Personal data* (information) that is collected may vary depending on the situation. This can include:

• Contact information: Name, email address, phone number and postal address.
• Communication details: Correspondence via email, phone or social media.

* The term ‘personal data' relates to any data that could potentially identify a specific individual. The following are classified as ‘personal data’: name, age, address, postcode, place of birth, date of birth, gender and national insurance number. Additionally, any information that can be used directly or in conjunction with other data to identify, contact or locate an individual is considered personal data.

The information is used by the Climate Change Team. It may also be shared with other Council departments or external partner agencies where necessary and, only when legally permitted, to fulfil our obligations, assist in safeguarding or deliver services more effectively.

Under the UK General Data Protection Regulation (2018), the Council collects and uses this information under powers given to local authorities (councils).

We process your personal data on the following legal grounds

1. You have provided consent for us to process your data for specific purposes.
2. Processing is necessary for the performance of a contract with you or to take steps at your request before entering such a contract.
3. Processing is necessary for compliance with a legal obligation to which we are subject.
4. We have a vital interest in processing your personal data to protect someone’s life.
5. We need it to perform a public task, which means carrying out a public function and/or power that is set out in law. For example, a public task we may need to perform, is to contact a resident in regard to the progress with the installation of an energy efficiency measure, if there is an issue or to ask for feedback.
6. Processing is necessary for your legitimate interests or those of a third party (i.e. someone else or another organisation), and your rights do not override these interests. These interests can include commercial interests, individual interests or broader benefits to society. This justification cannot apply if we, as a public authority, are processing information to perform our official tasks.

In circumstances where we do not have the legal authority to use your information, we will always obtain your prior consent. You can find all the relevant legislation in Appendix 1 below.

We use your personal data to help support you with the delivery of our Warm Homes Local Grant scheme.

We may sometimes share the information we have collected about you where it is necessary, lawful and fair to do so. In each case we will share only the minimum amount of information, only when it is required and with:

• National Regulators (e.g. Information Commissioner’s Office, Investigatory Powers Commissioner)
• The Courts, judges, Crown Prosecution Service, employment tribunals, the Coroner
• Legal representatives of other parties
• Expert witnesses
• The Police and other crime enforcement agencies.
• Other public authorities (e.g. councils, government departments such as HMRC, DWP, Immigration etc)
• Land Registry
• Debt collectors
• Union representatives (with consent)
• Local archives office
• Elected Members & MPs (as your representatives)
• Contractors providing IT services

Your information is stored securely on a database and document management systems. These have strict password access and usage policies and procedures.

We have a retention schedule which details how long we keep various types of records. Records are kept for no longer than 6 years unless there is a legal requirement to keep them for a longer period. All records are destroyed securely when we no longer require them.

Under data protection law, you have rights, including the following:

• Right of access – You have the right to ask us for copies of your personal information.
• Right to know – You have the right to know how we process your information.
• Right to rectification – You have the right to ask us to correct personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
• Right to erasure – You have the right to ask us to erase your personal information in certain circumstances.
• Right to restriction of processing – You have the right to ask us to restrict the processing of your personal information in certain circumstances. Where possible, we will seek to comply with your request, but we may be required to hold or process information to perform our functions under the law.
• Right to withdraw consent – You have the right to withdraw consent at any time if we rely on your consent to process your information.
• Right to object to processing – You have the right to object to the processing of your personal information in certain circumstances.
• Right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.

If you wish to make a request, please complete the relevant form.

If you have any concerns or questions about how your personal information is handled, please contact our Data Protection Officer at dp@warwickdc.gov.uk

For independent advice about data protection, privacy and data sharing issues, you can contact the Information Commissioner at:

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

Tel: 0303 123 1113 (local rate) or 01625 545 745 if you prefer to use a national rate number.

Alternatively, visit ico.org.uk or email casework@ico.org.uk.