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Community safety and engagement privacy notice

1. Council contact details

1.1. West Northamptonshire Council

Registered Office:
One Angel Square
Angel Street
Northampton, NN1 1ED
Contact centre telephone: 0300 126 7000

The Data Controller is West Northamptonshire Council

ICO registration number: ZA896620

The team can be contacted by email at [email protected] 

1.2. This privacy notice sets out the information for the Council’s Community development and engagement activity, which covers all community engagement and development activities of West Northamptonshire council, including:

  • Well Northants and the work of community development workers
  • The Community Cohesion team and their work
  • Community celebrations and events
  • Community forums, including:
    • Disabled People's Forum
    • Diverse Communities Forum
    • LGBTQ People and Allies Forum
    • Women's Forum
    • Youth Forum
  • Welcoming spaces initiative (including the online directory and associated cost of living work and Community Cafés)

2. Information that we hold

2.1. Information about the types of data we collect to deliver this service

The personal and special category data we collect varies according to the purpose of the contact. Applications for our services are not restricted to people living or working in Northamptonshire. Anyone is entitled to contact the Council about our service. 

The information we hold may include:

  • Your name (including forename and surname)
  • Your address (including postcode)
  • Your telephone number(s)
  • Your email address
  • Payment details (card numbers etc.) which are held securely and encrypted in the Council’s Financial systems
  • Further personal details such as gender and age (including date of birth)
  • Unique Identifier (i.e. NI number or similar)
  • Imagery (photographs & video footage
  • Occupier details
  • Tenancy arrangements

Where applicable we will also collect and process Special Category Data relating to:

  • Health data
  • Social Care data
  • Racial or ethnic origin
  • Health, disability & behavioural data
  • Social Care data

3. How and why your information is collected and used

3.1. How we collect this personal information

Most of the personal information we process is provided to us directly by you in the following ways:

  • Face to Face
  • Reports
  • Application form
  • Telephone
  • Email or in writing

3.2. Why we collect your information

There are a number of reasons why we need to collect and use your personal information.

Some of what we do in community safety and engagement is governed by legislation, set nationally, which requires us to provide various services across West Northamptonshire. 

We process personal data to deliver public tasks outlined in the follow pieces of legislation:

  • Health And Safety at Work Act 1974 (HASAWA)
  • Human Rights Act 1998
  • Equality Act 2010

The information we collect, and store, is also used to provide an auditable record of service delivery, and enables us to contact people initiating reports/issues to request further information or provide updates.

Where we collect information, we always limit this to only the details that are needed. We ensure that data is used and stored safely and securely. We require anyone we share information with, or who uses it on our behalf, to do so too.

All community safety and engagement staff have received training on data protection and information security.

3.3 Lawful processing

We rely on the following lawful reasons to process your person data in the Property Response Service 

UK GDPR Article 6

e. Processing is necessary for the performance of a task carried out in the public interest.

UK GDPR Article 9

g. Processing is necessary for reasons of substantial public interest.

4. What we do with the information

4.1 How we use your personal information

We collect information about people who contact the Council to: 

  • Contribute to applications or consultations
  • Make enquiries and requests
  • Take part in community initiatives such as Well Northants and Welcoming spaces
  • Become a member or access information about of one of our Community Forums
  • Make a report or complaint

The information we collect varies according to the purpose of the contact.

The information will only be used for the purposes stated when it was collected. Information will not be sold, rented, or provided to anyone else, or used for any other purpose than that for which it was originally collected unless required to by law.

4.2. Who we share your information with

In order to deliver a range of community engagement and development services, to undertake our statutory and non-statutory duties as a Local Authority, and for us to deliver associated projects or programmes, it is often necessary for us to share information across the council with:

  • our contractors partners or agents including:
    • Elected Councillors and Parish Councils
    • other partner agencies and government departments such as:
      • West Northamptonshire Public Health
      • The Children's Trust
      • Police (in regard to community safety)
      • North Northamptonshire Council
      • The University of Northampton
      • other Authorities

When we publish information in public, we will follow procedures that we have in place to remove personal data associated with the record wherever possible. 

Minutes from Forum meetings, The Welcoming Spaces directory and community cafes will be published onto WNC’s website.

We will share personal information with law enforcement agencies or other authorities only if required by applicable law, and in accordance with UK GDPR and the Data Protection Act 2018.

4.3 Automated Decision making

We do not use automated decision making for this processing.    

4.4 Data Profiling

There is no profiling undertaken in relation to this processing. 

5. How long we keep your information for and how we securely dispose of it after use

5.1. Information about how your personal data is kept

We only keep information for as long as it is needed in line with the council’s retention schedule. This will differ according to the type of information we hold and its purpose. 

It will be based on either a legal requirement (where a law says we have to keep information for a specific period of time), a regulatory requirement or accepted business practice. 

5.2 We will securely dispose of your information in line with the Council's Retention Schedules.

6. How we store your information

6.1. Physical (paper) records

Physical paper records may be collected, for example at community events. This information will be transferred as soon as practically possible into an electronic format as per section 6.2. 

All paper records will be destroyed using the councils certified waste system.

6.2 Electronic information

Digital data is securely stored on the council’s computer network or on cloud severs in the UK, EEA and in countries with adequacy or that have a regulator approved Privacy Framework (such as the USA).

7. Your data protection rights

7.1. The law gives you a number of rights to control what personal information is used by us and how we can use it. Please see section 15 of the council’s Privacy Policy for further information.

7.2. Please be aware that your rights may differ depending on the lawful basis for processing your personal data.

8. Who to contact

8.1. If you would like further information about how we use your personal information, or you wish to exercise one of your data rights or you wish to complain about the use of your personal information please contact the Data Protection Officer.

8.2. If you are still dissatisfied with how we have used your data once you have made a complaint through the council’s internal complaints procedure you have the right to complain to the ICO.

The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113

9. Changes to this Service Privacy Notice

9.1 Privacy notices are live documents and will be updated or revised periodically in line with service changes and / or new legislation requirements.

This privacy notice was last updated October 2024.
The update reference number is: PNS/24/035/F

Last updated 31 October 2024