Privacy Notices - Community Safety Partnership Privacy Notice

The Swindon Community Safety Partnership is a service that exists to make sure that all member agencies are working together to help keep Swindon’s adults safe from harm and protect their rights.

Our Community Safety Team collect personal data relating to witnesses, victims, alleged perpetrators of crime and anti-social behaviour. We also collect data on vulnerable individuals.

The gathering of information is necessary for the Service to perform a task in the public interest and in undertaking its official functions.  These functions have a clear basis in law under Article 6 GDPR 2018, the Anti-Social Behaviour Crime and Policing Act 2014, the Housing Act 1985, the Housing Act 1996 and the Prevention of Social Housing Fraud Act 2013.

A Privacy Notice is a statement issued by an organisation which explains how personal and confidential data about individuals is collected, used and shared. 

Swindon Borough Council will act as a “Data Controller” for any personal data that you provide to us.  We will ensure that the data given to us is processed in line with our Data Protection Act 2018 (DPA 18) and the EU General Data Protection Regulations. (GDPR).

Personal data relates to a living individual who can be identified from that data. Identification can be by the information alone or in conjunction with any other information in the data controller’s possession or likely to come into such possession. The processing of data is governed by the General Data Protection Regulation 2016/679 (the “GDPR”).

The information we collect and sometimes hold about you would include, but is not limited to: 

• name
• date of birth 
• address 
• contact details (phone/mobile/email) 

We may ask you for further details where required and appropriate to enable us to respond to any of your enquiries, as well as to provide you with our services: 

• Ethnicity 
• Nationality  
• Marital status 
• Names of children 
• Next of kin 
• Name of your GP 
• Physical or mental health condition  
• Name and contact details of someone providing you with support 

This list is not an exhaustive. 

We comply with our obligations under the GDPR by keeping personal data up to date; by storing and destroying it securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data. 

We use some information about you to:  

• deliver services and support to you 
• manage those services we provide to you 
• train and manage the employment of our workers who deliver those services 
• help investigate any worries or complaints you have about your services 
• keep track of spending on services 
• check the quality of services 
• help with research and planning of new services 

We collect this data to protect our communities from harm with the emphasis on the prevention of incidents. We have a duty to develop and implement strategies to:

• prevent crime and address community safety 
• reduce crime and anti-social behaviour in the area 
• record, investigate and resolve complaints of anti-social behaviour 
• combat the misuse of drugs, alcohol and other substances 
• reduce re-offending in the area 
• safeguard children, young people and adults with vulnerabilities 

We will only share your information with relevant partner agencies, with the intention of preventing antisocial behaviour and Crime.  

Section 115 of the Crime and Disorder Act 1998 provides a legal basis for sharing information between Community Safety Partnership (CSP) member agencies where it is necessary for fulfilling the duties contained in the Act. 

Schedule 2, Part 1, Para 2 (1) of the Data Protection Act 2018 specifies an exemption from many UKGDPR obligations if the processing is for the purposes of the prevention or detection of crime. Schedule 8 Paragraph 4 permits the sharing of sensitive personal information for the safeguarding of children and of individuals at risk with the purpose of protecting an individual from neglect or physical, mental or emotional harm.

We will do what we can to make sure we hold records about you (on paper and electronically) in a secure way, and we will only make them available to those who have a right to see them. 

Examples of our security include:  

• encryption, meaning that information is hidden so that it cannot be read without special knowledge (such as a password). This is done with a secret code, or what is called a 'cypher'. The hidden information is said to then be 'encrypted'. 
• pseudonymisation, meaning that we will use a different name so we can hide parts of your personal information from view. This means that someone outside of the Council could work on your information for us without ever knowing it was yours. 
• 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)

We will keep your Report for seven years after which your data will be deleted in accordance with the Swindon Borough Council Retention Schedule.  

The Data Protection Act affords you a number of rights, these include: 

• a right of access - You have the right to ask us for copies of your personal information. This right always applies. There are some exemptions, which means you may not always receive all the information we process.  
• a right to rectification - You have the right to ask us to rectify information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete. 
• you have the right to ask us to erase your personal information in certain circumstances
• your right to restriction of processing - You have the right to ask us to restrict the processing of your information in certain circumstances.
• your right to object to processing
• you have the right to object to processing if we are able to process your information because the process forms part of our public tasks, or is in our legitimate interest
• you can find out more about your rights from the information commissioners website - Your data protection rights | ICO

In the event that you wish to complain about the way that your personal data has been handled by Swindon Borough Council, you should write to the Data Protection Officer and clearly outline your case. Your complaint will then be investigated in accordance with our customer complaint procedure. 

If you remain dissatisfied with the way your personal data has been handled, you have the right to complain to the Information Commissioner’s Office at www.ICO.org.uk. You may refer the matter to the Information Commissioner’s Office whose contact details are below: 

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

Email: casework@ico.org.uk 

This website also contains information on data protection and your rights and remedies. 

You are under no statutory obligation to provide personal data to Swindon Borough Council during the casual worker recruitment process. However, if you do not provide the data, we may not be able to process your application properly or at all. 

A yearly audit will take place on personal data to ensure that we remain legally compliant in accordance with current data protection legislation. 

You are viewing the Privacy Notice for the Community Safety Partnership.

Read the main Privacy Notice