Field Officer service privacy notice

Brighton & Hove City Council is committed to protecting your personal information.

As a data controller, we have a responsibility to make sure you know why and how your personal information is being collected. This is in accordance with relevant data protection law.

The primary laws which govern how Brighton & Hove City Council collects and use personal information (known as data) about you are:

However, Field Officers are also subject to other specific laws which define when and for what purposes it can use your personal data.

Why we are collecting your data and our lawful basis for doing so

We are collecting your data for the purpose of supporting other teams throughout the council and helping them with inspections and enforcement action, including the issuing of some notices. Information is used to help resolve issues in order to reduce demand on other services.

Information collected by Field Officers can also be used to report issues to the relevant teams that residents are unable to deal with. Contact details that Field Officers hold will be used to communicate in relation to any inspections and enforcement action that they are undertaking.

Field Officer’s may also attend community meetings in which data may be collected to support residents in finding solutions to issues raised.  

The council has powers to act from one of the following pieces of legislation:

  • Anti-Social Behaviour, Crime and Policing Act 2014
  • Criminal Justice and Public Order Act 1994
  • Local Government (Miscellaneous Provisions) Act 1976 & 1982
  • Housing Act 1985, 1996 & 2004
  • Town and Country Planning Act 1990
  • The Town and Country (Planning) Control of Advertisements (England) Regulations 2007
  • Planning (Listed Buildings and Conservation Areas) Act 1990

We also have duties, specifically relating to the following:

  • Environmental Protection Act 1990
  • Licensing Act 2003

Sometimes it is also essential we collect special category data, and in these instances the lawful basis would fall under substantial public interest, specifically the Data Protection Act (2018), Schedule 1, Part 2, Paragraph 6 ‘Statutory etc. and government purposes’; and Paragraph 10 'Preventing or detecting unlawful acts'.

The data we may collect

Personal Data

  • Contact details; including name, address, email address, telephone number, etc.
  • Information about your family
  • Social and personal circumstances
  • Housing information relating your council tenancy
  • Visual images, personal appearance and behaviour
  • Licenses or permits held
  • Business activities

Special Category Data

  • Physical or mental health details
  • Racial or ethnic origin
  • Gender and sexual orientation
  • Offences (including alleged offences)
  • Religion
  • Criminal proceedings, outcomes and sentences

Who we’ll share your data with

Your data may be shared internally with Planning Services, Traveller Liaison Team, Seafront Services, Housing, Community Safety, Regulatory Services.

We may also share your data externally with the Police.

Data that is shared is always done:

  • on a case-by-case basis
  • using the minimum personal data necessary to provide the service
  • with the appropriate security controls in place
  • in line with legislation

Information is only shared with those agencies and bodies who have a need to know, or where you have consented to share your personal data.

We may use the information we hold about you to assist in the detection and prevention of crime or fraud.

We may also share this information with other bodies that inspect and manage public funds.

Holding your personal information

We will not keep your data for longer than is necessary, subject to any legal obligations we have to retain the data.

How long we keep it will vary according to the services you are involved with, and the lawful basis for processing within those services.

However, the principles we will use to determine how long your data will be kept include:

  • what type of services you received, and whether you are still receiving them
  • whether we are still under a legal obligation, either to you or under UK Law
  • any standards and guidance set out by the various regulators for our functions
  • whether you have expressed a preference that your data be retained, such as exercising a right to restricted processing

Field Officers will hold your personal data for two years from closure of the case. If we receive information where we decide no action is necessary then we will keep that information for one year from date it was received. Information passed to other teams within the council may be held for longer, according to their retention schedules.

How your data will be stored

Your information will be stored on electronic databases, document management systems and on paper records.

Who can access your data?

We will only make your information available to those who need to know, in order to perform their council role.

How do we protect your data?

Examples of the security measures we use are:

  • training for our staff, making them aware of how to handle information securely, and how and when to report when something goes wrong
  • we use encryption when data is being sent, meaning that information is scrambled so that it cannot be read without access to an unlock key. The hidden information is said to then be encrypted
  • where possible, data will be pseudonymised, meaning that your identity will be removed, so that work can be done without your identity being known by the people doing that work

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.

Regular testing of our technology and ways of working, including keeping up to date on the latest security updates (called patches).

Transferring data outside the European Economic Area

Your information is not processed outside of the European Economic Area.

Your individual rights

You have the following rights in relation to your personal information:

The right to be informed – you have right to know about the collection and use of your personal data. We will inform you through our service-specific notices

The right of access – you can request to know what we hold on you, along with an explanation for how it is used by making a Subject Access Request

The right to rectification – you have the right to ask us to update, amend or change your information if it is factually inaccurate or incomplete

The right to restrict processing – you have the right to request that we limit using your personal data for specific purposes. If you do not believe we have a lawful basis for a particular purpose, or where you consider the data to be incorrect. Upon receiving a restriction request, we are obliged to consider our use of the data and provide you with a response

The right to object – you have the right, in certain circumstances, to object to us collecting, using and storing your information. Upon receiving a request of this type, we are required to stop using your data whilst we investigate and provide a response

Automated decision making and profiling - we will tell you if we make an automated decision, including profiling, with your personal information. If we do this you have the right to ask us to make this decision manually instead

At present, the council only uses automated decision processes to identify first round offers of school placements. These offers are subject to appeal and you have the right to seek a review of your school placement offer by a council officer.

How to get advice or make a complaint

Data protection contacts

If you wish to discuss any of your data protection rights, you can contact the Data Protection Team on 01273 295959 or by email at data.protection@brighton-hove.gov.uk

Contact the council's Data Protection Officer 

Whilst we would prefer that you contact us first with any concerns that you might have, you can also contact the Information Commissioner’s Office. The ICO is the national regulator with responsibility for ensuring compliance with data protection.

Information Commissioner’s Office

You also have the right to lodge a complaint with a supervisory authority. Contact details for the ICO is stated below:

You can contact the ICO:

  • on their website
  • by telephone: 0303 123 1113
  • by post: Wycliffe House, Water Ln, Wilmslow SK9 5AF

This Privacy Notice will be subject to review when there is a change.