Privacy notice for Local Government Reorganisation data sharing

1. Identity of the Data Controller and contact details

Rushmoor Borough Council is a Data Controller for your personal information it holds. You can contact the Council by phone on 01252 398 465 or by writing to us at Council Offices, Farnborough Road, Farnborough, Hampshire, GU14 7JU.  You can contact the Council’s Data Protection Officer at data.protection@rushmoor.gov.uk.

2. What data we collect and share 

Your personal data is processed for the purposes of carrying out our statutory responsibilities under the different legislative frameworks. This may include:

• Name and contact details
• Employment and workforce information
• Service user information where necessary for planning and continuity of services
• Financial and property related information
• Demographic and statistical information
• Other information required to assess the impact of reorganisation and support transition planning

3. Why we collect and use this data

We will only process and share information that is necessary and proportionate for the purposes of LGR. This may be to:

• Develop and evaluate LGR proposals
• Support transition planning and implementation
• Assess service delivery impacts
• Manage workforce and organisational change
• Meet legal and regulatory obligations
• Ensure continuity of public services

4. Lawful basis for processing

We rely on the following legal bases under the UK GDPR: 

• 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
• Article 9(2)(g) – processing of special category data is necessary for reasons of substantial public interest
• Article 9(2)(j) – processing is necessary for statistical purposes

Relevant conditions under the Data Protection Act 2018 include: 

• Schedule 1, Part 2, paragraph 6 – Statutory and government purposes
• Schedule 1, Part 2, paragraph 8 – Equality of opportunity or treatment 
• Schedule 1, Part 1, paragraph 4 – Research and statistical purposes

5. Who we share your information with

For the purposes of LGR, your personal data may be shared between multiple local authorities and partner organisations. Each organisation will act either as an independent data controller or, in some cases, as joint controllers where decisions are made together.

We may share your personal data with other local authorities involved in LGR, Government departments (e.g. Ministry for Housing, Communities and Local Government (MHCLG), public sector partners (e.g. NHS bodies, police, education providers), approved contractors and system providers supporting transition.

6. How long we keep your data

We will retain your data for LGR only for as long as necessary for purposes of delivering local government reorganisation and in line with our Retention guidelines.

Some data may continue to be retained and used for other purposes after the completion of the reorganisation. Data may be retained longer where required by law or for audit purposes.

7. How we keep your data safe 

We will take appropriate measures to protect your information, including data sharing agreements and information governance controls, secure IT systems and encryption, access controls, staff training, data minimisation and retention policies.

8. Your rights 

• Your right to be informed 
• Your right of access
• Your right to rectification 
• Your right to erasure (in certain circumstances) 
• Your right to restriction of processing 
• Your right to object to processing 
• Your right to data portability              
• Your right to withdraw consent 
• Rights related to automated decision making/profiling (not applicable here)

Further details on these rights can be found on our data protection pages.

To exercise your rights, please contact our Data Protection Officer at data.protection@rushmoor.gov.uk.

You also have the right to complain to the Information Commissioner’s Office (ICO) if you are unhappy with how your data is handled. Please visit the ICO website or call the ICO helpline on 0303 123 1113 

9. Changes to this notice 

This privacy notice may be updated from time to time to reflect changes to LGR activities, legal requirements or Council processes. The latest version will be published on this web page.