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Derby City Council's Commitment to Security of Personal Data

The City Council has always taken and continues to take the confidentiality and security of personal information very seriously.

In light of recent breaches by a government department, the Council has reviewed current practices. We have enforced the policies that:

* email must never be used to send personal information external to the Council
* CDs being used to share data must be at least password protected before being sent by external post
* started to evaluate the use of encryption for CDs as an extra security precaution
* started to investigate ways of being able to securely share information between agencies electronically.

Our existing policy and practice includes measures such as:

* Having a Data Protection Act Policy and a website privacy statement that demonstrates our commitment to the Act
* using a Fair Processing Notice to tell our citizens and service users what information we collect, what we use it for and who we may share it with
* signing up to a Derbyshire-wide Information Sharing Protocol which documents all the best practice expectations of partner agencies for confidential and secure information sharing
* all employees have access to a wide range of advice, guidance and training and are regularly reminded of the importance of information security and their responsibilities under the Data Protection Act
* marking mail carrying data and sent externally as ‘Private and Confidential – to be opened by Addressee Only' and only sending it by recorded delivery
* employing dedicated officers in the Council who are responsible for data protection and ensuring we have robust procedures in place that minimise the risk of personal information falling into the wrong hands.

To date, we have yet to receive any reports of data being lost by any of the methods we use.

Data protection and subject access requests

Where you do provide us with personal information through this web site, it will be treated in the strictest confidence, in accordance with the Data Protection Act 1998 and we will only use it for the purposes it is given.

Your Information – our commitment

The Council holds a great deal of information, much of which is confidential. This may be information

Received from or about:

* our customers
* members of the public
* our business partners
* our employees
* elected councillors.

If we hold information about you, we assure you that we are processing it fairly and lawfully.

Your rights

* Your have the right to ask to see the information that we keep about you.
* To make sure you get the information that you are asking for, it will help if you tell us the service or department keeping your information.
* To help you do this, we will supply you with a form on which you can tell us what you need.
* We will supply the information within forty days, or give you a reason if we cannot do so.

Our rights

* We will charge a fee of £10 for providing the information.
* We will ask you for proof of identity before we give you the information.
* We will not pass on any information given by a third party, and will not identify the third party.
* From receipt of your £10 and proof of identity we will have forty days to comply with your request.

Acceptable Proofs of Identity

Building Society Account Book
Bus Pass - issued by Derby City Council
Driving License
Family Allowance Book
Identity Card - Civil Service, Armed Forces, Police
National Health Card
Pension Book
Rent Book
UB40 - Unemployment Benefit Card

Using and disclosing information

* We will only use or disclose the information about you in accordance with what we have told you, unless we are required to do otherwise for legal reasons.

Sharing information with others

* Sometimes we have to confirm or share information with other organisations. If we need to do this, we will make it clear to you on the forms you complete giving us the information.
* We will draw up an agreement with the organisation that we need to share the information with. This is so that both sides understand why the information is being passed on, and what use can be made of it.

Information quality

* We will make sure that the information about you is accurate and up to date when we collect or use it. You can help us with this by keeping us informed of any changes to the information we hold about you.

Information security

* We will keep information about you secure.
* We will protect your information against unauthorised change, damage, loss or theft.

Keeping information

* We will hold information about you only for as long as the law says. After this, we will dispose of it securely and properly.

Openness

* We will tell you what kinds of information we hold and what we do with it.

Access and correctness

* Whenever possible, we will let you see the information we hold about you and correct it if it is wrong.

In general

* We will comply with the Data Protection Act 1998 and any subsequent legislation on information handling and privacy.
* We will do this through the Council's Information and Data Protection Policies supported by our working procedures.
* We will help you with any questions or problems that you may have with the Data Protection Act 1998, the Human Rights Act 1998 or the Freedom of Information Act 2000.
* If we cannot help you, we will give you advice on where to write to get the information you may need.

Our commitment

* We will only collect information that is necessary for what we do.
* Be fair in the way we collect information about you.
* Tell you who we are and what we intend to do with the information about you.
* Where practicable, collect information directly from you.
* If we collect information about you from someone else, make sure you know that we have done this when ever possible.

The eight Data Protection principles

1. Personal data must be processed fairly and lawfully
2. Personal data must be obtained only for one or more specified and lawful purposes, and not be further processed in any manner incompatible with that or those purposes.
3. Personal data must be adequate, relevant, and not excessive in relation to the purpose or purposes for which they are processed.
4. Personal data must be accurate and, where necessary, kept up to date.
5. Personal data processed for any purpose or purposes must not be kept for longer than is necessary for that purpose or those purposes.
6. Personal data must be processed in accordance with the rights of the data subjects under the Act.
7. Appropriate security must be taken against unauthorised or unlawful processing of personal data and against accidental loss or destruction of, or damage to, personal data.
8. Personal data must not be transferred to a country or territory outside the EEA, European Economic Area, unless that country or territory ensures an adequate level of protection for the rights and freedoms of data subjects in relation to the processing of personal data.

Further information:

The Council's Data Protection Officer,
PO Box 629,
The Council House,
Derby DE1 2YL

Telephone: 01332 256262
Email: alison.jones@derby.gov.uk