What do we use data for?
To deliver a Corporate Complaints Service and ensure that your complaint is passed to the relevant service area for a response, we record and retain personal information as appropriate to circumstances, depending on the nature of your complaint we may be required to share your information with third party service providers. Personal Data is only processed by the service when at least one of the following conditions is met:
- There is consent of the Data Subject.
- It is necessary for the performance of a contract with the Data Subject.
- It is necessary for compliance with a legal obligation.
- It is necessary to protect the vital interests of a Data Subject or another person.
- It is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the Data Controller.
- It is necessary for the purposes of legitimate interests pursued by the Data Controller or a third party.
The relevant condition will vary due to circumstances, but in the main, condition 5 is the main reason personal information is kept and used by this service.
How do we use personal data?
Data is used as described in the Councils Full Privacy Notice on the council’s website at: Council Full Privacy Notice link . The service will comply with the requirements of applicable data protection legislation. Details of corporate data protection procedures are on the Councils website at: Data Protection
The Council is required by law to protect the public funds it administers and so may use any information you have provided for the prevention, detection and investigation of fraud and irregularity, for the performance of a contract, or, task carried out in the public interest, or to comply with a legal obligation. Part 6 of the Local Audit and Accountability Act 2014 and the Accounts and Audit (Wales) Regulations are the Legal basis.
When you contact Corporate Complaints will routinely collect certain personal information from you, for example: your name, your phone numbers, your email address and your home address and the nature of your complaint, at times, we may need or you will want to supply other personal information but the type of information we collect will depend on the nature of the complaint, or comment and this could relate to many of our different services.
The Council may also provide personal information to third parties, but only where it is necessary, either to comply with the law or where permitted under Data Protection legislation. If your complaint is not resolved to your satisfaction, the Council will also share information with the Ombudsman’s office when requested by them.
What is the legal basis for obtaining and processing personal information?
This is necessary for the performance of our function.
How long do we keep personal data for?
The Regulatory and Housing Services document retention schedules contain information about how long we keep different types of information, the complaints retention periods is current year plus 2. When we dispose of personal information, we will do so in a secure way.
What are my rights in relation to my personal data?
Full details of how you may request personal data are available of the council’s website at: Data Protection - Applying for your data