Legal notices

Who we are and what we do

The Electoral Services Section is committed to protecting and respecting your privacy. For the purpose of the 2018 General Data Protection Regulation, the Data Controller is (depending on the service) either the Electoral Registration Officer (for registration matters), or the Returning Officer (for election matters) based at the Town Hall, Mulberry Place, 5 Clove Crescent, E14 2BG

When you contact the Electoral Services Team, we are likely to ask you for certain personal information in order to be able to assist with your enquiry. Some of this information will need to be recorded and stored on our systems. This Privacy Notice aims to explain:

1. the different kinds of personal data we process
2. how we use your data
3. how we store your data
4. why we process your data
5. when and why we share your information
6. the legal grounds for processing your information.

Everyone working for Electoral Services has a legal duty to keep and process information about you in accordance with the law.

This notice explains why we ask for your personal information, how that information will be used and how you can access your records.

We process your data in accordance with the General Data Protection Regulation (GDPR) and UK privacy legislation and if you have any concerns or questions the Council’s Data Protection Officer can be contacted on DPO@towerhamlets.gov.uk.

The laws that govern the collection and use of this data

The following is a list of all primary and secondary legislation relevant to the collection, processing and retention of personal data:

• Local Government Act 1972
• Representation of the People Act 1983
• Electoral Administration Act 2006
• Electoral Administration Act 2013
• Representation of the People (England and Wales) Regulations 2001
• Representation of the People (England and Wales) (Amendment) Regulations 2002 and 2006
• Representation of the People (England and Wales) (Amendment) (No 2) 2006
• European Parliamentary Elections (Registration of Citizens of Accession States) Regulations 2003
• European Parliamentary Elections Regulations 2004
• Police (Scotland) Regulations 2004
• European Parliamentary Elections (Amendment) Regulations 2009
• Local Elections (Principal Areas) Rules 2006
• Local Authorities (Mayoral Elections) (England and Wales) Regulations 2007
• Greater London Authority Elections Rules 2007
• The Local Authorities (Mayoral Elections) (England and Wales) (Amendment) Regulations 2011
• The Local Elections (Principal Areas) (England and Wales) (Amendment) Rules 2011
• Greater London Authority Elections (Amendment) Rules 2012
• Neighbourhood Planning (Referendums) Regulations 2012

Why we need your information and how we use it

We use information about citizens, electors and voters to enable us to carry out specific functions for which we are responsible and to provide you with a statutory service.

We keep records about potential and actual electors, voters, citizens, candidates and their agents, staff employed at an election and the people we need to pay. These may be written down (manual records) or kept on a computer (electronic records).

What type of information is collected from you

The information we collect and process may include:

1. basic details about you, for example, name, address, date of birth and nationality
2. unique identifiers (such as your NI number),
3. scanned application forms & dates of any letters of correspondence
4. notes about any relevant circumstances that you have told us
5. details and records about the service you have received
6. your previous or any redirected address
7. the other occupants in your home
8. if you are over 76 or under 16/17
9. whether you have chosen to opt out of the Open version of the Register.

Who your information may be shared with (internally and externally)

This will include:

1. contracted printers to print polling cards, postal packs & other electoral material
2. to registered political parties, elected representatives, candidates, agents and other permitted participants who are able to use it for electoral purposes only
3. credit reference agencies, the British Library, UK Statistics Authority, the Electoral Commission and other statutory recipients of the Electoral Register
4. details of whether you have voted (but not how you have voted) to those who are entitled in law to receive it after an election
5. where the health and safety of others is at risk
6. when the law requires us to pass on information under special circumstances,
7. crime prevention or the detection of fraud as part of the National Fraud Initiative.

How long we keep your information (retention period)

In order to provide you with this service, we rely on our legal obligations. The Electoral Registration Officer & Returning Officer are independent statutory post holders and are obliged to process your personal data in relation to preparing for and conducting Elections.

Your details will be kept and updated in accordance with our legal obligations and in line with statutory retention periods.
Anyone who receives information from us has a legal duty to keep it confidential.
We are required by law to report certain information to appropriate authorities – for example:

• where a formal court order has been issued.
• to law enforcement agencies for the prevention or detection of a crime
• to the Jury Central Summoning Bureau indicating those persons who are aged 76 or over and are no longer eligible for jury service.

Partner organisations

The process of checking citizens’ personal identifiers to ensure eligibility for inclusion in the Electoral Register, is controlled by the Cabinet Office via the Governments Individual Electoral Registration Digital Service.

The process includes:

• The Department for Work and Pensions who use data provided to verify the identity of new applicants
• The Cabinet Office will inform the old local authority of people who have moved area

Information will be processed within the European Economic Area (EEA) and will not be shared with overseas recipients.

If your details are in the Open version of the Electoral Register, your name and address can be sold to third parties who may use it for any purpose. You can opt out of this version at any time and are given the opportunity when you apply to register to vote and annually as part of the Canvass of all households.

To verify your identity, when you apply to be registered to vote the data you provide will be processed by the Individual Electoral Registration Digital Service managed by the Cabinet Office. As part of this process your data will be shared with the Department of Work and Pensions (DWP) and the Cabinet Office suppliers that are data processors for the Individual Electoral Registration Digital Service.

Find more information on the Register to vote website.

How we protect your Information

We will not transfer your personal data outside the EU without your consent.

We have implemented generally accepted standards of technology and operational security in order to protect personal data from loss, misuse, or unauthorised alteration or destruction.  

Please note that where you are transmitting information to us over the internet this can never be guaranteed to be 100 per cent secure.  

For any payments which we take from you online we will use a recognised online secure payment system.

We will notify you promptly in the event of any breach of your personal data which might expose you to serious risk. 

Your rights

You have rights under the Data Protection Legislations:

• to access your personal data
• to be provided with information about how your personal data is processed
• to have your personal data corrected
• to have your personal data erased in certain circumstances
• to object to or restrict how your personal data is processed
• to have your personal data transferred to yourself or to another business in certain circumstances.
• You have the right to be told if we have made a mistake whilst processing your data and we will self-report breaches to the Commissioner.

How you can access, update or correct your information

The Data Protection Legislation allows you to find out what information is held about you, on paper and computer records. This is known as ‘right of subject access’ and applies to your Electoral Services records along with all other personal records.

If you wish to see a copy of your records you should contact the Data Protection officer. You are entitled to receive a copy of your records free of charge, within a month.

In certain circumstances access to your records may be limited, for example, if the records you have asked for contain information relating to another person.

The accuracy of your information is important to us to be able to provide relevant services more quickly. We are working to make our record keeping more efficient. In the meantime, if you change your address or email address, or if any of your circumstances change or any of the other information we hold is inaccurate or out of date please email us or write to us at:

Electoral Services
Floor 7
Town Hall
Mulberry Place
5 Clove Crescent
E14 2BG

Tel: 020 7364 5000

If you would like to know more about how we use your information, or if for any reason you do not wish to have your information used in any of the ways described, please tell us by contacting our Data Protection Officer:

The Data Protection Officer
Complaints and Information Team
Tower Hamlets Council
Mulberry Place
5 Clove Crescent
London
E14 2BG

Tel: 020 7364 5000
Email: DPO@towerhamlets.gov.uk

You can obtain further information about GDPR from the Information Commissioner and can also contact them if you have any complaints that you wish to make:

Information Commissioner’s Office
Water Lane
Wilmslow, Cheshire
SK9 5AF

Tel: 0303 123 1113
ico.org.uk

Who we are and what we do

The London Borough of Tower Hamlets is a data controller under the UK Data Protection law as we collect and process personal information about you in order to identify risks to children at the earliest point and respond with the most effective interventions.

Data controller and purpose

This privacy notice applies to you ("the service user") such as children and families; the London Borough of Tower Hamlets council takes the privacy of your information very seriously.

This privacy notice applies to the council’s use of any and all of the data provided by you or collected by the council in relation to your use of this service. It is important that you understand that sometimes we will need to share your data with other agencies where necessary or appropriate and by engaging with our service you understand that that your data may be shared.

The information you provide will be used by the London Borough of Tower Children Services Social Care Teams (MAST) to store and process your personal data and special category data, process incoming referrals to social care, to assess risk to children and young people and to support and safeguarding for children and their families to better meet the needs of the children and families and to provide the help that they require as early as possible. 

Also, to provide services internally, except in the instances where organisations provide services (such as schools/Health and voluntary sector) where this will be a joint service.

What is the source of your personal data?

In most cases we will obtain your personal data directly from you. If we get it from another source, we will: 

1. Inform you of the source within a reasonable period after obtaining the personal data, but at the latest within one month or when we first communicate with you using that information (which) ever is the earliest

What type of information is collected from you?

Demographic details (Name, DOB, Gender, Sexuality, Ethnicity, Marital Status, Income, Education, Employment etc.)

Condition for processing personal data

It is necessary for us to process your personal data such as name, DOB, address, contact details, under GDPR Article 6:

1. 6(1)(a) consent
2. 6(1)(b) performance of a contract
3. 6(1)(c) compliance with a legal obligation
4. 6(1)(e) task in the public interest or official authority vested in the controller.

And more personal data such as health, personal and household circumstances and Special Category Data under GDPR Article 9:

5. 9(2)(b) employment, social security or social protection law, collective agreement
6. 9(2)(h) preventative or occupational medicine, working capacity of the employee, medical diagnosis, the provision of health or social care or treatment or management
7. 9(2)(j) archiving in the public interest, or scientific and historical research purposes or statistical purposes.

Other specific legislation and reasons for processing information:

1. Children Act 1989
2. Children (Leaving Care) Act 2000
3. Adoption & Children Act 2002 and associated regulations
4. Childcare Act 2006
5. Children and Families Act 2014
6. Children and Social Work Act 2017
7. Section 17 of the Children Act 1989.
8. Section 11.1, Pre-birth ‘Good Practice Steps’
9. Section 47 of the Children Act 1989
10. Section 20 of the Children Act 1989
11. Digital Economy Act 2017
12. The Education Act 1996
13. The Education Act 2002

A delay in you providing the information requested may result in a delay in providing appropriate services. 

Why we need your information and how we use it

• Under the 1989 and 2004 Children Act we have a duty to safeguard the welfare of children. S17 of the 1989 Children Act places a duty to assess children in need. S47 of the 1989 Children Act places a duty to investigate if a child is suffering or likely to suffer significant harm.
• In order to safeguard children and young people and their families we need their demographic information to create a record on our Information Communication Systems. Information gathered is used to safeguard children from harm.
• Provision of Services to and monitoring of vulnerable children and young people, including services to children in need, safeguarding, looked after children, children leaving care and children with disabilities.

Information sharing

Your personal information may be shared with internal departments or with external partners and agencies involved in delivering services on our behalf.

Internally

• Demographic information (name, gender, DOB, ethnicity, address etc.) about the child and their family
• Reason for referral
• Children & families (Child protection & assessment teams, education & inclusion)
• Corporate parents with parental responsibility.

Externally

1. NHS and other Health Agencies
2. Police
3. Courts and other Judicial Agencies
4. Education providers (Schools and Colleges)
5. Housing Department
6. Probation
7. Youth Offending Service
8. Other Local Authorities who need to carry out checks for their MASH, child and family assessments and child protection enquiries.
9. Department for Education (DfE) in respect of children in need and looked after children to help the DfE develop national policies, manage Local Authority performance, administer and allocate funding and identify and encourage good practice. For more information about the data collection requirements placed on council by the DfE. Please see looked after children or children in need on GOV.UK.
10. Ofsted,
11. the Ministry of Housing,
12. Communities and Local Government,
13. schools,
14. Health organisations and services provided by the Voluntary Sector

The council has a duty to protect public funds and may use personal information and data-matching techniques to detect and prevent fraud, and ensure public money is targeted and spent in the most appropriate and cost-effective way. Information may be shared with internal services and external bodies like the Audit Commission, Department for Work and Pensions, other local authorities, HM Revenue and Customs, and the Police. This activity is carried out under Article 9(2)(b) of the GDPR, under social protection law.

We have a duty to improve the health of the population we serve. To help with this, we use data and information from a range of sources including hospitals to understand more about the nature and causes of disease and ill-health in the area. This data would normally be anonymised and never used to make decisions on a specific individual or family. 

How long do we keep your information?

We will only hold your information for as long as is required by law and to provide you with the necessary services. This would vary depending on the service you received. Each service has a different retention, For further details, you can view our retention schedule.

Business Intelligence, profiling and automated decision making

We may analyse your personal information to improve services and for the following purposes:

1. Undertake statutory functions efficiently and effectively
2. Service planning by understanding your needs to provide the services that you request.
3. Understanding what we can do for you and inform you of other relevant services and benefits
4. Help us to build up a picture of how we are performing at delivering services to you and what services the people of Tower hamlets need.

The council is however committed to using pseudonymised or anonymised information as much as is practical, and in many cases this will be the default position.

We may use your information from the different services that you engage with to create a single view and profile of you, which will help us to better understand your specific needs and ensure we are providing the right and efficient services to you in accordance with your needs as well as ensure that we hold one accurate record of your basic personal data across all our council services; such as your name, DoB, address, email address, change in circumstances etc. 

Profiling will be carried out only when it is necessary in order to provide you with the service you have agreed to receive or where the council has a statutory obligation or where to the law allows.   However, we will notify you where we would do this.

Your information choice and rights

Where we use your personal data for other purposes other than what you have consented or where we have to fulfil a statutory obligation, or where the data protection law allows, then we will let you know so that you can make an informed choice about how your information is used.

If you do not want your information to be used for any purpose beyond providing the services you have agreed to receive, such as; sharing it with our partners or providers for service delivery planning or improvement of services or for Business Intelligence, profiling research or statistical purposes (in such instance only minimum and necessary, anonymised or pseudonymised data will be used), you can choose to opt-out of this.

Data protection legislation gives you a number of rights in relation to your personal data. The rights available to you will depend on the Lawful basis that we rely on to process your personal data. We have a legal obligation to process your personal data for the provision of this service, as such the following rights are available to you:

1. Right to rectification
2. Right to restrict processing (limited cases).

You can find out more about your rights on our Data Protection page and this includes details of your rights about automated decisions and how to complain to the Information Commissioner. 

We process your data in accordance with the General Data Protection Regulation (GDPR) and if you have any concerns, the Council’s Data Protection Officer can be contacted on DPO@towerhamlets.gov.uk.

What we are doing

The council has a duty under the Health and Safety at Work etc. Act 1974 (“the HSWA”) to take such steps that are reasonably practicable to ensure a safe working environment for its staff. We are also legally required under Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013 (RIDDOR) to record and report incidents of work-related violence.

To meet this duty, we maintain a register of serious incidents (and therefore individuals) who do, or may, pose a serious risk to staff or contractors. This is referred to as the Customer of Concern Register (CoCR). This Register is managed by the Corporate Health and Safety Team.

We are committed to making sure that personal information we process is secure. We have put in place suitable:

• physical,
• electronic and
• managerial procedures to safeguard and secure the information we collect.

Personal information collected

• name
• address and contact details
• notes and other information we get directly from you about actual or potential violent behaviour. For example, we may make a note of the words you said if you threatened a member of staff
• notes and information we get from any council department or third parties about actual or potential violent behaviour
• photographs or images recorded by our CCTV systems

 How we collect this information

• from the person/people you may have been violent or aggressive towards
• council employees who have completed an incident report form
• other sources we may receive information about you from, e.g. other organisation, agencies or service providers
• we may receive information about you for a legal reason

 Who we share data with

• Council staff who look after the CoCR.
• staff who are working with you, or have a need to contact/visit you, will have access to the data on the CoCR. Access is controlled and limited to those who need the information in order to carry out their duties safely.
•  We may also share your information with other agencies, organisations and contractors that may come into direct contact with you. We do this to assess the risks to their employees as part of their work.
• We also have a duty to pass information to third party organisations, such as the Police, if there has been a crime committed.

 Legislation that applies

• Health and Safety at Work etc. Act 1974
• Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013

Retention periods

 Each person added to the register will be dealt with on a case-by-case basis. All entries will be reviewed yearly to ensure their accuracy.

If there is no longer a risk of violence, the entry will be removed from the register.

Data Controller and Purpose

The information provided by young people, education providers and public bodies will be used by the London Borough of Tower Hamlets’ Young Workpath Service.

We have a legal responsibility to encourage, enable and assist young people aged 16-19 year olds (or up to 25 year olds with SEND) who are not in education, employment or training (NEET) to participate in education, employment or training.

We are also responsible for reporting monthly to the Department of Education (DfE) with regards to Raising the Participation Age (RPA) data. The RPA relates to the requirement for all young people in England to continue in education or training until their 18th birthday.

In addition, we report on young people who receive an offer under the September Guarantee, the Activity (destination) Survey of young people who complete compulsory education, and every month the rates of young people who are participating, those who are NEET, young people whose destinations are unknown (not known), and combined NEET/not known.

Local authorities must report to the Department for Education’s (DFE) National Client Caseload Management Information System (NCCIS) by using their Local Client Caseload Information System (CCIS).

Tower Hamlets Council is the Data Controller.

We process your data in accordance with the General Data Protection Regulation (GDPR) and if you have any concerns the council’s Data Protection Officer can be contacted on DPO@towerhamlets.gov.uk.

Condition for processing personal data

The information we hold is to support the provision of education, employment and training for young people. The information is provided by young people, education providers and public bodies.

Some of the information we hold are personal, such as your name, address, contact details, date of birth, gender, ethnicity, unique pupil number (UPN), qualifications, contact(s) with us, including actions plans. We also hold information on what course, job or training placement you do after Year 11. Some of the information we hold could be sensitive, such as your health record, SEND status, problems you have had at school or home, housing difficulties or periods of unemployment if applicable.

It is necessary for us to process your data under the GDPR.

Section 68 of the Education and Skills Act 2008 places a duty on local authorities to encourage, enable and assist young people aged 16-19 year olds (or up to 25 year olds with SEND) who are not in education, employment or training (NEET) to participate in education, employment or training.

Section 10 places an additional duty on local authorities under Raising the Participation Age (RPA) to promote the effective participation in education and training of 16 and 17 year olds in their area with a view to ensuring that those persons fulfil the duty to participate in education or training, and to identify 16 and 17 year olds who are not participating in education or training.

Local authorities must make arrangements – i.e. maintain a tracking system.

Tracking young people’s participation successfully is a key element of this duty. This may be through the supply of information by education providers, other services within the local authority area and public bodies such as health, youth offending teams and Jobcentre Plus, as well as through direct contact with young people.

Section 72 requires education providers to provide relevant information about students to local authorities to enable them to carry out their duties under section 68. There is an equivalent duty under Section 14 that requires education providers to supply information to local authorities to enable local authorities to carry out their RPA duties (i.e. notify a local authority when a 16 or 17 year old has ‘dropped out’ and therefore no longer meeting their duty to participate).

Section 77 provides additional data sharing powers (i.e. supply of information by other services within the local authority and public bodies) to support local authorities to deliver their duties under section 68.

We only share relevant information about young people, with their explicit consent with professionals who have a legitimate interest in their progress, such as their current or previous education provider, other advisers, the local authority and potential employers and education providers.

A delay in you providing the information requested may result in a delay in providing appropriate services.

How long do we keep your information?

We will only hold young people’s information for as long as is required by law and to provide them with the necessary services. Records are archived for 12 months following the upper limit of the cohort age (age 19 or up to 25 with SEND) and then fully deleted from the database.

We may also anonymise some personal data provided to us to ensure that individuals cannot be identified and use this for statistical analysis of data to allow the Council to effectively target and plan the provision of services.

Information sharing

Your personal information may be shared with internal departments or with external partners and agencies involved in delivering services on our behalf.

The council has a duty to protect public funds and may use personal information and data-matching techniques to detect and prevent fraud, and ensure public money is targeted and spent in the most appropriate and cost-effective way. Information may be shared with internal services and external bodies like the Audit Commission, Department for Work and Pensions, other local authorities, HM Revenue and Customs, and the Police. This activity is carried out under social protection law.

We have a duty to improve the health of the population we serve. To help with this, we use data and information from a range of sources including hospitals to understand more about the nature and causes of disease and ill-health in the area. This data would normally be anonymised and never used to make decisions on a specific individual or family.

Your Rights

You can find out more about your rights on our data protection page and this includes details of your rights about automated decisions, such as the ranking of Housing Applications, and how to complain to the Information Commissioner.

Data Controller and purpose

The information you provide will be used by the London Borough of Tower Hamlets’ Learning Advisory Service to inform the services provided to families, children and young people, and the educational settings who support them.

The Learning Advisory Service is part of the London Borough of Tower Hamlets’ Education Directorate: SEN Services. The Learning Advisory Service is the Data Controller.

Data we collect, process, hold and share may include (but are not limited to)

• Personal information and contacts (such as name, unique pupil number and address)
• Characteristics (such as ethnicity, language and free school meal eligibility)
• Special educational needs information (including the need, diagnosis, or professional involvement)
• Attendance information (such as number of absences, absence reasons, and any previous school attendance, or exclusions)
• Assessment and Attainment (as provided by the educational setting or professional, courses enrolled in, and any relevant results)
• Information from schools and partner agencies such as Statutory SEN Service, Educational Psychology, Health and Social Care regarding a child/young person’s special educational, social, emotional, mental, medical and health needs
• Safeguarding information (such as any professional involvement)
• Information from partners contained on an Early Help Assessment that will already have parental consent to be shared
• Information we record as a result of working directly with a child or young person e.g. observations, interviews and assessments
• Information from parents/carers and educational settings that provides a holistic picture of the child’s educational, health, social care and/or disability needs

Why we collect data and how we use this information

We use children and young people’s data to:

• enable us to carry out specific functions for which we are responsible
• support schools to include children with special educational needs and disabilities and enable their full access to education
• assess the quality of our services
• derive statistics to inform and improve our service delivery.

We process your data in accordance with the General Data Protection Regulations (GDPR). If you have any concerns the council’s Data Protection Officer can be contacted on DPO@towerhamlets.gov.uk.

Condition for processing personal data

It is necessary for us to process children and young people’s personal data under the UK General Data Protection Regulation (UK GDPR) for compliance; with a legal obligation; with explicit consent; and as a task carried out in the public interest.

More personal data (such as health, personal and household circumstances) is processed under the provision of explicit consent; Health or Social Care; Archiving; Research and Statistics.

We need to comply with legal obligations including: the Education Act 2011; The Children Act 2004; The Education (Pupil Information) (England) Regulations 2005; School Information (England) Regulations and the Localism Act 2011.

A delay in you providing the information requested may result in a delay in providing appropriate services.

Storing data: How long do we keep your information?

We will only hold your information for as long as is required by law and to provide you with the necessary services. This is likely to be for 35 years from closure of file. For further details, you can view the Children’s Directorate Retention Schedule.

We may also anonymise some personal data you provide to us to ensure that you cannot be identified and use this for statistical analysis of data to allow the Council to effectively target and plan the provision of services.

Information sharing: Who do we share information with?

Your personal information may be shared with internal departments or with external partners and agencies involved in delivering services on our behalf. As stated, this may include:

• internal departments within the council
• other local authorities for the purpose of transition planning and tracking
• schools, early years providers, further education colleges, pupil referal units, academies, including non-maintained special schools where it is of specific relevance to the education of the child or young person
• the National Health Service, including the NHS Commissioning Board and the two-way sharing of information with NHS clinical staff
• clinical commissioning groups (CCGs), now called Integrated Care Boards (ICBs) from July 2022
• Other partner agencies that provide services on our behalf
• agencies with whom we have a duty to co-operate, such as police

Tower Hamlets Borough Council also has a duty under the Children’s Act 2004 to work with partners to provide and improve services to children and young people in the area.

The main reason we share data is to enable us to best support the children and young people we work with or to enable schools and settings to do so, as efficiently as possible.

We will not share any information about you outside the school without your consent unless we have a lawful basis for doing so.

In certain circumstances, we may need to share information with other organisations without your consent for statutory purposes. These can include, but are not limited to, where we believe there is risk of significant harm to a child, young person, or vulnerable adult, and for the purposes of crime prevention and national security.

The council has a duty to protect public funds and may use personal information and data-matching techniques to detect and prevent fraud, and ensure public money is targeted and spent in the most appropriate and cost-effective way. Information may be shared with internal services and external bodies like the Audit Commission, Department for Work and Pensions, other local authorities, HM Revenue and Customs, and the Police. This activity is carried out under social protection law.

We have a duty to improve the health of the population we serve. To help with this, we use data and information from a range of sources including hospitals to understand more about the nature and causes of disease and ill-health in the area. This data would normally be anonymised and never used to make decisions on a specific individual or family.

Your Rights

You can find out more about your rights on our Data Protection page.

Requesting access to your personal data

Under data protection legislation, parents and pupils have the right to request access to information about them that we hold, which must be responded to within 30 calendar days.

To make a request for your personal information, or be given access to your child’s educational record held by their education provider, contact the Council’s Data Protection Officer on DPO@towerhamlets.gov.uk.

You also have the right to:

• a change of any inaccurate data we hold about you or your child
• that we restrict our processing of you/your child’s data and/or restrict whom we share the data with, where permitted by law
• withdraw consent and remove data relating to you/your child, where permitted by law
• object to processing of personal data that is likely to cause, or is causing, damage or distress
• in certain circumstances, have inaccurate personal data rectified, blocked, erased or destroyed; and
• claim compensation for damages caused by a breach of the Data Protection regulations

If you have a concern about the way we are collecting or using your personal data, we request that you raise your concern with the Council’s Data Protection Officer on DPO@towerhamlets.gov.uk.

Last update

We may need to update this privacy notice periodically, so we recommend that you revisit this information from time to time. This version was last updated in 2022.

Further information and contact

For further information about this privacy notice, please contact the council’s Data Protection Officer at DPO@towerhamlets.gov.uk.

In order to access Enterprise Team Projects, you are required to provide personal data during the enquiry, application and registration process.

Whilst the majority of information you provide to us is required to ensure that you meet the required eligibility criteria in order to access the support in our funded projects, some of it, for example; equalities information and next of kin details, are provided to us on a voluntary basis.

Data controller and purpose

The information you have provided and continue to provide whilst accessing Enterprise Team projects and support will be processed by the London Borough of Tower Hamlets to ensure that you receive the relevant support as required under the specific projects that you are accessing.

We process your data in accordance with the GDPR regulations and if you have any concerns, the council’s Data Protection Officer can be contacted on DPO@towerhamlets.gov.uk. 

Condition for processing personal data

The appendix also identifies why it is necessary for us to process your personal data and the section of the GDPR under which the data is lawfully processed.

How long do we keep your information?

We will only hold your information for as long as is required by law and to provide you with the necessary services. This will vary according to the information supplied.

For further details, you can view our Retention schedule.

We may also anonymise some personal data you provide to us to ensure that you cannot be identified and use this for statistical analysis of data to allow the council to effectively target and plan the provision of services and future projects. 

Information sharing

Your personal information may be shared with internal departments or with external partners and agencies involved and contracted in delivering services on our behalf. For example the information you supply to the council in order to access our Start Up Ready Project will be processed by NWES, who are the appointed contract delivery partner appointed by the council to deliver the Start Up Ready Project. The appendix gives details of the organisations we may share your data with and the circumstances where it may be shared.

The council has a duty to protect public funds and may use personal information and data-matching techniques to detect and prevent fraud, and ensure public money is targeted and spent in the most appropriate and cost-effective way. Certain information may be shared with internal services and external bodies like the Audit Commission, The Great London Authority, other local authorities, HM Revenue and Customs, and the Police.

Data profiling

We may also use the data to build a profile of the council workforce, to ensure equalities of opportunity and to investigate service delivery improvements. This data would normally be anonymised and never used to make decisions on a specific individual or business.

Third Party links

This website may include links to third-party websites, plug-ins and applications. Navigating those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy notice of every website you visit.

Requesting access to your personal data

Under data protection legislation, you have the right to request access to information about you that we hold. To make a request for your personal information, contact the council’s data protection officer at DPO@towerhamlets.gov.uk.

You have other rights in respect of your data, for example the right to:

1. object to processing of personal data that is likely to cause, or is causing, damage or distress
2. object to decisions being taken by automated means
3. in certain circumstances, have inaccurate personal data rectified, blocked, erased or destroyed.

If you have a concern about the way we are collecting or using your personal data, we ask that you raise your concern with council’s data protection officer at DPO@towerhamlets.gov.uk in the first instance. Alternatively, you can contact the Information Commissioner’s Office.

Data purpose

We need to process your personal data (name, address, contact details) to carry out tasks in the public interest.

Information from the referral process will be used to deliver the clinical waste collection service that GPs/healthcare professionals prescribe.

We may anonymise some personal data. This ensures that individuals cannot be identified. We may use this for statistical analysis of data. This lets the council effectively target and plan service provision.

We may also have to provide information on the waste types the service collected.

Condition for processing personal data

We collect customer personal data (name, address, contact details) to effectively deliver the clinical waste collection service.

We process personal information in accordance with the General Data Protection Regulation (GDPR). If you have any concerns, please contact the council’s data protection officer at DPO@towerhamlets.gov.uk

How long do we keep your information?

We will only hold personal information for as long as customers need the clinical waste collection service.

In saying that, we rely on customers to inform us of changes to the collection address when the service is no longer needed.

Information sharing

Personal information or contact details (name, phone number, email address) collected in the referral form will not be shared or used for any other purposes than to deliver the clinical waste collection service. And to maintain an up to date collection schedule.

We may contact service users to confirm if the service is still needed. We may also need to advise about changes to the collection schedule.

Once a clinical waste address is added to the schedule, its collection days can be seen on the council's online waste schedule checker.

Your rights

You can find out more about your rights on our data protection page and how to complain to the information commissioner.

Who we are and what we do

The London Borough of Tower Hamlets is a data controller under the UK Data Protection law as we collect and process personal information about you in order to identify risks to children at the earliest point and respond with the most effective interventions.

Data controller and purpose

This privacy notice applies to children and families; the London Borough of Tower Hamlets council takes the privacy of your information very seriously.

This privacy notice applies to the council’s use of any and all of the data provided by you or collected by the council in relation to your use of this service. It is important that you understand that sometimes we will need to share your data with other agencies where necessary or appropriate and by engaging with our service you understand that that your data may be shared.

The information you provide will be used by the London Borough of Tower Children Services Social Care Teams to process incoming referrals to social care, to assess risk to children and young people and to support and safeguarding for children and their families to better meet the needs of the children and families and to provide the help that they require as early as possible. 

Why we need your information and how we use it

• Under the 1989 and 2004 Children Act we have a duty to safeguard the welfare of children. S17 of the 1989 Children Act places a duty to assess children in need. S47 of the 1989 Children Act places a duty to investigate if a child is suffering or likely to suffer significant harm.
• In order to safeguard children and young people and their families we need their demographic information to create a record on our Information Communication Systems (Frameworki). Information gathered is used to safeguard children from harm.
• Provision of Services to and monitoring of vulnerable children and young people, including services to children in need, safeguarding, looked after children, children leaving care and children with disabilities.

What is the source of your personal data?

In most cases we will obtain your personal data directly from you. If we get it from another source we will: 

1. Inform you of the source within a reasonable period after obtaining the personal data, but at the latest within one month or when we first communicate with you using that information (which) ever is the earliest
2. We will also tell you if we disclosure or envisage disclosing that personal data to another party.

What type of information is collected from you?

Demographic details (name, DOB, gender, ethnicity etc.)

Information sharing

Your personal information may be shared with internal departments or with external partners and agencies involved in delivering services on our behalf.

Internally

• Demographic information (name, gender, DOB, ethnicity, address etc.) about the child and their family
• Reason for referral
• Children & families (Child protection & assessment teams, education & inclusion)
• Corporate parents with parental responsibility.

Externally

1. NHS and other Health Agencies
2. Police
3. Courts and other Judicial Agencies
4. Education providers (Schools and Colleges)
5. Housing Department
6. Probation
7. Youth Offending Service
8. Other Local Authorities who need to carry out checks for their MASH, child and family assessments and child protection enquiries.
9. Department for Education (DfE) in respect of children in need and looked after children to help the DfE develop national policies, manage Local Authority performance, administer and allocate funding and identify and encourage good practice. For more information about the data collection requirements placed on council by the DfE. Please see looked after children or children in need on GOV.UK.

The council has a duty to protect public funds and may use personal information and data-matching techniques to detect and prevent fraud, and ensure public money is targeted and spent in the most appropriate and cost-effective way. Information may be shared with internal services and external bodies like the Audit Commission, Department for Work and Pensions, other local authorities, HM Revenue and Customs, and the Police. This activity is carried out under Article 9(2)(b) of the GDPR, under social protection law.

We have a duty to improve the health of the population we serve. To help with this, we use data and information from a range of sources including hospitals to understand more about the nature and causes of disease and ill-health in the area. This data would normally be anonymised and never used to make decisions on a specific individual or family. 

We process your data in accordance with the General Data Protection Regulation (GDPR) and if you have any concerns the council’s Data Protection Officer can be contacted on DPO@towerhamlets.gov.uk.

Condition for processing personal data

It is necessary for us to process your personal data (name, DOB, address, health, personal and household circumstances), under GDPR Article:

1. 6(1)(a) consent
2. 6(1)(c) compliance with a legal obligation
3. 9(2)(b) employment, social security or social protection law, collective agreement
4. 9(2)(h) preventative or occupational medicine, working capacity of the employee, medical diagnosis, the provision of health or social care or treatment or management
5. 9(2)(j) archiving in the public interest, or scientific and historical research purposes or statistical purposes.

Other specific legislation and reasons for processing information:

1. Children Act 1989
2. Children (Leaving Care) Act 2000
3. Adoption & Children Act 2002 and associated regulations
4. Childcare Act 2006
5. Children and Families Act 2014
6. Children and Social Work Act 2017

How long do we keep your information?

We will only hold your information for as long as is required by law and to provide you with the necessary services. This is likely to be up to 75 years depending on your case. In certain cases we will hold the information permanently. For further details, you can view our retention schedule.

Marketing and e-newsletters

Information collected is not used for Marking or sending out E-Newsletters but social workers would provide families with information about advocacy. 

We may also anonymise some personal data you provide to us to ensure that you cannot be identified and use this for statistical analysis of data to allow the council to effectively target and plan the provision of services. 

Business Intelligence, profiling and automated-decision making

We may analyse your personal information to improve services and for the following purposes:

1. Undertake statutory functions efficiently and effectively
2. Service planning by understanding your needs to provide the services that you request.
3. Understanding what we can do for you and inform you of other relevant services and benefits
4. Help us to build up a picture of how we are performing at delivering services to you and what services the people of Tower hamlets need.

The council is however committed to using pseudonymised or anonymised information as much as is practical, and in many cases this will be the default position.

We may use your information from the different services that you engage with to create a single view and profile of you, which will help us to better understand your specific needs and ensure we are providing the right and efficient services to you in accordance with your needs as well as ensure that we hold one accurate record of your basic personal data across all our council services; such as your name, DoB, address, email address, change in circumstances etc. 

Profiling will be carried out only when it is necessary in order to provide you with the service you have agreed to receive or where the council has a statutory obligation or where to the law allows.   However, we will notify you where we would do this.

Your information choice and rights

Where we use your personal data for other purposes other than what you have consented or where we have to fulfil a statutory obligation, or where the data protection law allows, then we will let you know so that you can make an informed choice about how your information is used.

If you do not want your information to be used for any purpose beyond providing the services you have agreed to receive, such as; sharing it with our partners or providers for service delivery planning or improvement of services or for Business Intelligence, profiling research or statistical purposes (in such instance only minimum and necessary, anonymised or pseudonymised data will be used), you can choose to opt-out of this.

Data protection legislation gives you a number of rights in relation to your personal data. The rights available to you will depend on the Lawful basis that we rely on to process your personal data. We have a legal obligation processes your personal data for the provision of this service, as such the following rights are available to you:

1. Right to rectification
2. Right to restrict processing (limited cases).

You can find out more about your rights on our Data Protection page and this includes details of your rights about automated decisions and how to complain to the Information Commissioner. 

Data Controller and purpose

The information you provide will be used by the London Borough of Tower Hamlets’ Employment and Skills Service, to process your engagement with the service.

We process your data in accordance with the General Data Protection Regulation (GDPR) and if you have any concerns the Council’s Data Protection Officer can be contacted on DPO@towerhamlets.gov.uk

Condition for processing Personal Data

Most often, It is necessary for us to process your personal data (name, address, contact details], under the GDPR as a task carried out in the public interest and more personal data (health, personal and household circumstances) as necessary for substantial public interest reasons employment, social security, social protection law or research and statistical purposes.

The categories of information that we collect, process, hold and share include: name, address, date of birth, national insurance number, employment record/history, educational attainment, employment and training application data, gender, ethnicity, nationality, religion, marital status, sexual orientation, period of unemployment, benefits received, age, disability, gender reassignment, pregnancy and maternity race, religion or belief, sex, sexual orientation

A delay in you providing the information requested may result in a delay in providing appropriate services.

How long do we keep your information?

We will only hold your information for as long as is required by law and to provide you with the necessary services. For further details, you can view our Retention Schedule.

We may also anonymise some personal data you provide to us to ensure that you cannot be identified and use this for statistical analysis of data to allow the Council to effectively target and plan the provision of services. 

Information sharing

Your personal information may be shared with internal departments or with external partners and agencies involved in delivering services on our behalf including training providers, prospective employers, advice and support providers

The council has a duty to protect public funds and may use personal information and data-matching techniques to detect and prevent fraud, and ensure public money is targeted and spent in the most appropriate and cost-effective way. Information may be shared with internal services and external bodies like the Audit Commission, Department for Work and Pensions, other local authorities, HM Revenue and Customs, and the Police. This activity is carried out under social protection law.

We have a duty to improve the health of the population we serve. To help with this, we use data and information from a range of sources including hospitals to understand more about the nature and causes of disease and ill-health in the area. This data would normally be anonymised and never used to make decisions on a specific individual or family.

The law prohibits organisations from processing data outside the EEA and the Council abides by this.

Automated decision making and profiling

The service will process some of the data by computer and may therefore make automated decisions on your case. You can ask for this to be explained to you, please see the ‘your rights’ link below. We may also to some degree use the data to build a profile for you regarding service provision and priority.

Your rights

You can find out more about your rights on our Data Protection Page and this includes details of your rights about automated decisions, such as the ranking of Housing Applications, and how to complain to the Information Commissioner. 

The information you provide when requesting Education Psychology (EP) involvement with your child and/or your needs will be handled in compliance with the General Data Protection Regulation (GDPR) and processed as part of Tower Hamlets Council’s official authority to carry out tasks in the public interest. Your information may contribute to decision-making between services and partner agencies involved when a young person is assessed under part 3 of the Children and Families Act 2014.

Your information may be shared with relevant partners including, but not limited to the Special Educational Needs’ Section of The council, Health and/or Social Care and relevant educational professionals. Staff of the Educational Psychology Service will only share this information when they believe it is lawful, appropriate and in the best interests of your child. 

You have the right to make a formal request in writing for access to personal data held about you or your child, which must be responded to within 30 working days. You also have the right to request:

• a correction of any inaccurate data we hold about you or your child
• that we restrict our processing of you/your child’s data and/or restrict whom we share the data with, where permitted by law
• to withdraw consent and remove data relating to you/your child, where consent was obtained and is permitted by law.

The retention of your/your child’s information will vary between organisations and will be governed by each respective organisation’s records retention policy. Tower Hamlets Council will retain the information contained in this form for up to 35 years.

Tower Hamlets Council also has a duty under the Children’s Act 2004 to work with partners to provide and improve services to children and young people in the area. Therefore, The council may use this information for other legitimate and statutory purposes and may share this information where necessary with other bodies responsible for administering services to children and young people. These can include, but are not limited to, where we believe there is risk of significant harm to a child, young person or vulnerable adult, and for the purposes of crime prevention and national security. Personal data may also be shared with the Department of Communities and Local Government as part of the Troubled Families Scheme.

More information about your rights are available on our website, including your right to complain or contact our Data Protection Officer.

If you are have any concerns, please contact the EPS in the first instance and if you are not satisfied with our response you can then contact the Data Protection Officer. 

Information Governance Manager
Legal Services
London Borough of Tower Hamlets
Town Hall
Mulberry Place
5 Clove Crescent
London
E14 2BG

Email:  DPO@towerhamlets.gov.uk.

Data controller and purpose

This privacy notice applies to you (“the service user”) and the London Borough of Tower Hamlets (“the council”).  The council takes the privacy of your information very seriously. This privacy notice applies to the council’s use of any and all of the data provided by you or collected by the council in relation to your use of this service. It is important that you understand that sometimes we will need to share your data with other agencies where necessary or appropriate and by engaging with our service you understand that that your data may be shared.

The information you provide will be used by the London Borough of Tower Hamlets and City of London Youth Justice Service to process your personal data for the purposes of youth justice services. The information collect may include the following: name, date of birth, address, health, family, religion, ethnicity, disability, gender, language, sexual orientation, offences.

We process your data in accordance with the General Data Protection Regulation (GDPR) and if you have any concerns the council’s Data Protection Officer can be contacted on DPO@towerhamlets.gov.uk.

Condition for processing personal data

It is necessary for us to process your personal data such as name and address under the following Articles:

1. 6(1)(c) compliance with a legal obligation

 And more personal data such as health, personal and household circumstances as Special Category Data under GDPR:

1. 9(2)(b) employment, social security or social protection law, collective agreement.
2. 9(2)(g) substantial public interest on the basis of Union or Member State law
3. 9(2)(j) archiving in the public interest, or scientific and historical research purposes or statistical purposes

Additional Legislations are as follows:

1. Children Act 1989 and 2014
2. Children (Leaving Care) Act 2000
3. Crime and Disorder Act 1998
4. Offender Management Act 2007
5. Health and Social Care Act 2012
6. Criminal Justice Act 2003;
7. Powers of Criminal Courts (Sentencing) Act 2000
8. Criminal Justice and Immigration Act 2008
9. Legal Aid, Sentencing and Punishment of Offenders Act 2012

A delay in you providing the information requested may result in a delay in providing appropriate services.

How long do we keep your information?

We will only hold your information for as long as is required by law and to provide you with the necessary services. This is likely to be for 10 years after the case is closed and the last contact with the Youth Justice Service. For further details, you can view our retention schedule.

We may also anonymise some personal data you provide to us to ensure that you cannot be identified and use this for statistical analysis of data to allow the Council to effectively target and plan the provision of services. 

Information sharing

Your personal information may be shared with internal departments or with external partners and agencies involved in delivering services on our behalf. As stated above this will include but is not limited to: Police, Health services, Education Training and Employment (ETE) providers, Probation, custodial establishments, Courts and other judicial agencies, Housing, Department for Education (DfE), Electronic Monitoring contractors.

The council has a duty to protect public funds and may use personal information and data-matching techniques to detect and prevent fraud, and ensure public money is targeted and spent in the most appropriate and cost-effective way. Information may be shared with internal services and external bodies like the Audit Commission, Department for Work and Pensions, other local authorities, HM Revenue and Customs, and the Police. This activity is carried out under Article 9(2)(b) of the GDPR, under social protection law.

We have a duty to improve the health of the population we serve. To help with this, we use data and information from a range of sources including hospitals to understand more about the nature and causes of disease and ill-health in the area. This data would normally be anonymised and never used to make decisions on a specific individual or family.

Your Rights

You can find out more about your rights on our data protection page and this includes details of your rights about automated decisions, such as the ranking of Housing Applications, and how to complain to the Information Commissioner. 

Data controller and purpose

This privacy notice applies to you (“the service user”) and the London Borough of Tower Hamlets (“the council”). The council takes the privacy of your information very seriously. This privacy notice applies to the council’s use of any and all of the data provided by you or collected by the council in relation to your use of this service. It is important that you understand that sometimes we will need to share your data with other agencies where necessary or appropriate and by engaging with our service you understand that that your data may be shared.

The information you provide will be used by the LB Tower Hamlets Drug Intervention Programme (DIP) to deliver a service that can be tailored to your individual needs and preferences. Data is used to manage your interaction with the service and will make your journey more effective and successful. Any personal information you give to us is held securely and will be used for the purpose of drug and alcohol treatment.

We process your data in accordance with the General Data Protection Regulation (GDPR), the Data Protection Act 2018 and UK privacy legislation and if you have any concerns the council’s Data Protection Officer can be contacted on DPO@towerhamlets.gov.uk.

Condition for processing personal data

It is necessary for us to process your personal data including name, address, contact details, under Article 6(1)(a) consent, Article 6(1)(b) performance of a contract and 6(1)(e) task in the public interest or official authority vested in the controller.

More personal data (health, personal and household circumstances) is being processed under Article 9(2)(a), explicit consent, Article 9(2)(h), preventative or occupational medicine, working capacity of the employee, medical diagnosis, the provision of health or social care or treatment or management, Article 9(2)(i), public interest in the area of public health and Article 9(2)(j), archiving in the public interest, or scientific and historical research purposes or statistical purposes.

In addition Personal data relating to criminal convictions and offences is processed under Article (10).

“Processing of personal data relating to criminal convictions and offences or related security measures based on Article 6(1) shall be carried out only under the control of official authority or when the processing is authorised by Union or Member State law providing for appropriate safeguards for the rights and freedoms of data subjects. Any comprehensive register of criminal convictions shall be kept only under the control of official authority.”

Information sharing

Your personal information may be shared with internal departments or with external partners and agencies involved in delivering services on our behalf. Your data is shared based on your consent. For example, if you are referred to the Reset Drug and Alcohol Service, we will ask you to share your information with Reset Drug and Alcohol service.

However, confidentiality can be breached in the specific circumstances regulated by law.

The council has a duty to protect public funds and may use personal information and data-matching techniques to detect and prevent fraud, and ensure public money is targeted and spent in the most appropriate and cost-effective way. Information may be shared with internal services and external bodies like the Audit Commission, Department for Work and Pensions, other local authorities, HM Revenue and Customs, and the Police. This activity is carried out under social protection law.

We have a duty to improve the health of the population we serve. To help with this, we use data and information from a range of sources including hospitals to understand more about the nature and causes of disease and ill-health in the area. This data would normally be anonymised and never used to make decisions on a specific individual or family.

We may also anonymise some personal data you provide to us to ensure that you cannot be identified and use this for statistical analysis of data to allow the Council to effectively target and plan the provision of services.

Safeguarding

People’s wellbeing is at the heart of the care and support system under the Care Act 2014, and the prevention of abuse and neglect is one of the elements that make up a person’s wellbeing. Where there are safeguarding, child protection concerns or where someone is at immediate risk to themselves or others we have the right to share information. We do not have to seek consent to share information when we consider a child to be at risk of abuse or neglect. Information will be shared with TH Children’s Social Care. In most circumstances we will inform you that this information has been shared.

Sharing information with our colleagues in Children’s Services is an essential part of building a team to support you, your children and your family. We will only share relevant information with other practitioners and will normally do so only with your agreement. LB Tower Hamlets has the Early Help Hub and Supporting Stronger Families to offer support to families at the earliest opportunity.

Safeguarding adults

Local authorities also have safeguarding responsibilities for vulnerable adults experiencing, or at risk of, abuse or neglect who are unable to protect themselves because of their care and support needs and for carers.

An adult with care and support needs may be:

• an older person
• a person with a physical disability
• a learning difficulty or a sensory impairment
• someone with mental health needs, including dementia or a personality disorder
• a person with a long-term health condition or
• someone who misuses substances or alcohol.

How long do we keep your information?

We only keep your information as long is required by law and to provide you with necessary services. This is likely to be after the case is closed. Your records will be retained for a minimum of 7 years. However, if you are serving a prison sentence longer than 7 years, we will hold your information for longer.

For further details, you can view our Retention Schedule.

Local case management system Nebula

The information you provide to us is held securely on an electronic case management system called Nebula. To provide a continuous treatment journey, Nebula is used by TH DIP, TH Reset drug and alcohol service and the TH Prostitution Support Programme (Beyond the Streets). If consent is given to share information with Reset and Beyond the Streets, services will be able to access relevant information about you on the Nebula system.

Your rights

You can find out more about your rights on our Data Protection page and this includes details of your rights about automated decisions, such as the ranking of Housing Applications, and how to complain to the Information Commissioner.

Data controller and purpose

The information you provide will be used by the London Borough of Tower Hamlets’ Community Equipment Service, to process your equipment and minor adaptations. The service is provided jointly with the NHS and the participants are joint controllers of the data you provide.

We process your data in accordance with the General Data Protection Regulation (GDPR) and if you have any concerns the council’s Data Protection Officer can be contacted on DPO@towerhamlets.gov.uk.

Condition for processing personal data

It is necessary for us to process your personal data (name, address, contact details), under the GDPR as a task carried out in the public interest and more personal data (health, personal and household circumstances) as necessary for substantial public interest reasons.

A delay in you providing the information requested may result in a delay in providing appropriate services.

How long do we keep your information?

We will only hold your information for as long as is required by law and to provide you with the necessary services. This is likely to be for 20 years after the case is closed. For further details, you can view our retention schedule.

We may also anonymise some personal data you provide to us to ensure that you cannot be identified and use this for statistical analysis of data to allow the council to effectively target and plan the provision of services.

Information sharing

Your personal information may be shared with internal departments or with external partners and agencies involved in delivering services on our behalf. As stated above this will include Medequip Assistive Technology Ltd.

The council has a duty to protect public funds and may use personal information and data-matching techniques to detect and prevent fraud, and ensure public money is targeted and spent in the most appropriate and cost-effective way. Information may be shared with internal services and external bodies like the Audit Commission, Department for Work and Pensions, other local authorities, HM Revenue and Customs, and the Police. This activity is carried out under social protection law.

We have a duty to improve the health of the population we serve. To help with this, we use data and information from a range of sources including hospitals to understand more about the nature and causes of disease and ill-health in the area. This data would normally be anonymised and never used to make decisions on a specific individual or family.

Your rights

You can find out more about your rights on our data protection page and this includes details of your rights about automated decisions, such as the ranking of Housing Applications, and how to complain to the Information Commissioner. 

Data controller and purpose

The information you provide will be used by the London Borough of Tower Hamlets’ Strategy, Policy and Performance Service, to process your Strengthening Councillor engagement with the community survey results.

We process your data in accordance with the General Data Protection Regulation (GDPR) and if you have any concerns the Council’s Data Protection Officer can be contacted on DPO@towerhamlets.gov.uk.

Condition for processing personal data

It is necessary for us to process your personal data (name, contact details), under the GDPR as a task carried out in the public.

A delay in you providing the information requested may result in a delay in providing appropriate services.

How long do we keep your information?

We will only hold your information for as long as is required by law and to provide you with the necessary services. This is likely to be for one year after the case is closed. For further details, you can view our retention schedule. We may also anonymise some personal data you provide to us to ensure that you cannot be identified and use this for statistical analysis of data to allow the council to effectively target and plan the provision of services. 

Information sharing

Your personal information may be shared with internal departments or with external partners and agencies involved in delivering services on our behalf. This will include Member Services.

The council has a duty to protect public funds and may use personal information and data-matching techniques to detect and prevent fraud, and ensure public money is targeted and spent in the most appropriate and cost-effective way. Information may be shared with internal services and external bodies like the Audit Commission, Department for Work and Pensions, other local authorities, HM Revenue and Customs and the Police. This activity is carried out under social protection law.

We have a duty to improve the health of the population we serve. To help with this, we use data and information from a range of sources including hospitals to understand more about the nature and causes of disease and ill-health in the area. This data would normally be anonymised and never used to make decisions on a specific individual or family.

Your rights

You can find out more about your rights on our data protection page and this includes details of your rights about automated decisions, such as the ranking of Housing Applications, and how to complain to the Information Commissioner.

We process your data in accordance with the General Data Protection Regulation (GDPR) and UK privacy legislation and if you have any concerns the Council’s Data Protection Officer can be contacted on DPO@towerhamlets.gov.uk

The categories of information that we collect, process, hold and share include:

• personal information (such as name, date of birth and address)
• characteristics (such as ethnicity, language and free school meal eligibility)
• attendance information such as schools attended and any exclusions
• information from schools and partner agencies such as Attendance and Welfare, Educational Pschology, Health and Social Care regarding a child/young person’s special educational, social, emotional, mental, medical and health needs
• information from partners contained on an Early Help Assessment that will already have parental consent to be shared
• information we record as a result of working directly with a child or young person e.g. observations, interviews and assessments.

Why we collect and use this information

We use children and young persons’ data to:

• enable us to carry out specific functions for which we are responsible, including school admissions, appeals, travel assistance, chaperone and child performance licences
• to support schools to include children with special educational needs and disabilities and enable their full access to education
• assess the quality of our services
• use statistics to inform and improve our service delivery.

A delay in you providing the information requested may result in a delay in providing appropriate services. 

The lawful basis on which we use this information

The relevant applicable conditions under Article 6 and Article 9 of the GDPR for processing your data are:

Article 6

1. Processing shall be lawful only if and to the extent that at least one of the following applies:

 (a) the data subject has given consent to the processing of his or her personal data for one or more specific purposes   

 (c) Processing is necessary for compliance with a legal obligation to which the controller is subject;

 (e) processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller;

Article 9

1. Processing of personal data revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, or trade union membership, and the processing of genetic data, biometric data for the purpose of uniquely identifying a natural person, data concerning health or data concerning a natural person’s sex life or sexual orientation shall be prohibited.

2. Paragraph 1 shall not apply if one of the following applies:

(g) processing is necessary for reasons of substantial public interest, on the basis of  Union or Member State law which shall be proportionate to the aim pursued, respect the essence of the right to data protection and provide for suitable and specific measures to safeguard the fundamental rights and the interests of the data subject;

(j) Processing is necessary for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes in accordance with Article 89(1) based on Union or Member State law which shall be proportionate to the aim pursued, respect the essence of the right to data protection and provide for suitable and specific measures to safeguard the fundamental rights and the interests of the data subject.

Other relevant legislation for processing your data are:

1. the Education Act 1996
2. the School Standards and Framework Act 1998 (‘SSFA 1998’) 
3. the Children (Performances and Activities) (England) Regulations 2014
4. Education (Information About Individual Pupils)(England) Regulations 2013
5. Education and Inspections Act 2006 (section 4 and 38)
6. Education (Pupil Registration) (England) Regulations 2006
7. Education (Pupil Registration) (Amendment) (England) Regulations 2016
8. Education (Special Educational Needs) Regulations 2001
9. Equality Act 2010
10. Human Rights Act 1998

Tower Hamlets Borough Council also has a duty under the Children’s Act 2004 to work with partners to provide and improve services to children and young people in the area. Therefore, Tower Hamlets Borough Council may use this information for other legitimate purposes and may share this information where necessary with other bodies responsible for administering services to children and young people.

Collecting this information

Whilst the majority of children and young persons’ information you provide to us is collected under the legal framework above, some of it may be  provided to us on a voluntary basis. An example of this would be when we ask for your feedback on the quality of our services. In order to comply with the data protection legislation, we will inform you whether you are required to provide certain information to us or if you have a choice in this.

We share data with the local authority in order that they can improve services to children and young people. This data would normally be anonymised and never used to make decisions on a specific individual or family.

Storing this information

We hold children and young  people’s data for no longer thanwe need to by law - this is likely to be for no more than 7 years, but some records will be kept for up to 35 years from the date of birth if, for example,  a young person  had an Education Health and Care Plan.

We may also anonymise some personal data you provide to us to ensure that you cannot be identified and use this for statistical analysis of data to allow the Council to effectively target and plan the provision of services. 

Who we share this information with

We may share data with:

• internal departments within the council
• other local authorities
• schools, early years providers, children centres, further education colleges, pupil referral units, academies, including non-maintained special schools where it is of specific relevance to the admission and education of the child or young person
• other partner agencies that provide services on our behalf
• agencies with whom we have a duty to co-operate, such as police.

Tower Hamlets Borough Council also has a duty under the Children’s Act 2004 to work with partners to provide and improve services to children and young people in the area.

The main reason we share data is to enable us to best support the children and young people we work with or to enable schools  and settings to do so, as efficiently as possible.

We will not share any information about you outside the school without your consent unless we have a lawful basis for doing so.

In certain circumstances, we may need to share information with other organisations without your consent for statutory purposes. These can include, but are not limited to, where we believe there is risk of significant harm to a child, young person or vulnerable adult, and for the purposes of crime prevention and national security.

For more information about the department’s data sharing process, visit GOV guidance on how we collect and share research data. 

Requesting access to your personal data

Under data protection legislation, parents and pupils have the right to request access to information about them that we hold which must be responded to within 30 working days. To make a request for your personal information, or be given access to your child’s educational record held by their education provider, contact the council’s Data Protection Officer who can be contacted on DPO@towerhamlets.gov.uk or contact the head of service directly at terry.bryan@towerhamlets.gov.uk.

You also have the right to: 

• a change of any inaccurate data we hold about you or your child
• that we restrict our processing of you/your child’s data and/or restrict whom we share the data with, where permitted by law
• withdraw consent and remove data relating to you/your child, where permitted by law
• object to processing of personal data that is likely to cause, or is causing, damage or distress
• in certain circumstances, have inaccurate personal data rectified, blocked, erased or destroyed; and
• claim compensation for damages caused by a breach of the Data Protection regulations

If you have a concern about the way we are collecting or using your personal data, we request that you raise your concern with the head of service directly at email  in the first instance.

Further information

If you would like further information about this privacy notice, including information on your rights, please contact the Council’s Data Protection Officer at DPO@towerhamlets.gov.uk.

Data Controller and purpose

The information you provide will be used by the London Borough of Tower Hamlets Outdoor Education Team to process your data in accordance with the General Data Protection Regulation (GDPR) and if you have any concerns the council’s Data Protection Officer can be contacted on DPO@towerhamlets.gov.uk.

Who we are

We are Tower Hamlets Outdoor Education Team, a council service based at the Urban Adventure Base (150 Burdett Road, Mile End Park, E3 4JT) which provides positive and adventurous activities and accredited programmes to local young people, adults and organisations. The team manage the operating licence for the Duke of Edinburgh’s Award in the borough.

Condition for processing personal data

It is necessary for us to process your personal data under the GDPR as a task carried out in the public interest with consent. For participants we collect contact and some statistical information to ensure we are fulfilling our community purpose as a local authority and obligations under the Equality Act 2010.

Data Protection Law recognises that some categories of personal information are more sensitive than others. The sensitive personal information we collect includes ethnicity, date of birth, health conditions, required medication and details of any safeguarding concerns that are reported to us. We collect this data to ensure that all participants are safe and protected whilst on our programmes, including health conditions and medication. Enable us to understand who we are working with.

We will share you data with other council departments and our partners as appropriate. However, we will not pass on your details to anyone else without your express permission except in exceptional circumstances. Examples of this might include anyone reporting serious self-harm or posing a threat to others or children contacting us and sharing serious issues such as physical abuse or exploitation.

Participant information, group consent and health conditions will be gained from attending organisations such as schools and voluntary organisations operating in partnership, delivering  activities as part of the Outdoor Education Team programmes, along with information such as name, age and post code for statistical and monitoring purposes.

When collecting information for people under the age of 18 we will always gain parental or legal guardian consent for participation in the team’s programmes.

We will disclose your personal information to third parties, the court service and/or regulators or law enforcement agencies in connection with proceedings or investigations.

We collect personal information concerning our own staff and volunteers as part of the administration, management and promotion of activities.

We have security measures in place at the Urban Adventure Base and Urban Gym including CCTV. There are signs showing CCTV is in operation. The images captured are securely stored and only accessed by approved staff (e.g. to review an incident). CCTV recordings are automatically overwritten after a short period of time unless an issue is identified that requires investigation.

How long do we keep your information?

We will only hold your information for as long as is required by law and to provide you with the necessary services. This is likely to be for 7 years after the case is closed. For further details, you can view our Retention Schedule.

We may also anonymise some personal data you provide to us to ensure that you cannot be identified and use this for statistical analysis of data to allow the Council to effectively target and plan the provision of services.

Information sharing

Your personal information may be shared with internal departments or with external partners and agencies involved in delivering services on our behalf.

With consent your information may be processed and shared with the Duke of Edinburgh’s Award (DofE) in order to take part in their programme. This is based on Tower Hamlets obligations as a Licensed Organisation with the DofE Charity and may include information related to staff, leaders and professionals who are delivering the programme within their organisations. Information related to staff delivering a DofE may be held for communication and risk management purposes with aspects of the programme such as the management of DofE Expeditions. Tower Hamlets Council do not manage or have responsibility for DofE’s online management system eDofE, following consent to take part in the programme your information on the system (eDofE) is the responsibility of the DofE Charity as a Data Controller.

View the Duke of Edinburgh’s Award Privacy Statement.

The council has a duty to protect public funds and may use personal information and data-matching techniques to detect and prevent fraud, and ensure public money is targeted and spent in the most appropriate and cost-effective way. Information may be shared with internal services and external bodies like the Audit Commission, Department for Work and Pensions, other local authorities, HM Revenue and Customs, and the Police. This activity is carried out under social protection law. 

Your rights

You can find out more about your rights on our Data protection page which includes details of your rights to access, to be forgotten, and how to complain to the Data Protection Officer and Information Commissioner.

Data Controller and purpose

This privacy notice applies to you ("the service user") and the London Borough of Tower Hamlets (“the council”).  The council takes the privacy of your information very seriously. This privacy notice applies to the council’s use of any and all of the data provided by you or collected by the council in relation to your use of this service.  It is important that you understand that sometimes we will need to share your data with other agencies where necessary or appropriate and by engaging with our service you understand that that your data may be shared.

The information you provide will be used by the London Borough of Tower Hamlets’ Early Help Service, to process your Personal data and Special category data. London Borough of Tower Hamlets will provide services internally, except in the instances where organisations provide services (such as schools/Health and voluntary sector) where this will be a joint service.

We will store your personal and special category data from the Local Authority’s Early Help Assessment system (eEHA) for planning and decision making in line with the Supporting Stronger Families (SSF) programme, to provide you with appropriate Early Help support.

We process your data in accordance with the General Data Protection Regulation (GDPR) and if you have any concerns the Council’s Data Protection Officer can be contacted on DPO@towerhamlets.gov.uk.

Condition for processing personal data

It is necessary for us to lawfully process your personal data such as name, address, contact details, under GDPR Article 6: 

1. 6(1)(a) consent
2. 6(1)(b)performance of a contract
3. 6(1)(c) compliance with a legal obligation
4. 6(1)(e) task in the public interest or official authority vested in the controller.

 And more personal data such as health, personal and household circumstances and Special Category Data under GDPR Article 9:

1. 9(2)(b) employment, social security or social protection law, collective agreement.
2. 9(2)(j) archiving in the public interest, or scientific and historical research purposes or statistical purposes.

Additional legislation that apply:

1. Children Act 1989
2. Section 17 of the Children Act 1989.
3. Section 11.1, Pre-birth ‘Good Practice Steps’
4. Section 47 of the Children Act 1989
5. Section 20 of the Children Act 1989
6. Digital Economy Act 2017
7. The Education Act 1996
8. The Education Act 2002

A delay in you providing the information requested may result in a delay in providing appropriate services. 

How long do we keep your information?

We will only hold your information for as long as is required by law and to provide you with the necessary services. The information will be stored until the data subject reaches the age of 19 years or 25 years if Special Education Needs and / or Disability are identified. For further details, you can view our retention schedule.

We may also anonymise some personal data you provide to us to ensure that you cannot be identified and use this for statistical analysis of data to allow the Council to effectively target and plan the provision of services. 

Information sharing

Your personal information may be shared with internal departments or with external partners and agencies involved in delivering services on our behalf. As stated above; this will include Ofsted, the Ministry of Housing, Communities and Local Government, external education settings such as schools, Health organisations and services provided by the Voluntary Sector.

The council has a duty to protect public funds and may use personal information and data-matching techniques to detect and prevent fraud, and ensure public money is targeted and spent in the most appropriate and cost-effective way. Information may be shared with internal services and external bodies like the Audit Commission, Department for Work and Pensions, other local authorities, HM Revenue and Customs, and the Police. This activity is carried out under Article 9(2)(b) of the GDPR, under social protection law.

We have a duty to improve the health of the population we serve. To help with this, we use data and information from a range of sources including hospitals to understand more about the nature and causes of disease and ill-health in the area. This data would normally be anonymised and never used to make decisions on a specific individual or family.

Automated decision making and profiling

The service will process some of the data electronically and may therefore make automated decisions on your case. You can ask for this to be explained to you, please see the ‘your rights’ link below. We may also to some degree use the data to build a profile for you regarding service provision and priority.

Your rights

You can find out more about your rights on our data protection page and this includes details of your rights about automated decisions, such as the ranking of Housing Applications, and how to complain to the Information Commissioner.  

Data Controller and Purpose

The information you provide will be used by the London Borough of Tower Hamlets’ Arts, Parks and Events Service, to process your event paperwork. The service is provided jointly with the One Tower Hamlets team under the GDPR and UK Data Protection Legislation and Tower Hamlets Council is the Data Controller.

We have received your organisation’s contact data in addition to data relating to your suppliers, contractors, external authorities and key event staff from you and will use this for processing your event paperwork, evaluation, payment and contract.

We process your data in accordance with the General Data Protection Regulation (GDPR) and if you have any concerns the council’s Data Protection Officer can be contacted on DPO@towerhamlets.gov.uk.

Condition For processing personal data

It is necessary for us to process your personal data (name, address, contact details), under the GDPR for the performance of a contract and for compliance with a legal obligation.

A delay in you providing the information requested may result in a delay in providing appropriate services. 

How long do we keep your information?

We will only hold your information for as long as is required by law and to provide you with the necessary services. This is likely to be for 7 years after the case is closed. For further details, you can view our retention schedule.

We may also anonymise some personal data you provide to us to ensure that you cannot be identified and use this for statistical analysis of data to allow the council to effectively target and plan the provision of services.

Information sharing

Your personal information may be shared with internal departments or with external partners and agencies involved in delivering services on our behalf. As stated above this will include The One Tower Hamlets team, external delivery partners and statutory bodies such as the emergency services, licensing, transportation and highways, and health and safety as required.

The council has a duty to protect public funds and may use personal information and data-matching techniques to detect and prevent fraud, and ensure public money is targeted and spent in the most appropriate and cost-effective way. Information may be shared with internal services and external bodies like the Audit Commission, Department for Work and Pensions, other local authorities, HM Revenue and Customs, and the Police. This activity is carried out under social protection law. 

Your Rights

You can find out more about your rights on our Data Protection page and this includes details of your rights about automated decisions, such as the ranking of Housing Applications, and how to complain to the Information Commissioner.  

Data Controller and Purpose

This privacy notice applies to you ("the service user") and the London Borough of Tower Hamlets ("the council"). The council takes the privacy of your information very seriously. This privacy notice applies to the council’s use of any and all of the data provided by you or collected by the council in relation to your use of this service. It is important that you understand that sometimes we will need to share your data with other agencies where necessary or appropriate and by engaging with our service you understand that your data may be shared.

The information you provide will be used by the London Borough of Tower Hamlets’ Youth Service, to process your Personal data and Special category data.

London Borough of Tower Hamlets will provide services internally, except in the instances where organisations provide services (such as schools/Health and voluntary sector) where this will be a joint service.

We will store your personal and special category data in the Local Authority’s Integrated Youth Support Service (IYSS) database for planning and decision making in line with the Youth Service values.

We process your data in accordance with the General Data Protection Regulation (GDPR) and if you have any concerns the Council’s Data Protection Officer can be contacted on DPO@towerhamlets.gov.uk.

Condition for processing personal data

It is necessary for us to lawfully process your personal data such as name, address, contact details, under GDPR

Article 6

- 6(1)(a) consent
- 6(1)(b) performance of a contract
- 6(1)(c) compliance with a legal obligation
- 6(1)(e) task in the public interest or official authority vested in the controller

And more personal data such as health, personal and household circumstances and Special Category Data under GDPR.

Article 9

- 9(2)(b) employment, social security or social protection law, collective agreement.
- 9(2)(j) archiving in the public interest, or scientific and historical research purposes or statistical purposes.

Additional legislation that apply:

1. Children Act 1989,
2. Section 17 of the Children Act 1989.
3. Section 11.1, Pre-birth ‘Good Practice Steps’
4. Section 47 of the Children Act 1989
5. Section 20 of the Children Act 1989
6. The Education Act 1996
7. The Education Act 2002

A delay in you providing the information requested may result in a delay in providing appropriate services.

How long do we keep your information?

We will only hold your information for as long as is required by law and to provide you with the necessary services. The information will be stored until the data subject reaches the age of 19 years or 25 years if Special Education Needs and / or Disability are identified. For further details, you can view our retention schedule.

We may also anonymise some personal data you provide to us to ensure that you cannot be identified and use this for statistical analysis of data to allow the Council to effectively target and plan the provision of services.

Information sharing

Your personal information may be shared with internal departments or with external partners and agencies involved in delivering services on our behalf.
As stated above; this will include Ofsted, the Ministry of Housing, Communities and Local Government, external education settings such as schools, Health organisations and services provided by the Voluntary Sector.

The council has a duty to protect public funds and may use personal information and data-matching techniques to detect and prevent fraud, and ensure public money is targeted and spent in the most appropriate and cost-effective way. Information may be shared with internal services and external bodies like the Audit Commission, Department for Work and Pensions, other local authorities, HM Revenue and Customs, and the Police. This activity is carried out under Article 9(2)(b) of the GDPR, under social protection law.

We have a duty to improve the health of the population we serve. To help with this, we use data and information from a range of sources including hospitals to understand more about the nature and causes of disease and ill-health in the area. This data would normally be anonymised and never used to make decisions on a specific individual or family.

Automated decision making and profiling

The service will process some of the data electronically and may therefore make automated decisions on your case. You can ask for this to be explained to you, please see the ‘your rights’ link below. We may also to some degree use the data to build a profile for you regarding service provision and priority.

Your rights

You can find out more about your rights on our Data Protection page and this includes details of your rights about automated decisions, such as the ranking of Housing Applications, and how to complain to the Information Commissioner.

Data controller and purpose

This privacy notice applies to you (“the service user”) and the London Borough of Tower Hamlets (“the council”).  The council takes the privacy of your information very seriously. This privacy notice applies to the council’s use of any and all of the data provided by you or collected by the council in relation to your use of this service.  It is important that you understand that sometimes we will need to share your data with other agencies where necessary or appropriate and by engaging with our service you understand that your data may be shared.

The information you provide will be used by the London Borough of Tower Hamlets’ Permanency and Adoption Support Team, to process your personal data. This includes processing of adoption enquiries and the completion of prospective adopter reports. We will also use your personal data to carry out checks from external parties such as; criminal checks, medical checks, Local Authority checks and relevant references.

We process your data in accordance with the General Data Protection Regulation (GDPR) and if you have any concerns the council’s Data Protection Officer can be contacted on DPO@towerhamlets.gov.uk.

Condition for processing personal data

It is necessary for us to process your personal data (name, address, health, personal and household circumstances), under GDPR Article:

• 6(1)(a) Consent
• 6(1)(c) Compliance with a legal obligation
• 9(2)(b) Employment, social security or social protection law, collective agreement.
• 9(2)(g) Substantial public interest on the basis of Union or Member State law
• 9(2)(h) Preventative or occupational medicine, working capacity of the employee, medical diagnosis, the provision of health or social care or treatment or management
• 9(2)(j) Archiving in the public interest, or scientific and historical research purposes or statistical purposes
• Adoption and Children Act 2002
• The Adoption Agencies Regulations 2005
• Children Act 1989
• Children and Social Work Act 2017 
• Care Planning Regulations 2010
• Adoption Support Regulations 2014

A delay in you providing the information requested may result in a delay in providing appropriate services.

How long do we keep your information?

We will only hold your information for as long as is required by law and to provide you with the necessary services. This is likely to be for 100 years after the case is closed. For further details, you can view our retention schedule.

We may also anonymise some personal data you provide to us to ensure that you cannot be identified and use this for statistical analysis of data to allow the council to effectively target and plan the provision of services.

Information sharing

Your personal information may be shared with internal departments or with external partners and agencies involved in delivering services on our behalf. This will include; the London Borough of Tower Hamlets Children Services, National adoption agencies, the National Adoption Register (Adoption Match), internet resource Link Maker (for family finding purposes) and adoption support agencies.

The council has a duty to protect public funds and may use personal information and data-matching techniques to detect and prevent fraud, and ensure public money is targeted and spent in the most appropriate and cost-effective way. Information may be shared with internal services and external bodies like the Audit Commission, Department for Work and Pensions, other local authorities, HM Revenue and Customs, and the Police. This activity is carried out under Article 9(2)(b) of the GDPR, under social protection law. We have a duty to improve the health of the population we serve. To help with this, we use data and information from a range of sources including hospitals to understand more about the nature and causes of disease and ill-health in the area. This data would normally be anonymised and never used to make decisions on a specific individual or family.

Your Rights

You can find out more about your rights on our Data protection page and this includes details of your rights about automated decisions, such as the ranking of Housing Applications, and how to complain to the Information Commissioner.

Data controller and purpose

The information you provide will be used by the London Borough of Tower Hamlets Property and Major Programme service, to process your personal data. Tower Hamlets Council is the Data Controller.

We have received personal data from the attached form and will use this for the purpose of processing your feedback regarding the projects we deliver.

We process your data in accordance with the General Data Protection Regulation (GDPR) and if you have any concerns the Council’s Data Protection Officer can be contacted on DPO@towerhamlets.gov.uk

Condition for processing personal data

It is necessary for us to process your personal data (name, address, contact details), under the GDPR for the purposes of participant engagement.  Stakeholder support is critical to the success of this project and we will only use your information to contact you in relation to this project alone.  We will use your personal data to keep you informed on progress and provide you with ongoing organisational updates.

How long do we keep your information?

We will only hold your information for as long as is required by law and to provide you with the necessary services. This is likely to be for 7 years after the case is closed. For further details, you can view our retention schedule.

We may also anonymise some personal data you provide to us to ensure that you cannot be identified and use this for statistical analysis of data to allow the Council to effectively target and plan the provision of services.

Information sharing

Your personal information may be shared with internal departments or with external partners and agencies involved in delivering services on our behalf. As stated above this will include data (name, address, contact details).

The council has a duty to protect public funds and may use personal information and data-matching techniques to detect and prevent fraud, and ensure public money is targeted and spent in the most appropriate and cost-effective way. Information may be shared with internal services and external bodies like the Audit Commission, Department for Work and Pensions, other local authorities, HM Revenue and Customs, and the Police. This activity is carried out under social protection law.

We have a duty to improve the health of the population we serve. To help with this, we use data and information from a range of sources including hospitals to understand more about the nature and causes of disease and ill-health in the area. This data would normally be anonymised and never used to make decisions on a specific individual or family.

Your Rights

You can find out more about your rights on our data protection and this includes details of your rights and how to complain to the Information Commissioner. 

Data controller and purpose

The information you provide will be used by the London Borough of Tower Hamlets’ Complaints and Information Service, to process your name and address. Tower Hamlets Council is the Data Controller

We have received [your name and address data from you and will use this for processing your request for Freedom of Information.

We process your data in accordance with the General Data Protection Regulation (GDPR) and if you have any concerns the council’s Data Protection Officer can be contacted on DPO@towerhamlets.gov.uk.

Condition for processing personal data

It is necessary for us to process your personal data (name, address, contact details), under the GDPR as a task carried out in the public interest.

A delay in you providing the information requested may result in a delay in providing appropriate services.

How long do we keep your information?

We will only hold your information for as long as is required by law and to provide you with the necessary services. This is likely to be for seven years after the case is closed. For further details, you can view our Retention Schedule.

We may also anonymise some personal data you provide to us to ensure that you cannot be identified and use this for statistical analysis of data to allow the council to effectively target and plan the provision of services.

Information sharing

Your personal information may be shared with internal departments or with external partners and agencies involved in delivering services on our behalf.

The council has a duty to protect public funds and may use personal information and data-matching techniques to detect and prevent fraud, and ensure public money is targeted and spent in the most appropriate and cost-effective way. Information may be shared with internal services and external bodies like the Audit Commission, Department for Work and Pensions, other local authorities, HM Revenue and Customs, and the Police. This activity is carried out under social protection law.

We have a duty to improve the health of the population we serve. To help with this, we use data and information from a range of sources including hospitals to understand more about the nature and causes of disease and ill-health in the area. This data would normally be anonymised and never used to make decisions on a specific individual or family.

Data transfer to non EEA territory

We will not transfer your data to non EEA territory.

Automated decision making and profiling

The service will process some of the data by computer and may therefore make automated decisions on your case. You can ask for this to be explained to you, please see the ‘your rights’ section that follows. We may also to some degree use the data to build a profile for you regarding service provision and priority.

Your rights

You can find out more about your rights on our Data Protection page and this includes details of your rights about automated decisions, such as the ranking of Housing Applications, and how to complain to the Information Commissioner.

Data Controller and purpose

The information you provide will be used by the London Borough of Tower Hamlets’ Complaints and Information Service, to process your complaint.

We have received your personal data from you and will use this for investigation in to your concerns relevant to the service you complaint. If you provide equalities data we will only use this for equalities monitoring purposes.

We process your data in accordance with the General Data Protection Regulation (GDPR) and if you have any concerns the Council’s Data Protection Officer can be contacted on DPO@towerhamlets.gov.uk.

Condition For Processing Personal Data

It is necessary for us to process your personal data (name, address, contact details), under the GDPR as a task carried out in the public interest.

A delay in you providing the information requested may result in a delay in providing appropriate services.

How long do we keep your information?

We will only hold your information for as long as is required by law and to provide you with the necessary services. This is likely to be for seven years after the case is closed. For further details, you can view our Retention Schedule.

We may also anonymise some personal data you provide to us to ensure that you cannot be identified and use this for statistical analysis of data to allow the Council to effectively target and plan the provision of services. 

Information sharing

Your personal information may be shared with internal departments or with external partners and agencies involved in delivering services on our behalf. As stated above this will include; your name, address, contact details, and other more personal data such as health data if relevant to your complaint.

The council has a duty to protect public funds and may use personal information and data-matching techniques to detect and prevent fraud, and ensure public money is targeted and spent in the most appropriate and cost-effective way. Information may be shared with internal services and external bodies like the Audit Commission, Department for Work and Pensions, other local authorities, HM Revenue and Customs, and the Police. This activity is carried out under social protection law.

We have a duty to improve the health of the population we serve. To help with this, we use data and information from a range of sources including hospitals to understand more about the nature and causes of disease and ill-health in the area. This data would normally be anonymised and never used to make decisions on a specific individual or family. 

Data Transfer to non EEA territory

We will not transfer your data to non EEA territory. 

Your Rights

You can find out more about your rights on our Data Protection page and this includes details of your rights about automated decisions, such as the ranking of Housing Applications, and how to complain to the Information Commissioner.  

This policy explains how the information we collect about you is used and your rights in relation to that information.

Personal information collected from you in order to register an event is required by law. The main legislation which governs the collection of registration information is the Births and Deaths Registration Act 1953, the Marriage Act 1949 and the Civil Partnership Act 2004. You may be legally by obliged these acts, and other pieces of legislation, to provide certain pieces of information.  If you fail to provide information you are required to give us you may, amongst other things, be liable to a fine, or we may not be able to provide the service you are applying for, such as a marriage or a civil partnership.

Personal information may also be collected from you if you are make an application to this office, for example for a certificate or to correct information contained in a register entry.

The information you provide will be held and processed by registration officers for this registration district.

The superintendent registrar is a data controller for birth, marriage and death registrations and can be contacted at register.office@towerhamlets.gov.uk. 

The local authority is a data controller for civil partnership registrations and can be contacted at DPO@towerhamlets.gov.uk.

The Registrar General for England and Wales is a joint data controller for birth, marriage, death and civil partnership registrations and can be contacted at the General Register Office, Trafalgar Road, Southport, PR8 2HH.

A copy of any register entry will be provided by this office in accordance with the law to any applicant, provided they supply enough information to identify the entry concerned and pay the appropriate fee. The copy may only be issued in the form of a paper certified copy (a “certificate”). An application for a certificate may also be made to the General Register Office.

A copy of the information collected by a registration officer will also be sent to the Registrar General for England and Wales so that a central record of all registrations can be maintained.

Registration information held at this office may be shared with other organisations in the course of carrying out our functions, or to enable others to perform theirs.

We will only share information where there is a lawful basis to do so for the following reasons:

• statistical or research purposes
• administrative purposes by official bodies e.g. ensuring their records are up-to-date in order to provide services to the public
• fraud prevention or detection, immigration and passport purposes. 

Further information on data held by the registration service and a full list of the organisations with whom registration data is shared, the purpose and the lawful basis for sharing the data can be found at on the General Register Office. Alternatively, staff at this office will be able to provide the information.

You have the right to request access to the personal information we hold about you, to be informed about the collection and use of your personal information, for incorrect information to be corrected (where the law permits) and to request us to restrict the processing of your personal information. In certain circumstances you have the right to object to the processing of your personal information.  Your information will not be subjected to automated decision-making. 

Registration information is retained indefinitely as required by law. Contact register.office@towerhamlets.gov.uk for retention information.

If you have any questions or concerns about the collection, use or disclosure of your personal information please contact DPO@towerhamlets.gov.uk.

You have the right to complain to the Information Commissioner’s Office about the way we are handling your personal information. Details on how you can do this can be found on the ICO website. 

Data Controller and Purpose

The information you provide will be used by the London Borough of Tower Hamlets’ Governor Services, to process your application form to become a school governor. The service works with schools to nominate potential governors on the Governing Boards and the participants are Joint Controllers of the data you provide.

We process your data in accordance with the General Data Protection Regulation (GDPR) and if you have any concerns the council’s Data Protection Officer can be contacted on DPO@towerhamlets.gov.uk. 

Condition for processing personal data

It is necessary for us to process your personal data (name, address, contact details), under the GDPR with consent in the first instance and then as a task carried out in the public interest if you become a school governor.

A delay in you providing the information requested may result in a delay in providing appropriate services.

How long do we keep your information?

We will only hold your information for as long as is required by law and to provide you with the necessary services. In the interest of school governance we will not delete record of your term of office as a governor. For further details, you can view our Retention Schedule.

We may also anonymise some personal data you provide to us to ensure that you cannot be identified and use this for statistical analysis of data to allow the council to effectively target and plan the provision of services.

Information sharing

Your personal information may be shared with internal departments or with external partners and agencies involved in delivering services on our behalf. As stated above this will include nominated schools.

The council has a duty to protect public funds and may use personal information and data-matching techniques to detect and prevent fraud, and ensure public money is targeted and spent in the most appropriate and cost-effective way. Information may be shared with internal services and external bodies like the Audit Commission, Department for Work and Pensions, other local authorities, HM Revenue and Customs, and the Police. This activity is carried out under social protection law.

We may also to some degree use the data to build a profile for you regarding service provision and priority.

Your rights

You can find out more about your rights on our Data Protection page and this includes details of your rights about automated decisions and how to complain to the Information Commissioner.