Adults' Privacy Notice

• Personal identifiers such as: name, address, date of birth, phone number, email address and images from our CCTV cameras. We also collect health care details in some cases.
• Employee data such as: training qualifications, training records, bank details
• Financial information
• Enforcement actions
• Complaint information
• Licensing information

We also collect and process ‘sensitive’ personal information which can reveal your:

• Race
• Ethnic origin
• Political view
• Religion
• Trade union membership
• Genetics
• Biometrics - where used for ID purposes (for example facial recognition)
• Health
• Sex life, or
• Sexual orientation.

We take extra care with information that is sensitive, for example by using encryption when emailing it.

We collect your information:

• By face-to-face contact with Council officers
• When you apply for a job with us
• When you attend our premises for a specific purpose and provide your details
• When you submit information online, by email or by telephone 
• From planning and building control applications
• By registering births and marriages
• When you make a complaint
• Working in partnership with us
• For emergency planning
• From CCTV covering our property and land
• From enforcement investigations or actions
• From registering food and business premises with us
• From licensing applications
   

The Council will use your information for the following purposes including:

• Building Control and Licensing Functions
• Environmental Health functions
• Processing and administering the Planning Function
• Tourism, events and arts and cultural functions and services
• Marketing and communication of Council activities and services and inform you of other relevant Council services and benefits
• Responding to your comments, questions and provide customer service
• Human Resource functions, including recruitment and administration
• Council Committee management services
• Performance management, policy, diversity and equality
• Meeting legal obligations
• Financial service and transactions
• Providing and delivering products and services you request
• Operating and improving our sites, products and services
• Obtaining your opinion about our services to measure our performance and improve our products, services and customer experience
• Providing you with a public service that complies with its legal responsibilities
• Contacting you by post, email or telephone e.g. to update your information
• Preventing and detecting fraud and corruption in the use of public money  
• Ensuring we meet our legal obligations
• Law enforcement or investigation including the police
• Trading standards and food safety
• Assisting in responding to emergencies or major accidents in conjunction with the emergency services to help identify and support individuals

Under the UK GDPR, the lawful bases we rely on for processing this information are:

1. Your consent - Consent can be from you or your representative. You can remove your consent at any time. You can do this by contacting us at the address on this notice.
2. We have a contractual obligation – where a third party has entered into a contract with us or where you are an employee of our organisation.
3. We have a legal obligation – for example to disclose employee details to HMRC
4. We have a vital interest – for example in a civil emergency to safeguard lives
5. We need it to perform a public task – for example to record births, deaths and marriages or to provide waste collection services
6. We have a legitimate interest – for example investigating a complaint on your behalf

Data Protection law gives you the following rights including:

• Your right of access
  you have the right to ask for copies of your information we hold 
• Your right to rectification
  you have the right to ask us to rectify your personal information if you think it is inaccurate or 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 processing your personal data in certain circumstances
• Your right to object to processing
  you have 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 us to transfer information you give us, to another organisation, or to you, in certain circumstances 
   

We will only share your personal information with an external organisation or person if we have a legal basis.

Such as:

• A law enforcement agency, court, regulator, government authority or other third party to comply with legal or regulatory obligation, for example; Police Service of Northern Ireland, Her Majesty’s Revenue and Customs, or otherwise to protect our rights or the rights of any third party.
• External organisations that carry out services on our behalf and this requires providing them with access to personal data.

Your information is stored securely on electronic systems and in paper records. It will be treated in a confidential manner with strict access to it. We will not transfer your information to outside the UK unless we have a legal reason to, and we have assurances the information will be secured during and after transfer.

We will keep your information for as long as is necessary to meet the Council’s obligations and business purposes mentioned in this Notice. Your information will be held in line with the Council’s Retention and Disposal Schedule.

Different timeframes apply to different type of information, depending on reason collected, or if needed by law. You can contact us if you want to find out more.

When no longer needed, your information will be destroyed securely. On limited occasions we may keep it for longer than usual, but only where we can justify this – for example, CCTV footage for an investigation, accident, or claim.

Our website (www.lisburncastlereagh.gov.uk) has been developed to ensure your visits to it are as secure as possible.

To make our online services easy to use and reliable we, we sometimes need to place small amounts of information on your device, including small files known as cookies. These cannot be used to identify you personally.

We also use secure server software which encrypts all personal information, including your credit or debit card number, name and address. This software converts the characters you type into bits of code which are then securely transmitted via the internet.

If you have any concerns in our use of your personal information you can contact us by:

Email: dataprotection@lisburncastlereagh.gov.uk

Writing to: 
The Data Protection Office
Lisburn & Castlereagh City Council
Civic Headquarters
Lagan Valley Island

Telephone: 028 9244 7300

If you remain unhappy about the way we have managed your personal information you can contact the Information Commissioners Office (ICO) at:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 03031231113
www.ico.org.uk