Customer contact 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 complaints process and our cautionary contact register. 

Information collected

  • Customer name
  • Contact details (address, telephone number, email address)
  • Details of complaint, compliment or comment

Agencies we might share your information with

  • Local Government

The purpose and lawful basis for processing

The lawful basis for the processing of your personal data is public task. The Council has a requirement to process the above information for the investigation of Complaints, Compliments and/or Comments. We operate under the Data Protection Act 2018 and other regulations such as GDPR. We request the minimum amount of information and it is stored securely in our SharePoint libraries.

Length of time we keep your information

Three years after the case has been closed.

Cautionary Contact Register

Information collected. 

  • Name 
  • Address 
  • Email Address 
  • Date of Birth 

Categories of special category data collected if relevant to the case: 

  • Criminal proceedings in relation to the case 
  • Criminal Record 

Agencies we may share your information with: 

  • Police 
  • CCC departments where staff might need to visit the individuals home address (flag only) 

Purpose for processing 

The lawful basis for the processing of your personal data is GDPR Article 6(1): 
  • (c) legal obligation. 

When we collect you ‘special categories of personal data’, (such as criminal record) we rely on the following legal bases under GDPR Article 9 (2): 
  • (G) Reasons of substantial public interest (with a basis in law). 

We only require the minimum amount of information and ensure that it is stored securely.  

How long will we keep your personal data

We will hold your date for one year, except for serious offences when it would be up to 10 years depending on the offence. We will only hold your personal data for as long as necessary and in line with our retention schedules.  

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. 

Page last reviewed: 13 February 2024


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