Call recordings are stored in a secure location with access controls for a period of no longer than 90 days. After this time they are securely deleted.
A recording may be held for longer where it is being used as evidence for an ongoing investigation.
We must process the personal information of careline users and select third parties such as emergency contacts or key holders to deliver the careline service.
Our lawful basis to process your personal data for this purpose is Contractual. In a life threatening event we may rely on vital interests.
The carelines services processes personal information to:
To deliver the careline service we may need to process:
Most personal information is provided by individual users at the point of contract arrangement. We may also receive information from third parties such as social workers, health professionals or fire and police services if it supports delivery of the careline service.
You may grant consent for your next of kin and/or emergency contact(s) to be contacted to discuss account matters including billing and administration. By nominating someone in this way you confirm that you have made them aware and they accept that we may need to contact them to discuss your account. You may withdraw consent at anytime and a nominee will be removed if they request it.
The Council is the lead partner of the 'Cotswold Canals Connected' restoration project. As part of our responsibilities we manage a volunteer programme and occasional events to promote the canal network. We need to process personal information to deliver these services and comply with the applicable laws. Our legal basis for processing personal data for these purposes is legal (for health and safety of volunteers Health and Safety at Work Act 1974 and their administration) and consent where individuals wish to be kept up to date on the project or volunteering opportunities.
To provide this service we may need to collect:
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With whom |
When |
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Regular updates relating to the work of the canal team will be published on the Council’s website including photographs of the work undertaken by the volunteers |
Upon request |
|
Council and partnership staff |
For the management of the volunteer workforce and for the monitoring of participation and progress of the project |
|
Health Professionals |
In the event of an emergency to protect your vital interest |
The Council owns and manages a number of carparks in the district. To manage the fair use and payment enforcement of these we are required to process some personal information. Our legal basis for processing data is contractual as per the terms of the car parks and legal for enforcement purposes under the Traffic Management Act 2004.
If you choose to use the MiPermit app or website, processing will be as detailed in their own privacy notice.
To deliver the carparking service we may collect:
| With whom | When |
| DVLA | After 28 days of non payment of a PCN issued by SDC or upon request by the DVLA |
| Bristow & Sutor Bailiffs | When enforcement action is required for non-payment of a PCN |
| MiPermit | Whenever a user chooses to use Mipermit for parking services and for monitoring/statistical purposes. |
One of the Councils roles is to promote, engage and support communities and events across the district. Our communications service manages this and will process personal information for a number of reasons including:
Our legal basis for these functions is legitimate interest and consent. Where we rely on consent you have a right to withdraw consent at anytime. However, if your personal data (e.g. image, comment) has been published online or in print it is unlikely we can fully remove it from existence but we will take reasonable steps to comply with your request.
To provide our communications services we may collect:
|
With whom |
When |
|
Council Officers and Elected Members |
Where appropriate to resolve an enquiry or as part of an event/campaign |
|
Newsletter recipients |
Where you have provided content or where your image/content is used as stock. |
|
The Public |
If you comment on a public post on any of our social media accounts or if your data is used as stock as part of an event/campaign etc. |
Images and video will be kept as stock footage in perpetuity unless you withdraw your consent.
Other personal data will be kept for no longer than 6 years (Limitation Act) following the conclusion of a project or programme.
As a District Council we may administer select publicly funded grant programmes (e.g. Police Crime Commissioner, Gloucestershire County Council, Youth funding). The Council also provides a Community Wellbeing Grant.
Our lawful basis to process your personal data for these purposes is Public Task and Consent (i.e. when you fill in an application form).
To deliver these services we may need to collect:
Most personal information is provided by individuals when they apply to a scheme. We may also receive personal information from third party referrals such as social workers and health professionals.
To allow us to deliver and support community initiatives such as Litter Picking and ‘’Paws on Patrol’’, it is necessary to process personal data. These are voluntary schemes which individuals can sign up to.
For picking up litter collected by community events our lawful basis is Public Task under the Clean Neighbourhoods and Environment Act 2005.
Our lawful basis to process your personal data for the Paws on Patrol scheme is consent. You may withdraw your consent at any time.
To deliver these services we may need to collect:
Stroud District council provides health and fitness services and processes referrals to the Healthy Lifestyles Scheme and monitors participants progress for the duration of the referral.
To engage participants the Council may send quarterly newsletters and ad-hoc surveys.
Our legal basis for this service is consent where you have either referred yourself of been referred by a health professional or guardian. You have the right to withdraw from the service and can do this by speaking to a member of our team or contacting us.
To provide these services we may need to process:
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With whom |
When |
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Email addresses are shared with a marketing company “Mighty” for the purpose of sending newsletters to customers (in accordance with the data subject consent) |
Quarterly or in the event of an emergency e.g. Pandemic |
|
Medical details will be shared with medical services |
In cases of emergency |
|
Boditrax – for the purpose of monitoring your health and fitness goals |
Upon request by the data subject |
|
Solicitors for the purpose of defending any accident claims |
Upon request |
|
Police on request as part of any investigation or proof of life request |
Upon request |
|
Gloucestershire care services |
Upon receipt of a referral |
|
Gloucestershire Clinical Commissioning Group |
Upon receipt of a referral |
|
Gloucestershire County Council |
Upon receipt of a referral |
|
Gloucestershire Hospitals NHS Foundation Trust |
Upon receipt of a referral |
|
Stratford Park Leisure Centre (Everyone Active) |
Upon receipt of a referral |
|
The Pulse |
Upon receipt of a referral |
|
Fifth Dimension |
Upon receipt of a referral |
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Move GB – on demand participation in online classes |
When the participant signs up to use the online classes |
Often your first point of contact with the council will be through our contact centre or via our self-service web options. As such, we will need to process your personal data to deliver our services or put you in contact with one of our service areas for specialist support. We may process your information to receive and resolve general customer enquiries including:
Most of the information we receive is provided directly by you when you contact us. Occasionally we may receive information from third parties as part of active investigations or as referrals. We may collect:
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With whom |
When |
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Where the enquiry relates to another service area of the Council, the relevant service area Privacy Notice will outline how the information will be used.
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|
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Relevant internal service areas within the Council which are relevant to your enquiry including (but not limited to): · Revenue and Benefits (e.g. enquiries relating to council tax) · Elections (e.g. enquiries relating to the Electoral Register) · Public Spaces (e.g. enquiries relating to refuse and recycling) · Environmental health (e.g. enquiries relating to reports of environmental matters) · Tenant Services (e.g. when processing freedom of information requests)
|
When receiving enquiries for information. |
|
Police for the purpose of processing proof of life requests or active investigations. |
Upon receipt of a request.
|
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MP’s Office for the purpose of dealing with complaints. |
Upon receipt of a complaint. |
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Other local authorities such as Gloucestershire County Council for the purpose of resolving a particular enquiry. |
In response to an enquiry or request for information.
|
|
Government departments such as the Department of Work and Pensions or HMRC for fraud investigations. |
Upon valid request |
To manage and support the Councils strategies, policies and plans we may need to process personal information. Our legal basis for these purposes is Public Task as we are required to effectively manage our public funds and the services which they provide. Occasionally we may process special category data if it is relevant to a case and we do this for reasons of substantial public interest. We may process personal information to:
Often information is passed to the Executive office when it requires escalation. This is usually after data has been collected by a difference services area. Sometimes you may contact the Executive office or Corporate Governance service yourselves and provide information through forms or correspondence. We may process:
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With whom |
When |
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Relevant organisations (e.g. police, central government, or external contractors) we use or contact to carry out Council services for the purpose of investigating complaints or responding to the data subject’s request for information; or as otherwise legally required (e.g. courts or central government). |
We have a requirement to administrate and collect Council Tax and Business Rates from those who are liable. We also manage claims for Housing Benefit & Council Tax support.
Our lawful basis to process your personal data for these purposes are Public Task and Legal Obligation. We may occasionally use Consent and this will be signposted individually. These purposes are supported by the following legislation:
To deliver this service we may need to collect:
Most information for these purposes is provided by you. We may also receive your information from third parties if you are using support or where you haven't provided us your information it may be shared by landlords, estate agents, previous occupiers and other third parties to prove liability for charges.
Councillors may need to process personal information to be able to investigate matters which they have been asked to pursue in the interests of individuals and groups who live in their ward.
Personal information will be included as part of details of cases of interest, as part of information provided by signatories on petitions, responses to questionnaires and contact details for the purpose of communicating news and updates.
A Councillor performing work for or on behalf of the District Council is a processor of Council data.
For work completed in their capacity as a ward member the Councillor is the sole data controller.
A councillor does not need to register as a data controller with the ICO or pay a data protection fee under the Data Protection (Charges and Information) (Amendment) Regulations 2019.
The legal basis for a Councillors work is Public Task as an elected member.
When undertaking party political activities they will rely on consent.
For district council work most data is provided to a Councillor by the District Council. For Ward work most data is provided to a Councillor directly by constituents or third-parties supporting individuals. To provide their services a councillor may need to process:
Occasionally it may be necessary to collect special category data if it is relevant to your enquiry. A Councillor may ask for your consent to share this data (in which case you may opt out of it's sharing at any time), or where the is public interest they may rely on substantial public interest to process your information.
The sharing of data by Councillors will vary greatly depending on the specific issue they are dealing with. In general if you have a concern about a service, organisation or third-party it is reasonable to expect we will need to share at least some information about your case with this party. We may also share your information with third parties who may be able to resolve concerns such as:
Generally a Councillor will process information for the length of any active cases and then it will be stored for one year after to allow time for appeals or further investigations.
Data may be kept for longer if there is a legal requirement to do so.
If consent is withdrawn for support, case files will be deleted at the earliest opportunity where there is no legal requirement for their retention.
All data is managed in accordance with the District Council general privacy notice and reasonable security measures are in place to protect personal data.
The Democratic Services area is responsible for the management and administration of the Council's political functions. To deliver these services we need to process personal information to:
Our lawful basis to process personal data for these purposes is Public Task supported by the following legislation:
To deliver our services we may need to collect:
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With whom |
When |
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The Register of Members’ Interests for District Councillors and Parish and Town Councillors is published on the Council’s website. |
Upon receipt
|
|
The annual allowance (including expenses) received by each member is published on the Council’s website. |
Annually |
|
Agendas and reports for council and committee meetings are published on the Council’s website 5 clear days in advance of the relevant meeting. |
In advance of the relevant meeting |
|
Meeting details (minutes, decisions and webcasts) are published on the Council’s website. |
After the meeting has taken place |
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Internal council services which are relevant to your role including: Payroll & Human Resources for the purposes of paying allowances. |
Upon receipt |
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Photographs and contact details are published on the Council’s intranet which is open to view by Members and Council officers. |
Upon taking up office |
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Department of Works and Pensions for the purposes of paying member allowances. |
Upon receipt |
As part of the Council Plan, our Economic Development team manage the Economic Development Strategy. To achieve the strategy objectives we may need to process personal information to:
To deliver these services we may need to collect:
|
With whom |
When |
|
Relevant internal council service |
Upon request or where required for strategy goals |
|
Business directory |
Upon request |
Information is kept for the length of the project it relates to and up to 6 years after is required for a purpose (Limitation Act). You may withdraw your consent for newsletters and updates at any time by replying to one of our communications. Businesses may withdraw from the directory by contacting the economic development team. images and video may be kept as stock footage indefinitely. While you may withdraw your consent for an image/video, if it has already been published we may not be able to fully remove it from the world but we will take steps to remove it from platforms we control.
As a local authority we have a legal responsibility to run various elections across the District. We do need to process personal data to manage this service and our legal basis for this is Public Task under the following legislation: Representation of the People Act 1983, Representation of the People Regulations 2001, Electoral Registration and Administration Act 2013, and the Employment Rights Act 1996. We may also process some special category data under the substantial public interest legal basis where it is needed to determine voter eligibility, maintain electoral registers or process anonymous register applications. We use personal data to:
The ERO & RO is registered as a data controller for election purposes with the ICO (Ref: ZA146754). If you wish to make a complaint or have concerns about the use of personal data at any Stroud election please contact data.protection@stroud.gov.uk and include 'Elections' in your subject line.
We may collect the following information to run this service:
|
With whom |
When |
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To verify your identity, the data you provide will be processed by the Individual Electoral Registration Digital Service managed by the Cabinet Office. As part of this process your data will be shared with the Department of Work and Pensions and the Cabinet Office suppliers that are data processors for the Individual Electoral Registration Digital Service. You can find more information about this here |
At the time of registration |
|
The open Electoral Register may be purchased (in whole or in part) by anyone for any purpose. NB. Data subjects can opt out of this version of the register at any time. |
Upon request |
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The (full) Electoral Register can be accessed by anyone. The register is available for inspection at The Council Offices, Ebley Mill, Ebley Wharf, Stroud, GL5 4UB. |
Upon request |
|
Registered credit reference agencies can purchase the full register on 1st December each year and request monthly updates of the register for the remaining registration period (usually up to August the following year). |
Upon request |
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The full register may be requested lawfully for electoral purposes only by registered political parties, elected representatives (including MPs, councillors etc.), candidates, election and polling station agents, Parish/Town Councils and other eligible organisations (e.g. any police force in Great Britain, The National Crime Agency, etc.) |
Upon request |
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After an election or referendum, the persons listed immediately above may also request the Marked Electoral Register (which comprises details of whether living individuals have voted (but not how they have voted). |
Upon request within 1 year of the date of the election/referendum. |
|
Full registers will be provided to the British, UK Statistics Authority, the Electoral Commission, Boundary Commission and any other statutory recipients of the Electoral Register (e.g. the local boundary commission). |
Upon request or 1 December revised register publication |
|
The full register is provided to the central government National Fraud Initiative organisation. Further details can be found here. |
Upon request or at the time of the 1 December Revised Register publication. |
|
The full register is provided to the Jury Central Summoning Bureau to indicate those persons who are aged 76 or over and are no longer eligible for jury service (such persons being duly marked on the register provided). |
1 December Revised Register publication |
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Relevant details on the full register are occasionally shared with the Council’s Audit Services, Revenue and Benefits Service or Tenancy Management Services when they are investigating cases of fraud. |
Upon request |
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Contracted printers to print Poll Cards, Postal Packs and other election material. Their privacy information can be found here. |
When any written communication needs to be sent to you |
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The Council’s software provider will store the information on the Electoral Registration Officer’s instructions. |
Ongoing |
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The purposes of staff working an election or canvassing work, please also see additional Temporary Staff privacy notice. Your details may be shared with staff working on the election or canvass. We will also share your details with our payroll provider and provide your personal information to organisations such as the court service or HMRC (e.g. Real-Time Tax Purpose) |
During election or canvass periods |
|
The full register will be provided to the Department of Working Pensions (DWP) along with any local data assets such as council tax, housing benefit and any other datasets held by Stroud District Council for data matching for the purposes of the new Canvass Reform 2020 and for each annual canvass thereafter. |
At the time of the beginning of the annual canvass in early July. |
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Property responses (both electronic and paper return) as part of the annual canvass are co-ordinated by Civica Election Services on behalf of Stroud District Council. The provider’s privacy information can be found https://www.civica.com/en-gb/civica-election-services-privacy-policy/. |
During canvass period only |
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Any Boundary Review, Community Governance or Polling District Review’s consultation responses and supporting evidence will be anonymised and published as part of the relevant consultation response and final recommendations on our website, interested individuals who have submitted a response/interest, elected Members, Parishes & Towns, Gloucestershire County Council, any neighbouring authorities who need to provide comment, Local Boundary Commission for England and any Working Member Group established. |
The Council has a number of statutory and legal functions related to Environmental Protection and Animal Welfare. Our legal basis' for the following purposes is Public Task:
To deliver these services we may collect:
We may receive information from third parties reporting incidents or providing evidence for active investigations. These third parties may include the public, the police and other local authorities or government departments.
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With whom |
When |
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Police as part of the investigation of offences. |
Upon request or when necessary. |
|
Other local authorities, in particular neighbouring authorities where there may be cross-boundary issues or overlapping functions (e.g. Gloucestershire County Council services including Animal Health, Planning, Highways, Public Rights of Way). |
Upon request or when necessary. |
|
Environment Agency as part of the investigation of offences. |
Upon request or when necessary. |
|
Animal-related organisations including RSPCA and stray dog kennelling providers as part of the investigation of offences. |
Upon request or when necessary. |
|
Relevant agencies and organisations including (but not limited to): · Drinking Water Inspectorate · Health & Safety Executive · Public Health England · Her Majesty’s Courts and Tribunal Service (HMCTS) · Mains water providers. |
Upon request or when necessary. |
|
Members of the public where there is a statutory duty to provide a Public Register |
Ongoing |
We have a responsibility to ensure we administrate Council accounts and make or receive payments to stakeholders. Our legal basis for this is Public Task and Legal Obligation. We use personal information to:
To provide our finance services we may need to collect:
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With whom |
When |
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Bank & Banking Agencies (e.g. BACS). |
Time of making payments and collections |
|
Her Majesty’s Revenue & Customs (HMRC). |
Submission of various HMRC returns & orders of information |
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Her Majesty’s Courts & Tribunals Service (HMCTS) in relation to legal claims. |
When legal proceedings are commenced |
|
National Fraud Initiative (NFI) for the purpose of preventing and detecting fraud under Part 6 of the Local Audit and Accountability Act 2014. Under this initiative, the Council will participate in data matching exercises and council tax and business rates support information may be provided to the NFI to prevent and detect fraud. |
Annually |
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Gloucestershire County Council. |
During any insurance claim |
|
Relevant internal service areas within the Council including but not limited to: · Legal Services · Tenant Services · Revenues and Benefits |
At the time of processing payments or collecting debts, for the duration of insurance claims |
|
Debt collection Agencies for the collection of debts owed to the Council. |
Upon instruction |
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Our insurers and their agents (e.g. claims handlers, solicitors). |
During the contract of insurance |
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Non personal information (e.g. location details) relating to accidents that occur within the district will be shared with the Council’s insurance brokers and other insurance companies. |
For insurance renewals and procurement |
|
Medical or legal experts as part of an insurance claim. |
During any insurance claim |
|
External printers for sending correspondence on behalf of the Council. |
Upon instruction |
We have a requirement to investigate reports of fly-tipping under the Environmental Protection Act 1990. We also undertake enforcement actions such as fixed penalty notices for littering offences in the district.
Our legal basis for this processing is Public Task.
To provide this service we may process:
The Council has responsibilities to:
Our legal basis to perform these functions is Public Task.
To deliver these services we may need to process:
Most of this information is collected in the course of exercising our duties. Referrals, enquiries, reports and risks may also be provided by third parties including the public, health professionals, Health & Safety executive, Police, and Fire and Rescue services.
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With whom |
When |
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The Council will make certain information such as the name of a registered or approved food business operator, under Article 6(2) of Regulation (EC) 852/2004, publicly available on the Council’s public register. Information will also be shared with the Food Standards Agency to update the national Food Hygiene Rating Scheme.
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On receipt of an application and after inspection of relevant food businesses in connection with the food hygiene rating scheme. |
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Responsible authorities under the Health and Safety at Work Act 1974 in connection with the reporting and investigation of accidents and incidents including: · Health and Safety Executive · Trading Standards · Fire and Rescue Service · Care Quality Commission
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Throughout the investigation of accidents and incidents. |
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Her Majesty’s Revenues and Customs (HMRC) for the detection of fraud.
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Upon request or when necessary. |
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Police for enforcement, safeguarding, prevention and detection of crime and service delivery.
|
Upon request or when necessary. |
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Other local authorities, in particular neighbouring authorities where there may be cross-boundary issues or overlapping functions (e.g. Gloucestershire County Council Trading Standards, Fire and Rescue, Planning, Highways, Public Rights of Way, Social Services).
This information will be shared for enforcement, safeguarding, prevention and detection of crime and service delivery.
|
Upon request or when necessary. |
|
Environment Agency for enforcement, safeguarding, prevention and detection of crime and service delivery.
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Upon request or when necessary. |
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Other agencies and organisations including mains water providers, Drinking Water Inspectorate, Health & Safety Executive, Public Health England, and Her Majesty’s Courts and Tribunal Service for enforcement, safeguarding, prevention and detection of crime and service delivery.
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Upon request or when necessary. |
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Relevant internal council services including Community Services, Planning, Environmental Health, Licensing and Building Control for enforcement, safeguarding, prevention and detection of crime and service delivery
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Upon request or when necessary. |
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Information from the Personal Security Register to relevant staff for the purpose of alerting them to potentially violent or aggressive individuals.
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Upon request or when necessary. |
Our legal basis' for these purposes is Public Task as we have a statutory duty to provide these services. As we also often process special category data, so we have a full picture of your circumstances, and we do this for reasons of substantial public interest (i.e. to provide adequate housing and allocate it in accordance with the law).
Most of the information we process is given to us directly by you to provide our services. Sometimes we may also receive information about you from third parties who may be supporting you. These could include medical professionals, support agencies such as citizens advice, other housing providers, other local authorities or government departments.
The information needed for these purposes can be very broad as each individuals needs vary, however in general the data we process can include:
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With whom |
When |
|
Registered Providers of Affordable Housing |
When a bid is made by you on property |
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Internal council services which are relevant to your application, including (but not limited to) Revenues and Benefits and Tenant Services. |
Upon request |
|
Other local authorities, for the purposes of managing applications as well as for the prevention and detection of fraud. |
Upon request |
|
Housing and homelessness outreach and support services, where relevant to you or your household’s needs |
Upon request |
|
Police for the prevention and detection of crime. |
Upon request and when necessary |
|
Department for Work and Pensions for the prevention and detection of fraud |
Upon request |
|
External Audit to comply with statutory requirements |
Upon request |
|
The Housing Ombudsman in relation to complaints made against the Council |
Upon request from the Housing Ombudsman pursuant to a complaint |
|
Your data may be shared with other Gloucestershire local authorities, service providers and agencies including healthcare providers and organisations commissioned by the Council to provide services to you; relevant housing providers; and statutory authorities for the sole purpose of managing the effective delivery of services to support you in accessing and sustaining accommodation and related support services. |
Stroud District Council grants and administrates tenancies of its residential housing stock. To provide this service we must process personal information and our legal basis to do so is Contractual for tenancies, Legal for the maintenance of housing stock and Public Task for ensuring occupancy is accurately registered for the purposes of tax and utilities.
Our services are supported by a various legislation including: The Housing Act 1985, The Landlord and Tenant Act 1985, The Gas Safety (Installation and Use) Regulations 1998, Administration and Enforcement Regulations 1992.
Occasionally we may need to process special category data and this is done with your consent.
As part of our housing responsibilities we also have a duty to deal with reports of anti-social behaviour in and around our properties which often means the processing of personal information for the prevention and detection of crime.
We may also provide occasional community events or campaigns and any personal data will be processed by consent.
Most of the information we process comes directly from you through forms or when you contact us. Occasionally we may receive information from third parties or the public related to tenancy or property maintenance. To deliver our services we may process:
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With whom |
When |
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Internal council services which are relevant to your tenancy including (but not limited to): · Housing Benefit in relation to benefit claims · Council Tax for the prevention and detection of fraud · Housing Advice in relation to tenancy history · New Homes and Regeneration in relation to the decanting of council tenants. |
Upon request |
|
Department for Work and Pensions for the prevention and detection of fraud. |
Upon request |
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External audit to comply with statutory requirements. |
Upon request
|
|
Police for the prevention and detection of crime. |
Upon request and when necessary |
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Support agencies acting on behalf of tenants (e.g. P3, Citizens Advice Bureau, Shelter). |
Upon request subject to tenant’s prior consent |
|
Homes England (Regulator of Social Housing) to ensure compliance with statutory requirements regarding complaints against the Council. |
Upon request |
|
Local Government Ombudsman (LGO) |
Upon request of the LGO pursuant to the tenant’s complaint |
|
Housing Ombudsman |
Upon request pursuant to the tenant’s complaint |
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Members of Parliament or Councillors |
Upon request pursuant to the tenant’s complaint / contact |
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Housing Associations and other local authorities for the purposes of managing exchanges and transfer applications for housing as well as the prevention and detection of fraud. |
Upon request and when necessary |
Our legal basis for these purposes is Public Task as we are required to provide adequate housing and support development of shared ownership and new housing in the district.
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With whom |
When |
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Relevant contractors, sub-contractors and consultants for the purpose of accessing properties to undertake investigations associated with new developments as well as repairs during the defects period. |
During the defects period (usually 12 months from completion of the property). |
|
Relevant suppliers as part of the decant process |
During the decant process. |
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Relevant internal council services including (but not limited to):
|
During the legal sales, decant and audit process. |
|
Statutory consultees |
As part of the consulting process. |
|
Legal Advisors |
During sales and agreements. |
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Homes England |
Auditing of schemes provided with Homes England funding |
For the following purposes, our legal basis is Public Task:
To process and administer grant and loan applications for disabled facilities adaptations our legal basis is consent.
These services rely on numerous legislation which include but aren't limited to:
We may process the following information to deliver this service:
We may receive information directly from data subjects or through third parties if they are supporting an individual to make a grant or where a third party makes an enquiry related to a complaint or potential criminal act. The most common third parties we receive information from are other local authorities and the Environment Agency.
|
With whom |
When |
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Police for prevention of crime and disorder. |
Upon request. |
|
Other local authorities, in particular neighbouring authorities where there may be cross-boundary issues or overlapping functions (e.g. Disabled Facilities Grants, Land Drainage Functions). |
As necessary. |
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Gloucester County Council Social Services for the purpose of reporting safeguarding concerns regarding vulnerable persons. |
As necessary. |
|
Relevant agencies for the purpose of dealing with drainage and flooding matters (e.g. Severn Wye, Energy Agency). |
As necessary. |
Our legal basis for providing these services is public task as we have a statutory responsibility to assess and process right to buy application.
Most of the information for a Right to Buy application is provided to us directly by you on forms and when providing supporting evidence. We may process:
|
With whom |
When |
|
Valuer (Bennett Jones) for the purpose of valuing the property for Right to Buy purposes. |
During the Right to Buy process |
|
Surveyor (MJ Rees) for the purpose of providing a survey print for Right to Buy purposes. |
During the Right to Buy process |
|
Energy Performance Certificate for Right to Buy purposes |
During the Right to Buy process |
|
Local Authorities and Housing Associations where the Right to Buy applicant has had tenancies with other social landlords. |
During the Right to Buy process |
|
Local Authority Counter Fraud Unit and Audit Unit for the purpose of investigating fraud on Right to Buy applications |
During the Right to Buy process through to completion and post completion |
|
Ministry of Defence where the Right to Buy applicant has had Armed Forces accommodation. |
During the Right to Buy process |
|
National Anti-Fraud Network, Individual Insolvency Register (The Insolvency Service) and Stroud District Council Benefits Service for the prevention and detection of fraud. |
During the Right to Buy process |
|
Relevant internal council services for Right to Buy purposes including (but not limited to): · Legal Services · Tenant Services · Elections · Finance Services · Development Services · Revenue & Benefits
|
During the Right to Buy process |
|
Relevant internal council services for dealing with matters associated with transfer documents and deeds including (but not limited to): · Legal Services · Tenant Services · Development Services
|
Upon application |
|
Relevant internal council services for work associated with Shared Ownership properties including (but not limited to): · Legal Services · Tenant Services · Finance Services · Development Services
|
Upon application |
|
Stroud District Council Elections for the purpose of processing an Area of Outstanding Beauty (S157 of the Housing Act 1985, as amended) consent.
|
At S157 application for consent |
|
Gloucestershire County Council Highways for the purpose of Right to Buy application.
|
During the Right to Buy process |
|
External solicitors for dealing with solicitor enquiries that arise on Shared Ownership and Leasehold properties.
|
Upon receipt of enquiries |
|
Mortgage lender for dealing with a Deed of Postponement application. |
Upon receipt of Deed of Postponement application |
|
External solicitors for dealing with matters associated with transfer documents and deeds including (but not limited to): · Section 156a and Section157 enquiries under the Housing Act 1985 · requests for Deed of Release, Deed of Postponement and consent for alterations · Enquiries relating to the repayment of Right to Buy Discount.
|
Upon receipt of enquiries |
|
The First Tier Tribunal (Property Chamber) for the purpose of responding to an appeal regarding the landlord’s refusal of the Right to Buy application.
|
During the claim |
We have a requirement to administrate the Human Resources function of the Council for employees, applicants, councillors and third parties such as consultants, contractors etc.
Our lawful basis to process your personal data for these purposes are Legal and Contractual enforced by legislation including: Employment Relations Act 1999, Employment Rights Act 1996, Maternity & Parental Leave Regulations 1999, National Minimum Wage Act 1998, Part-Time workers Regulations 2000, TUPE regulations 2006.
We may process personal data to provide services including:
We may collect and process the following information to provide our services:
The Council has a requirement to issue and administer licences, permits, consents, authorisations, registrations and notices. We also process objections, complaints and queries from members of the public about licence applications, existing licences or other authorisations.
Our legal basis for this processing is Public Task under the following legislation:
To provide these services we may process personal information including:
|
With whom |
When |
|
The Council will make certain information such as the name of an applicant or the name of a licence/ consent/ permit/ authorisation holder publicly available on the Council’s public register in accordance with the Openness of Local Government Bodies Regulations 2014. (all licences)
|
On receipt of a new application, if a licensing hearing is held and once a licence/ consent/ permit/ authorisation has been granted. |
|
The Council is required to provide an applicant or licence holder copies of any relevant representations (including name and address of representor) that have been made about their application or licence in accordance with the Licensing Act 2003 Hearings Regulations 2005.
(Licensing Act 2003 premises licences and club premises certificates) |
Representations can be made about an application for a licence or a review of a licence. In accordance with Home Office Guidance sections 9.26 – 9.30, in exceptional circumstances, if the person making representation has genuine fears of intimidation or violence if their personal details such as name an address are divulged to the applicant or licence holder the Council may decide to withhold some or all of a persons personal details from the applicant or licence holder. |
|
Responsible Authorities under the Licensing Act 2003: · Police · Fire Service · Safeguarding Children Board · Trading Standards · Public Health · Planning SDC · Environmental Protection Team SDC · Health and Safety SDC
(Licensing Act 2003 licences and notices) |
On receipt of applications under the Licensing Act 2003 |
|
Responsible Authorities under the Gambling Act 2005: · Gambling Commission · HM Revenues and Customs · Police · Fire Service · Safeguarding Children Board
(Gambling Act 2005 licences and permits) |
On receipt of applications under the Gambling Act 2005 |
|
Police (all licence types) |
When checking suitability of an applicant at the time of application or renewal. When investigating a complaint, suspected offence or convictions for the purpose of determining continued suitability or detecting or preventing crime. On request for the safeguarding of children, vulnerable adults, or for the detection or prevention of crime. |
|
Home Office (all licence types) |
When checking validity of right to work in the UK for new applicants. When investigating a complaint or suspected illegal working in the UK. |
|
Driver and Vehicle Licensing Agency (DVLA) (hackney and private hire licences) |
When checking suitability of an applicant at the time of application or renewal and of continuing suitability. |
|
Motor Insurance Companies (hackney and private hire licences) |
When checking validity of vehicle insurance. |
|
Other Licensing Authorities where the applicant or licence holder may have previously held a licence (all licence types) |
When checking suitability of applicant or authorisation/licence holder that may have held licences or been refused and application by another local authority |
|
Her Majesty’s Revenue and Customs (HMRC) (all licence types) |
Annual returns sent to HMRC for the purpose of detecting tax fraud and individual cases on request from HMRC |
|
Department of Works and Pensions (DWP) ( all licence types |
As requested from DWP for the purpose of detecting benefit fraud |
|
Integrated Transport Unit (hackney and private hire licences only) |
As requested in relation to complaint or concerns about suitability of taxi or private hire licence holders that have Gloucestershire County Council school contracts On request for the safeguarding of children or vulnerable adults. |
|
3rd party organisations that process DBS criminal checks and DVLA checks (hackney and private hire licences only) |
On application and renewal and when relevant for managing the process for undertaking DBS criminal checks and DVLA checks for checking suitability of a new applicant and continuing suitability |
|
National Fraud Initiative (NFI) (all licence types) |
Annual Returns for the purpose of detecting fraud |
|
County Council Safeguarding (all licence types) |
When investigating a complaint, or safeguarding concern for the purpose of determining continued suitability or safeguarding children or vulnerable persons On request for the safeugarding of children or vulnerable adults. |
|
Gambling Commission (premises licences, permits, small society lottery registrations issued under the Gambling Act) |
When investigating a complaint and for the purpose of determining continued suitability |
|
Environment Agency (scrap metal dealer licences) |
When checking suitability of an applicant at the time of application or renewal. When investigating a complaint, suspected offence or convictions for the purpose of determining continued suitability or detecting or preventing crime National Scrap Metal dealers register hosted by the Environment Agency
|
|
3rd Parties involved in taxi and private hire assessments including GPs, driver assessment providers and authorised garages, meter fitters (hackney and private hire licences)
|
Checking suitability of applicant or licence holder or vehicle |
|
Internal council services which are relevant to your enquiry including (but not limited to): · Planning and buildings · Community and Environmental · Public Safety
|
Checking suitability of an applicant or site relating to a licence/authorisation application where relevant. When investigating a complaint, suspected offence or convictions On request for the safeugarding of children of vulnerable adults. |
The Museum in the Park (Stroud District (Cowle) Museum Service) is provided by means of a partnership between Stroud District Council and the Stroud District (Cowle) Museum Trust. The Council provide the operational management and funding for the service and the Trust are the legal guardians of the collections. Data is collected and processed by both bodies as joint controllers to deliver the Museum Service and follows the Data Protection Policies and Procedures set out by the District Council. The service may need to process personal information to:
Our legal basis' for these purposes is Contractual for memberships, collections and employees/volunteers. For newsletters, feedback and enquiries we will use consent. We will also use Legitimate Interest for general monitoring of usage to ensure we're providing the services our communities value.
To deliver these services we may need to collect:
|
With whom |
When |
|
Shared with event provider/workshop in appropriate cases.
|
Before scheduled event. |
|
Photographs may be sent to printers/publishers for the purposes of producing Museum material.
|
Upon request. |
|
District Council Officers and Councillors |
When required for the administration of the museum and employee/volunteer details for HR purposes. |
|
The Public |
When comments, feedback or images are used for promotion or where you have signed an on display comment book |
|
Mailchimp |
For the processing of newsletters and emails to supporters |
|
Civica pay and/or Gov Pay |
When processing a payment |
The Council has a statutory requirement to:
Our legal basis for processing data for these purposes is Public Task related to, but not limited to the legislation of:
To deliver these services we may process:
|
With whom |
When |
|
Your information will be shared with other services within the Council including Building Control.
|
During the determination of a planning application. |
|
Questions and request for information may be shared with Gloucestershire County Council which includes the following service areas: Strategic Planning, Transportation and Education. |
During the determination of a planning application. |
|
Your planning application and associated documents will be published on the Council’s planning website (Public Access). |
In accordance with statutory requirements. |
|
Statutory consultees.
|
During the determination of a planning application. |
|
Historic England |
During the determination of a planning application. |
|
Environment Agency |
During the determination of a planning application. |
|
Homes and Communities Agency |
During the determination of a planning application. |
|
Natural England |
During the determination of a planning application. |
|
Historic England |
During the determination of a planning application. |
|
Highways England |
During the determination of a planning application. |
|
Planning inspectorate.
|
During a planning appeal. |
The Councils Planning Strategy service has a responsibility to:
Our legal basis' for these purposes is Public Task.
|
With whom |
When |
|
Questions and request for information may be shared with County Council which includes the following service areas: Strategic Planning, Transportation and Education. |
Upon request or when necessary. |
|
The Civil Aviation Authority |
Upon request or when necessary. |
|
Environment Agency |
Upon request or when necessary. |
|
Homes and Communities Agency |
Upon request or when necessary. |
|
Natural England |
Upon request or when necessary. |
|
Office of Rail and Road |
Upon request or when necessary. |
|
Historic England |
Upon request or when necessary. |
|
Gloucestershire National Health Trust |
Upon request or when necessary. |
|
Highways England |
Upon request or when necessary. |
|
Marine Management Organisation |
Upon request or when necessary. |
|
Business Directory |
Upon request or when necessary. |
Property Services may need to process personal information to provide the following services:
Our legal basis for processing data for these purposes is Public Task where managing Council assets and Contractual when providing commercial services.
To provide this service we may process:
|
With whom |
When |
|
Elected members for work associated with the management and maintenance of the Councils’ property portfolio. |
Upon application |
|
Elected members for work associated with the acquisition and disposal of the Councils’ property portfolio. |
During the letting/disposal process |
|
Commercial agents for the purpose of marketing properties for disposal (freehold and leasehold). |
During the letting/disposal process |
|
Valuers (Bruton Knowles) for the purpose of valuing properties for asset valuations. |
Upon instruction |
|
Town and parish councils for work associated with the disposal of land and property.
|
During the disposal process |
|
External solicitors for dealing with associated works relating to transfer documents and deeds.
|
Upon receipt of enquiry |
|
External solicitors for dealing with associated works relating to the letting of property.
|
Upon application |
The council has a responsibility to manage a number of public spaces and their associated functions. Our lawful basis for providing the services related to these spaces is Public Task supported by legislation outlined here.
To provide these services we may need to collect:
|
With whom |
When |
|
Applicants, next of kin and authorised individuals in relation to burials and cemeteries.
|
During burial process. |
|
Funeral Directors for purposes of administering burials.
|
During burial process. |
|
Relevant contractors (e.g. Idverde) for purposes of administering burials.
|
During burial process. |
|
Registrar for purposes of administering burials.
|
During burial process. |
|
Relevant external contractors for dealing with commons, trees, play areas and service level requests.
|
In response to a request. |
|
Relevant internal council services including (but not limited to): · Legal Services in relation to accident claims for play areas · Finance in relation to public burials · Customer Services in relation to public burials · Environmental Health in relation to public burials.
|
In response to a request. |
|
External solicitors in relation to accident claims for play areas. |
During claim process. |
The Council has a duty to promote and protect the welfare and safety of children, young people and vulnerable adults in line with:
To report safeguarding concerns and where necessary refer concerns onto the Gloucestershire Multi Agency Safeguarding Hub (MASH) we may need to process personal information. We may also be required to share personal information at Multi Agency Risk Assessment Conferences (MARAC). Our legal basis for this is Public Task or in a high risk situation Vital Interests. Individuals may have the right to withdrawal from the service where it does not put them at high risk of harm.
More information on our safeguarding can be found on our safeguarding webpage.
To provide this service we may collect:
|
With whom |
When |
|
Internal council services that are relevant to your case including the Safeguarding Operational Lead. |
Within 24-48 hours from form completion.
|
|
Gloucestershire Multi Agency Safeguarding Hub (MASH) consists of the following organisations:
· Gloucestershire County Council Children and Social Care services, Education services and Public Health services · Gloucestershire Police · Gloucestershire Fire Service · Gloucestershire Clinical Commissioning Group · Gloucestershire Care Services NHS Gloucestershire · Gloucestershire Domestic Abuse Support Services: Splitz Ltd and Greensquare Ltd.
|
If the case reaches a level 3-4 on the Gloucestershire Levels of Intervention threshold, the Council will share all relevant details with MASH via a Multi Agency Referral Form (MARF).
Information will also be shared with MASH where the case details are to be used as evidence towards a larger case. |
|
Gloucestershire Safeguarding Children Board (GSCB) to comply with statutory guidance. |
If requested by Gloucestershire Safeguarding Children Board (GSCB). |
|
Gloucestershire Safeguarding Adult Board (GSAB) to comply with statutory guidance. |
If requested by Gloucestershire Safeguarding Adult Board (GSAB). |
|
Department of Education to comply with statutory guidance.
|
If requested by Department of Education. |
|
Cases will be discussed for learning purposes anonymously at Stroud District Council Safeguarding Group meetings, without any personal details being shared.
|
Quarterly per annum.
|
|
Safeguarding groups to confirm relevant actions have been taken where a referral has been received. |
When relevant to the case and to confirm duty of care. |
The Council owned Stratford Park hosts many events throughout the year and is available for hire. To provide this hiring service we do need to process personal data and our legal basis for this is contractual.
Applicants will provide us their personal information on an event notification form.
To deliver this service we may need to collect:
|
With whom |
When |
|
Relevant internal Council services including, but not limited to: Community Services, Licensing and Environmental Health. |
Upon request or when necessary |
|
Police as part of the event booking or investigation of offences and to prevent crime and disorder |
Upon request or when necessary |
|
Environment Agency as part of the event or investigation of offences |
Upon request or when necessary |
|
Animal-related organisations including RSPCA and SDC Animal Health Team as part of the event or investigation of offences within the park |
Upon request or when necessary |
|
Relevant agencies and organisations including, but no limited to:- Ubico Grounds Maintenance |
Upon request or when necessary |
|
Other local authorities, in particular neighbouring authorities where there may be cross-boundary issues or overlapping functions – for example Gloucestershire County Council services such as Animal Health, Highways and Environmental Health |
Upon request or when necessary |
|
Members of the public where there is a statutory duty to provide a Public Register |
Continuing |
Active Lifestyles Stroud District is a Council owned leisure facility with sites in Stroud and Dursley . The facility runs and manages a range of services and will need to process personal data to:
Our lawful basis to process your personal data for these purposes are Contractual where you have a membership or have signed up for a services/class etc., Legal Obligation for health & safety and safeguarding, and for newsletters Consent. Where you have provided health information for health & safety purposes we process this with you explicit consent.
To deliver our services we may need to collect:
Stroud District Council (SDC) deliver youth and community work with and for young people in the Stroud district through its dedicated youth service. Find out more about our youth work.
To provide this service we need to process personal information. Our legal basis for this processing is Consent. Participants have the right to withdraw consent and can do so by contacting their youth officer or via our contact us page.
|
With whom and why |
When |
|
Relevant Schools and Colleges for the purpose of supporting members in their educational environments and to highlight their participation in SDC youth service projects and programmes outside of such places. |
As and when required |
|
Relevant organisations that deliver or promote services for young people for the purpose of members influencing the policies and practices of services delivered for young people with view to making improvements. This also promotes the work and achievements of members in their community. |
As and when required |
|
Agencies relative to Safeguarding in Gloucestershire e.g. SDC Safeguarding, Gloucestershire Safeguarding Children’s Board Multi-Agency Safeguarding Team, Children’s Services and the Police for the purposes of complying with SDC Safeguarding Policy. |
As and when required |
|
Other Local Authorities and their commissioned service providers for the purpose of: members influencing the policies and practices of services delivered for young people with view to making improvements. This also promotes the work and achievements of members in their community. |
As and when required |
|
General Media and Social Media including; SDC and Stroud Youth Voice websites, Newspapers, Facebook, Twitter, Instagram for the purposes of communicating information about SDC youth service projects and programmes. This also promotes the work and achievements of members in their community. |
Daily and weekly |
|
British Youth Council (BYC) for the purpose of enabling members to influence BYC projects and programmes and subsequently the policies and practices of national organisations including the UK Government. This also promotes the work and achievements of members in their community. |
The 2030 programme and theretrofitcentre.org are projects of Stroud District Council and partner organisations to reduce the climate impact within Gloucestershire. Any information processed will be used to raise climate awareness and provide information or services to individuals and businesses to help reduce climate and environmental impact. Most of the information we process is provided directly by users of our services to:
Please see our general privacy notice at stroud.gov.uk/privacy for our contact information and your information rights.
If you provide it to us, we will process the following personal information to provide our services:
|
With whom |
When |
|
Severn Wye Energy Agency |
When a request for support or advice is submitted |
|
Retrofit Contractors |
When necessary |
|
Gloucestershire County Council |
Upon request or when necessary |
|
South Gloucestershire County Council |
Upon request or when necessary |
|
Gloucester City Council |
Upon request or when necessary |
|
Cotswold Borough Council |
Upon request or when necessary |
|
Tewkesbury Borough Council |
Whenever a user identifies that they live in Tewkesbury Borough through the survey. As a partner organisation pseudonymised information may also be shared for reporting purposes. |
How long do we keep your information?