Portsmouth City Council is a registered Data Controller (Registration Number Z5578313).
Portsmouth City Council tries to meet the highest standards when collecting and using personal information in accordance with data protection law.
This privacy notice tells you about how Portsmouth City Council collects and uses personal information. It applies to information we collect about people who register for the Connect to Work programme.
What information do we collect?
Portsmouth City Council, its Delivery Partners (Southampton City Council and Isle of Wight Council) and Suppliers will collect information about Connect to Work Participants. This information will include:
- Name
- Date of Birth
- National insurance number
- Contact details (email address, postal address, telephone number)
- Gender
- Employment status
- Residency status.
In addition to this some information is considered ‘special category data and needs more protection due to its sensitivity. This includes any information about an identifiable individual that can reveal their sexuality and sexual health, religious or philosophical beliefs, racial origin, ethnicity, physical or mental health, trade union membership, political opinion, genetic/biometric data.
As part of this activity, we may process special category data in relation to the following:
- Details concerning your health
Portsmouth City Council, its Delivery Partners and Suppliers use personal information to deliver the Connect to Work (CTW) service.
How we use your information
Portsmouth City Council, its Delivery Partners and Suppliers use personal information to deliver the CTW service. This will include informing the Department for Work and Pensions (DWP) of Participants starting and exiting the scheme.
Why do we need your personal data?
Portsmouth City Council, its Delivery Partners and Suppliers will collect and process the above data about you:
- For the purposes of administration in respect of your participation with the CTW programme
- To communicate with you
- To undertake reporting and research in relation to how well the CTW programmes work
- To determine your eligibility and suitability requirements to participate in the CTW programme
- To ensure that the services delivered meet your needs and are of the highest standards
- To support you with the management of health via an Integrated Care System to improve your health and wellbeing
- To better identify the support, you may require for the achievement of the CTW outcomes
- To monitor your outcomes achieved as a result of participation in the CTW
- To undertake analysis and evaluation related to employment support for CTW participants
- To support you into employment, by sending your CV/ application forms via email to necessary recipients, including employees
- To enable you to access the UK Government Funds.
How do we keep personal information secure?
Information will be kept securely on a system with access restricted to authorised and trained staff. Information will be exported to the DWP via a secure method.
Who do we share your personal data with?
Portsmouth City Council, its Delivery Partners and Suppliers may share your personal and special category data with DWP, DWP Evaluation Team and other bodies as permitted by law to ensure that CTW programmes are being delivered appropriately.
Portsmouth City Council, its Delivery Partners and Suppliers will use other organisations to either store personal data or use it to help deliver our services to you. Where we have these arrangements, there is always an agreement in place to make sure that the organisation complies with data protection law.
Sometimes we have a legal duty to provide personal data to other organisations.
Portsmouth City Council, its Delivery Partners and Suppliers may also share your personal data when we consider/believe that there is a good reason to do so, which is more important than protecting your privacy. This doesn’t happen often, but in these circumstances, we may share your personal data:
- to find and stop crime and fraud; or
- if there are serious risks to the public, our staff or to other professionals;
- to protect a child; or
- to protect adults who are thought to be at risk, for example if they are frail, confused or cannot understand what is happening to them.
For all these reasons, the risk must be serious before we can override your right to privacy.
If Portsmouth City Council, its Delivery Partners and Suppliers are worried about your physical safety or feel we need to take action to protect you from being harmed in other ways, we will discuss this with you and, if possible, get your permission to tell others about your situation before doing so.
Portsmouth City Council, its Delivery Partners and Suppliers may still share your personal data without your consent if we believe the risk to others is serious enough to do so.
If this is the case, Portsmouth City Council, its Delivery Partners and Suppliers will make sure that we record what personal data we share and our reasons for doing so. We will let you know what we have done and why, if we think it is safe to do so.
In addition to the above, we note that your personal and special category data may be shared with your employers, education providers, or other relevant third-party organisations to gather personal and special category data regarding your eligibility or your employment achievements within the programme, this may involve providing your name and national insurance number,
Furthermore, Portsmouth City Council, its Delivery Partners and Suppliers, DWP, and other relevant bodies may share your personal data to enable them to access the UK Government Funds or for the research and evaluation of the programme.
How long do we keep hold of personal information?
Records will not be kept for longer than necessary and in line with Department of Work and Pensions requirements (a period of up to eight years).
Consent
If we have consent to use your personal data for any particular reason, you have the right to remove your consent at any time.
If you want to remove your consent, please contact your CTW Employment Specialist to tell them about the personal data being used and where it is being used or the department using this data, so they can respond to your request.
Access to personal information
Individuals can find out if we hold any personal information by making a ‘subject access request’. If we do hold information about you, we will:
- give you a description of it;
- tell you why we are holding it;
- tell you who it could be disclosed to; and
- let you have a copy of the information in an intelligible form.
To make a request to the City Council for any personal information we may hold you need to put the request in writing addressing it to:
Data Protection Officer
Portsmouth City Council
Civic Offices,
Portsmouth,
PO1 2AL
Request forms are available to print and complete: Data-subject-access-request-form.pdf
Please bring your completed request form to ground floor reception at the Civic Offices, along with:
- a form of identification (passport or driving licence)
- a recent bank statement or utility bill.
The following may also be helpful:
- any former names
- former addresses
- any reference numbers given to you by Council services.
If you cannot come to the Civic Offices, have difficulty making a written request, or don’t have any form of identification please use the contact details below to discuss your request with us.
If we do hold information about you, you can ask us to correct any mistakes by, once again, contacting the Data Protection Officer.
Please be aware that we would not let you see any parts of your record which contain:
- Confidential information about other people; or
- Information that a professional thinks will cause serious harm to your or someone else’s physical or mental wellbeing; or
- If we think that a crime may be prevented or found out by disclosing information to you.
Individual’s may not be entitled parts to see parts of their record e.g. confidential information about other people, information that a professional think will cause serious harm,
Access to CCTV images
You also have the right to see CCTV images of yourself and be provided with a copy. For further information and details of exceptions, see the Council’s Community Safety and CCTV page.
You can ask to see CCTV images by making a subject access request using the Data subject access – request form or as detailed above.
Sharing or disclosing personal information
We will only do this if you have given your consent or where the law allows or requires us to. Here’s who we’ll share it with and why:
- other local authority departments and the Department of Work and Pensions to support their services to you and to ensure that you receive relevant services. We may also share your details with other relevant agencies, where appropriate
- third parties if we have reason to believe you have unspent convictions
- internal departments or external companies who carry out surveys for us, in the interest of our customers
- specialist tenancy support services
- our IT systems suppliers, for legitimate business use, to keep our systems safe to protect information
- external mailing providers who send you correspondence on our behalf and / or external messaging providers to send correspondence on our behalf
- we may share your details with social care and health services if we believe there are safeguarding concerns
- we may share your details with the police if we believe that a crime is taking place or to prevent crime
- we will only share with each person or organisation the details they need in order to provide their services or support to you or to perform their statutory duty.
How to contact us
If you want to request details of our privacy policy and how we collect and use personal information, you can contact:
Data Protection Officer
Portsmouth City Council
Civic Offices,
Portsmouth,
PO1 2AL
Email: DataProtection@portsmouthcc.gov.uk
Telephone: 023 9282 2251