City Centre Wardens privacy notice

This privacy notice should be read in conjunction with Colchester City Council’s Privacy Policy.

This privacy notice sets out what personal data we will use, how we will use it, and why we need to in respect of our city wardens. City wardens are responsible for dealing with environmental and anti-social behavior issues. We have wardens distributed across three areas of Colchester: 

• North Zone Wardens 
• South Zone Wardens 
• City Centre Wardens 

Information collected

We collect and process personal data that you give us, which may include:

• Name
• Contact details (address, telephone number, email address)
• Date of birth
• Details of incidents
• Information required for carrying out PNC vehicle checks

We may collect special category data such as details of medical conditions if relevant and appropriate.

Agencies we may share your data with

Whilst working with you, we may share your information with some of the following third parties:

• Relevant support agencies or referrals
• WISE Enforcement agency
• Law enforcement bodies
• Other authorities (if applicable and required by law)

The council will also use the information for the purpose of performing any of its statutory enforcement duties.

The purpose and lawful basis for processing

The lawful basis for processing your personal data is a legal obligation GDPR Article 6 (1)(c) and the performance of a public task GDPR Article 6(1)(e).

When we collect your ‘special categories of personal data’ such as health, we rely on the following legal bases under GDPR Article 9(2):

• (b) processing is necessary for carrying out the obligations and exercising specific rights of the controller or of the data subject in the field of employment and social security and social protection law in so far as it is authorised by law providing for appropriate safeguards for the fundamental rights and interest of the data subject.
• (g) processing is necessary for reasons of substantial public interest relating to the following conditions under Data Protection Act 2018, Schedule 1, Part 2:
  • statutory purposes (the exercise of our legal functions)
  • preventing or detecting unlawful acts
  • protecting the public against dishonesty
  • regulatory requirements relating to unlawful acts and dishonesty etc
  • preventing fraud
  • safeguarding of children and of individuals at risk
  • safeguarding of economic wellbeing of certain individuals

We need the above information to respond to any complaints or queries and, if necessary, support any investigations which may include legal action. We only request the minimum amount of information and ensure that it is stored securely. 

Systems we use to support our service 

Colchester City Council uses a system called COLBAC DISC system. Our City Centre Wardens access this system but Colchester City Council is not the data controller.  

This system is used in collaboration with the Police if the Police wish to build a case for an order. 

Information collected: 

• Basic personal details (name, address, postcode, date of birth);  
• Offences, including alleged offences; 
• Image 

Agencies we may share your data with 

• Law enforcement 
• Other authorities (if applicable and required by law) 

We will also use the information for the purpose of performing any statutory enforcement duties. 

The purpose and lawful basis for processing  

The lawful basis for processing of your personal data is Public Task, Article 6(1)(e) 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. 

Section 8 of the Data Protection Act 2018 (DPA 2018) says that the public task basis will cover processing necessary for: 

• the administration of justice; 

Length of time we keep your personal data

We will only hold your personal data for 7 years and in line with our retention schedules. For the COLBAC DISC system details will remain on the system until 12 months after the last event.

How we protect and store your personal data

We take the confidentiality of personal information very seriously and use recognised security and access controls to protect your information from unauthorised access, loss, misuse, alteration or corruption. We have procedures and processes in place to ensure that your personal information is managed appropriately.

Your information may be held outside of the UK. Where this is the case, we ensure that additional measures are in place to protect your data and to ensure that we continue to comply with data protection requirements.

We use cloud providers and online application providers to help us run our business. Therefore the use of some of our systems may include the transfer of your personal data to other countries. Your data will only be transferred to other countries which have adequate provision in place to protect personal data to an equivalent level as personal data held in the UK.

Updates to this privacy notice

We will continually review and update this privacy notice to reflect changes in our processes and procedures, as well as to comply with changes in the law. When such changes occur, we will revise the 'last updated' date on this notice. We encourage you to periodically review this notice and to be informed of how we are protecting your information.