Privacy notice for submit an information request

Privacy notice

1. Identity of the Data Controller and contact details

Rushmoor Borough Council is the data controller for the personal information you provide when making a request for information. You can contact the Council by phone on 01252 398222, via email to foi@rushmoor.gov.uk or by writing to us at Council Offices, Farnborough Road, Farnborough GU14 7JU. You can contact the Council’s Data Protection Officer at data.protection@rushmoor.gov.uk.

2. What we need your information for and the legal basis for it

We need your personal information to enable us to deal with requests made under the Freedom of Information Act, Environmental Information Regulations or similar legislation. The law allows us to use your personal information in this way as we have a legal obligation to reply to requests on and it is also one of the Council’s public tasks.

3. Use for any other purposes

If we need to use your information for any other purpose, we will normally inform you before using it, unless we believe you know about the new purpose already or there are legal reasons that prevent us from telling you.

4. Will you pass my information to anyone else?

In dealing with your request, we may need to share your personal details with other teams within the Council in order to locate relevant information, and to enable them to contact you if necessary and to reply to you. The teams we need to contact will depend on the type of information you are asking for.

The teams within the Council include our corporate management team, corporate projects, economic development, HR, community development, contract management, leisure projects, bereavement services, community health, regeneration, Alderwood leisure centre, parks and grounds maintenance, contract management - refuse and recycling, traffic management, parking, community safety, Princes Hall theatre and cultural services, communications, customer services, elections and electoral registration, strategy, performance and partnerships, environmental control and pollution, food / health and safety, licensing, private sector housing, housing strategy and enabling, housing advice, investigations team, accountancy, audit, payments, benefits, and local taxation, IT, facilities, print services, legal services, land charges, building and estates services, procurement, planning policy, conservation, development management and building control.

If you ask a Councillor for help we may pass information to them and other services to enable them to help you.

We may also pass information about you to third parties where permitted or required by law to do so. This may include other local authorities and government departments or agencies carrying out their public tasks.

5. How we will store and look after your information

Your data may be held both in paper form and electronically. All paper records are held securely in our filing systems and archives and no electronic records are stored in a country outside the UK.

6. How long we will retain your information

We will keep your details in accordance with our retention guidelines as published on our website.

7. Your rights concerning your information

The General Data Protection Regulation gives you a number of rights concerning your personal information. See the list below. Not all rights apply in every case – it will depend on the legal basis for collecting your information and how we use it.

• The right to be informed
• The right of access
• The right to rectification
• Rights related to automated decision making, including profiling
• The right to restrict processing
• The right to data portability
• The right to object
• The right to erasure

Further details on these rights can be found on our website www.rushmoor.gov.uk/dataprotection

8. Right to complain to the Information Commissioner's Office

If you are not happy with the way the Council is handling your personal information you have the right to lodge a complaint with the Information Commissioner’s Office. (ICO). You will find details of how to do so on the ICO website at https://ico.org.uk or by phoning their helpline on 0303 123 1113.

9. Why we need your information and the consequences of not providing it

We need your information in order to process your request for Information. If you do not provide it we will not be able to contact you if we need to clarify your request, ask for payment or enter into correspondence with you. You may also be unable to appeal to the ICO in respect of the Council’s handling of your request.