Data Protection and Privacy
- Right to access your information
- How to ask for your personal information (Subject access request)
- How much will it cost?
- When will you get a response?
- What if you are not happy with the way we deal with your request?
- Access to CCTV footage
- The right to be informed (privacy and transparency)
- Other rights
- Data Protection Officer contact details
Right to access your information
Under data protection laws you have the right to be given copies of the personal information (data) that we hold about you (the right to access).
How to ask for your personal information (Subject access request)
If you wish to submit your request by post, please send to our Data Protection Officer, whose contact details are given in the 'Data Protection Officer contact details' section below.
We will need proof of your identity - particularly where you do not have an address within Winchester district. This is to make sure that we do not send your personal information to the wrong person.
Your Proof of Identity will normally be copies of two documents (scanned or photocopy) which show your date of birth, name and current address – for example your driving licence, passport, utility bill or council tax bill. If you are unable to provide two suitable documents, please contact us by email or by post to discuss.
The Information Commissioner’s web-site has some useful information about how to access your personal data: ico.org.uk/for-the-public/personal-information
How much will it cost?
There is normally no charge for you to access your personal data (there are a few exceptions where the amount of information is excessive or where you ask for extra copies of the same information). We will tell you if for any reason there is a charge.
Depending on the type of information you ask for and how you would like the information to be provided to you, we may provide electronic or paper copies. Sometimes you may prefer to visit the offices to be shown the information. Generally if you don’t express a preference, we will respond to you in the same way you contact us. Our preference is for electronic communication where possible - as it is quicker and cheaper.
When will you get a response?
Once we have enough information from you to find your personal information, we have one calendar month to respond to you. If a request is complicated or includes a lot of information we can extend this by a further two months. If we cannot respond within one month, we will let you know when we expect to respond and explain the reasons.
Access to CCTV footage
Winchester City Council operates several CCTV systems. Data Protection laws allow you to ask for CCTV footage that identifies you. We will need to know as much information as possible about where and when you think you have been recorded on our CCTV systems (time, date and place). You will also need to produce a current photograph so we can identify you in the footage. Further information about our CCTV system, including the location of CCTV cameras can be found here: winchester.gov.uk/parking/cctv
The form you can use is here: CCTV Subject Access form (docx, 182kb).
The right to be informed (privacy and transparency)
When we collect personal data about you, either direct from you or from anybody else, we must tell you how and why we collect and use that information. We must provide you with information including: why we use you personal data, how long we keep it for and who we share it with. This is called “privacy information”.
As a local authority we collect and use information for many different reasons. Usually we need to use your information because we need it to:
- carry out a contract or agreement with you;
- comply with a legal requirement or obligation;
- carry out one of our public tasks (statutory functions);
We do not usually need ask for or need your consent to hold and use your personal information however, if we do, you have the right to withdraw consent at any time.
At the time we collect the information from you – whether that is on an on-line or paper form, by email or by phone or via our web-site or an app we will always aim to make it clear to you what we do with your information. This will usually be in a short Privacy Notice – because we don’t think you want a full explanation every time you contact us.
Our general Privacy Statement can be viewed here. The aim of the general Privacy Statement is to give you a full explanation of how and why we collect and use your personal data. We also provide Privacy Information that is specific to departments.
If you have any questions about how we use your personal information, please contact our Data Protection Officer (see section below).
Data Protection laws give you other rights (as well as the rights to be informed and to access information explained above) . These rights do not apply in all circumstances - it depends on why we hold your information .
These rights are:
- The right to rectification (to correct your data if you think it is wrong)
- The right to erasure (the right to be forgotten)
- The right to restrict processing (we can store your personal data but not use it)
- The right to data portability (to obtain from us and re-use personal data that you have given us)
- The right to object (to ask us to stop using your personal data)
- Rights in relation to automated decision making and profiling
You can exercise any of these rights verbally or in writing – we have one calendar month to respond to you. We can increase this , if we need to, by a further two months where the request is complicated or if we receive a number of requests from you.
If you wish to exercise any of these other rights (other than subject access), you can use this form (docx, 181kb) or contact our Data Protection Officer
Data Protection Officer contact details:
- Email: firstname.lastname@example.org
- Post: Data Protection Officer, Winchester City Council, City Offices, Colebrook Street, Winchester SO23 9LJ
- Phone: 01962 840 222