Privacy notice for Local Networks

Who we are and what we do

The 12 Local Networks (LNs) in County Durham bring together local people, councillors and partners to agree a Local Network Action Plan that identifies local priorities and explores ways to take action on them.

People can get involved in the Local Networks through LN Forums or by participating in LN Panel meetings. LN's have a decision-making panel of 21 people and associated funds, which can be used to support local projects that address the actions identified in the LN Action Plan.

At times, we will also consult to help us with setting our priorities and decision making. When consulting, we may ask people to provide us with equalities information about themselves to help us meet the Public Sector Equality Duty / Equality Act 2010. However, responses are optional. 

Further information and contact details for your local LN can be found by at About Local Networks.   

For the purposes of Data Protection, Durham County Council is the Data Controller.

The type of personal information we collect and how we collect it

We may collect the following types of personal data:

• your name
• address
• email address
• telephone number
• any other contact information that allows us to work as an LN

We may collect the following types of special category data:

• age 
• gender 
• disability
• sexual orientation
• religion or belief
• ethnicity 

*In the context of consultations, special category data is an optional response.

We may collect your personal data in a number of ways, for example:

• when you contact us via our websites or social media
• by telephone or email
• by paper forms / surveys
• face to face interview with an interviewer using a paper of electronic survey
• letter response which you send us 

What our lawful basis is to obtain and use your personal information

The lawful basis is provided under Article 6 of the UK General Data Protection Regulation (UK GDPR):

• 6 (a) the data subject has given consent to the processing of his or her personal data for one or more specific purposes. Such as when you sign up to our email list or forum.
• 6 (c) processing is necessary for compliance with a legal obligation to which the controller is subject.
• 6 (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.

The lawful basis for processing special category data is provided under Article 9 of the UK General Data Protection Regulation (UK GDPR):

• 9 (b) processing is necessary for the purposes of 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.
• 9 (j) processing is necessary for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes in accordance with Article 89 (1) based on Union or Member State law which shall be proportionate to the aim pursued, respect the essence of the right to data protection and provide for suitable and specific measures to safeguard the fundamental rights and the interests of the data subject.

How we use your personal information

We use your personal data to tell you about our services as well as handle your cases when brought to the LN. This includes:

• to provide you with our services, and to develop and improve the services 
• to ensure that the information we hold about you is kept up to date 
• to process funding applications
• to monitor projects funded via the LN and Durham County Councillors
• to inform you of the work of the LN, the work of partner organisations and information on local events, etc. 
• to comply with the Public Sector Equality Duty / Equality Act 2010 
• to help us make informed decisions 

We may not be able to provide/deliver the product and/or service unless you have provided the necessary personal information.

Some of our services use Artificial Intelligence (AI) tools to support us in our service delivery.  

Reasons we may share your personal information

Information may be shared with LN Panel Members. A full list of current LN Panel Members can be found at Local Networks and Area Action Partnerships.

When we consult, anonymised data may be provided to relevant organisations such as partners, stakeholders or statutory bodies.

Microsoft Office 365 is the platform used for many of the council's desktop and collaboration services. This cloud-based suite updates our previous versions of Microsoft Office and introduces new tools for a more collaborative working environment. View Microsoft's privacy information.

How your information is kept secure

The security of your personal information is important to us. This is why we follow a range of security policies and procedures to control and safeguard access to and use of your personal information.

We have multiple policies in place that define our commitments and responsibilities to your privacy and cover a range of information and technology security areas.

We also provide training to staff who handle personal information and treat it as a disciplinary matter if they misuse or do not look after your personal information properly.

Specific examples of security measures that are implemented for consultations include:

• Controlling access to systems and networks allows us to stop people who are not allowed to view your personal information from getting access to it.
• Training for our staff allows us to make them aware of how to handle information and how and when to report when something goes wrong.
• Regular testing of our technology and ways of working including keeping up to date on the latest security updates (commonly called patches).
• Paper responses are scanned into electronic secure systems and then destroyed. 

How long we keep your information for

We will not keep your information longer than it is needed or the law says we can. We will dispose of paper records or delete any electronic personal information in a secure way.

Our Records management page provides more details of records management and information within the council. 

Processing personal information outside of the UK/EU

Your personal data is stored on our IT infrastructure and shared with our data processors, Microsoft and Amazon Web Services. It may be transferred and stored securely in the UK and European Economic Area (EEA). If your data is stored outside the UK and EEA, it will have equivalent legal protection through Model Contract Clauses.

We can share information outside of this area when there is an adequacy determination in place. The EU uses the term 'adequacy' to describe other countries, territories, sectors or international organisations that it deems to provide an 'essentially equivalent' level of data protection for people's rights and freedoms.

Marketing

At no time will your information be used or passed to others for marketing or sales purposes, or for any commercial use without your express consent.

We do send you information about the work of your LN, the work of partner organisations and information on local events etc. We will request your consent before including you on the relevant LN mailing list. 

Your information rights

Your information rights are set out in the law. Subject to some legal exceptions, you have the right:

• Your right of access - you have the right to ask us for copies of your personal information. This is also known as a Subject Access Request (SAR). You can make a SAR by completing the online form on our Find out what information we hold about you page.
• Your right to rectification - you have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
• Your right to erasure - you have the right to ask us to erase your personal information in certain circumstances.
• Your right to restrict processing - you have the right to ask us to restrict the processing of your personal information 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.

How your rights work depends on the legal basis for collecting and using your personal information. The following rights are modified depending on the legal basis:

Further information

Our Data Protection Officer (DPO) provides help and guidance to make sure we apply the best standards to protecting your personal information. If something goes wrong with your personal information, or you have questions about how we process your data, please contact our Information Governance team at inforights@durham.gov.uk or write to:

DPO
Chief Executives Services
Council Offices
Green Lane
Spennymoor
County Durham
United Kingdom
DL16 6JQ

If we have not been able to deal with your complaint, you can also contact the .

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

Telephone: 0303 123 1113 (local rate) or 01625 545 745

You also have the right to request a copy of the personal information the council holds about you. To do this, you can apply online or download an application form from our Data Protection & Freedom of Information page or you can contact the data protection team at inforights@durham.gov.uk.

To learn more about these rights please see Information Commissioner's Office: Individual rights - guidance and resources. If you require general information about the Data Protection Act, information is available at Information Commissioner's Office: Individual rights - guidance and resources. Additionally, any complaints can be escalated beyond the ICO as outlined in GDPR Article 77 and GDPR Article 79.