Read our privacy notice for information on how we collect, store and process your data.
Brighton and Hove City Council are committed to protecting your personal information and we take our responsibilities under the Data Protection Act 2018 and EU General Data Protection Regulation (GDPR) very seriously.
As a data controller we have a responsibility to make sure you know why and how your personal information is being collected in accordance with relevant data protection law.
We collect, hold, and process a considerable amount of information, including personal information which we need to help us deliver services to the City.
We will make sure that any personal information collected and used is done so in line with data protection principles.
Your personal information will be:
For full details of our policies and guidelines, and to make a request for information, read our Data Protection page.
The council is the data controller for purposes of the Data Protection Act (2018) and EU General Data Protection Regulation (GDPR) and is registered as a data controller with the Information Commissioner’s Office (ICO) under registration number Z5840053.
The council has an overarching Data Protection Policy which provides the high-level principles we operate to. This privacy notice describes how we ensure those principles are reflected into practice and explains what we will, and will not, do with personal information.
We do not sell personal details to any external organisations. External contractors may process information on behalf of the council. We require all these contractors to make sure they keep the personal information safe and prohibiting them from doing anything other than following our instructions.
Personal data includes basic details such as name, address, telephone number, date of birth, and notes and comments made about a person. The information may be held in paper files, electronically or both. This may include, but is not limited to computer entries, written correspondence, emails, letters, files, photographs, and video recordings.
Sensitive personal data (also known as Special Category Data) includes information on race or ethnicity, political opinions, religious beliefs, trade union membership, genetics, biometrics, health, sex life or sexual orientation.
The information we hold about you will be the information that you provide to register for a course plus details of any courses that you have taken This will include:
We hold your information so that we can provide training and development for your organisation and you, manage feedback, compliments, and complaints. This will include using your name and email address to contact you and your manager in the course of this business.
We aim to maintain high standards, adopt best practice for our record keeping and regularly check and report on how we are doing. Your information is never sold for direct marketing purposes.
We have strict controls on who can see your paper or electronic records. Nobody is allowed to see your information unless they have a valid reason and appropriate authorisation.
Our staff are trained to handle your information correctly and protect your confidentiality and privacy.
Your information is not processed outside of the European Economic Area.
Bookings data is held within Exchange online. The location of our Exchange online mailboxes is within the UK.
Completion records are also maintained at this time on a secure excel spreadsheet. Course completions for council staff will be migrated to a permanent Learning Management System
We collect and hold your data to provide you with training and development. If you are a member of BHCC (Brighton and Hove City Council) staff, then it is part of the Council's contractual arrangement with you and processing is necessary to carry out obligations in the field of employment. For other users of our services we collect and hold your data as part of our legitimate interests in providing training and development for you.
All information processed by Brighton & Hove City Council is subject to a retention policy which details how long we will retain the information. This is based on legal requirements and service needs. Care is being taken to ensure that records relating to Children's Services and the safeguarding of vulnerable adults are not destroyed inappropriately and therefore any training records that relate to these services will be held for 75 years. Any training records linked to Health & Safety and Occupational Health will be held for 50 years. All other training records will be held for 7 years.
Any sharing of personal data is always made:
We may also share your information if it is needed to protect you or someone else from harm.
As a data controller we have a duty to inform you of not only why your personal information is being processed but what rights you have regarding your personal information too.
You have the right to:
If you wish to exercise your information rights, contact:
If you have a concern about how we collect or use your personal data you can contact the Council’s Data Protection Officer.
We aim to resolve all complaints about how we handle personal information. You also have the right to make a complaint about data protection to the Information Commissioner's Office.
Contact them by post: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF or phone 0303 1231 113.
You can also make a complaint or find out more information on the Commissioner's Office website.
If your complaint is not about data protection, find details on how to make a complaint about a council service.
If this privacy statement changes in any way, we will place an updated version on this page.
By regularly reviewing this page you will ensure that you are always aware of what information we collect, how we use it and under what circumstances, if any, we will share it with others.
We are under a duty to share data within the council services for effective service provision. Your information will be shared with relevant services as stipulated in our Data Protection Notification with the ICO under the Data Protection Act 2018 and EU General Data Protection Regulation (GDPR)
We will endeavour to ensure your personal data will be processed in accordance with the Principles and Rights of the Data Protection Act 2018 and any disclosure(s) made will be in accordance with our Notification, which can be viewed on the ICO's website . A copy of the Notification is also available on request from the council.
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Brighton & Hove City Council is committed to the highest standards of quality of information. If you think that there are any errors or out of date information, notify us (explaining which page contains the error).
While every care has been taken in the compilation of this information, Brighton & Hove City Council will not be held responsible for any loss, damage or inconvenience caused because of inaccuracy or error within these pages. The Council does not endorse any external linked sites and is not responsible for their content.
Metrics and tracking information regarding MS Bookings can be viewed here: Metrics and activity tracking in Microsoft Bookings | Microsoft Learn.