Haringey Council’s Information Charter
The council collects, holds and processes lots of information including personal information about the people it serves, including local residents and businesses. It does this for a number of reasons, but a key reason is so that we can provide better services to you.
This Information Charter explains what happens when we collect personal information about you. It sets out the standards that you can expect from us when we collect and use (process) information about you. It applies to information we collect about:
- Visitors to our website
- People who use our services
- Complainants and other individuals who make freedom of information, environmental information of data protection requests to us
It also explains how you can access information about you (your personal data) and what you can do if you think we are not meeting the standards set out in this Information Charter.
The Data Protection Act 1998 is the legal framework that requires us to use your personal information fairly and lawfully. The Information Commissioner’s website (external link) has more information about this Act.
What kinds of personal information do we collect and what do we do with it?
We collect information about you when you contact us about using council services; when you use our website, and when you complete on line or hand written forms. For example we may collect your name, address, email address, telephone number and other relevant personal details. We may share this information within the council or to third parties working on our behalf where the law allows it. This is designed to help us to improve and develop the services you receive from us.
We will use your personal information for a number of specific purposes:
- For the reasons you gave us the information in the first place and to monitor how we respond to your request (for example processing a parking permit request, a registration for council tax, a benefit claim)
- To contact you with information about activities and services that are appropriate to your particular needs or interests
- To make sure we meet our legal duties for example under health and safety law or equality laws, and where needed, to protect individuals from harm
- Where we have to process the information to meet our law enforcement functions, for example trading standards, licensing, planning and for the prevention and detection of crime, fraud and corruption
- To assist the Council Electoral Registration Officer to meet our legal obligations for compiling and maintaining the register of parliamentary and local government electors
- To process financial transactions including those handled by the council on behalf of external government bodies
- To ensure we meet our legal duty to protect the public funds we administer by data matching
We may also use your personal data for other specific purposes where we have your consent to do so, and for the purposes allowed under the Data Protection Act.
We will make your personal information anonymous so that we can analyse the data we hold to help us plan and target services more effectively.
Data sharing agreements
From time to time we agree to share data with partner organisations (such as local health providers).
Making sure we meet the requirements of the Data Protection Act
We will always follow the rules in the Data Protection Act and:
- Make sure your personal data is processed lawfully and fairly
- Use it for the purposes set out above and not in a manner which conflicts with those purposes
- Only collect and keep data we really need and where it is proportionate to do so
- Ensure the data is accurate, kept up to date and deleted when no longer needed
- Adopt high standards in handling and using your personal data and keeping it safe and secure
- Consider and address any privacy risks when we change the way we collect and hold personal information, for example when introducing new technology or systems
- Make it easy for individuals to access and correct their personal data and request its deletion from our records
- Provide training to our staff handling personal information and taking action (including disciplinary action) if they misuse or do not look after personal information appropriately
Will we disclose information to third parties?
We may disclose your personal information to a third party where it is necessary, where we have to do so under a legal rule, or where the Data Protection Act allows us to do so. Examples are for the prevention or detection of fraud, or where a third party is carrying out work on behalf of the council. The council will require the third party to have in place systems and procedures to protect your personal data.
If the data to be disclosed to a third party is sensitive personal data we will not do so without your prior consent unless we are legally required to do so.
The council will not use any of the personal information you provide to us for marketing purposes without getting your consent, and no personal information will be passed on to third parties for commercial purposes.
How can you check what information is held about you, tell us when you want to change it and/or ask us not to share it?
If you think the information we hold about you is not accurate, contact the data protection team at: email@example.com so that any errors can be investigated and put right.
If you want to check what information is held about you within the council you can make a Subject Access Request. We will give you a description of the information we hold about you and copies of that information.
Help us by making sure you give us accurate information and let us know of changes (such as a change of address) as soon as they happen.
If you believe that by processing your personal data we are likely to or are causing unwarranted and substantial damage or distress you can ask us not to process it by contacting the data protection team.
We will consider your request and respond to you explaining our decision.
What other information do we collect?
We collect information when you visit our website and we use this to track the use of our website and this helps us improve the site and the information we are providing to you. This information does not contain personal data and cannot be tracked back to an individual.
We have a legal duty to have regard to the impact of our policies and procedures on various groups of people based on their age, sex, religion and belief, race, sexual orientation, gender reassignment, marriage and civil partnership, pregnancy and maternity. Gathering information on these factors helps us develop and implement our policies fairly to all and meet our legal obligations. The statistical data we collect for these purposes does not allow us to identify individuals.
The Data Protection Officer within the council is responsible for ensuring the standards within this Information Charter are met. The DPO can be contacted at: firstname.lastname@example.org
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