How we use your information
The purpose of this page is to inform members of the public about what to expect when the Devon County Council (Youth Participation Team) collects personal data about them. This is a separately hosted website, however, as part of that organisation we must adhere to Devon County Council policy and procedure . Devon County Council is our data controller.
We will collect personal data about different types of people including:
• visitors to our website
• people who use our service, such as social care clients or other service users
Whenever we collect personal data from you on behalf of Devon County Council we will ensure you are provided with a privacy notice which complies with data protection laws. To that end, we also endeavour to ensure you can access Devon County Council privacy notices. Devon County Council will act as a ‘data controller’ for any personal data that you provide to us. As such, we will ensure that the data you give us is processed in line with our organisation’s Data Protection Policies and in line with your rights under the Data Protection Act and the EU General Data Protection Regulations.
Exercising your rights
Devon County Council has a record retention schedule which you can view here.
Under the Data Protection Act and the EU General Data Protection Regulations you have the following rights:
The right of access to your own personal data.
The right to request rectification or deletion of your personal data.
The right to object to the processing of your personal data.
The right to request a copy of the information you provide us in machine-readable format.
The right to withdraw your consent to any processing that is solely reliant upon your consent.
Should you wish to exercise any of your rights, you should contact the Data Protection Officer
Visitors to our website
When someone visits our website, we collect certain information about these visitors, such as IP addresses and details of the pages which these people have visited. This information does not allow us to identify individuals but helps us to ensure our website is structured in the most effective and user-friendly way.
We will sometimes collect personal data via our website or a third party agent (e.g. Eventbrite). In these circumstances, we will inform individuals why we wish to collect this information, what we will do with it and we will include details of who we will share this information with. This information will feature in a privacy consent notice which will be issued in accordance with our data protection policies.
Use of IP addresses
An IP address is a set of numbers that is automatically assigned to your computer whenever you log on to your internet service provider (or through your local area network (LAN). Web servers, the powerful computers that provide web pages for viewing, automatically identify your computer by the IP address assigned to it during your session online.
IP addresses may be collected for certain purposes (for example, to audit the use of our site). We do not link a user’s IP address to a person’s personal data, which means we will have a record of each user’s session but the user will remain anonymous to us.
Our website search is powered by Google. Search queries and results are logged anonymously to help us improve our website and search functionality. No user-specific data is collected by either Devon County Council or any third party.
Information that you supply to us is restricted to only those staff that need access to this information for their jobs. We are governed by robust data protection policies in place to ensure all personal data is handled professionally and in accordance with the law. Our staff are also required to undertake data protection training every two years.
People who email us
Any email sent to us, including any attachments, may be monitored by the Council. Email monitoring or blocking software may also be used to protect the Council’s ICT Infrastructure against viruses and other forms of malware. The Council has a robust Cyber Security policy in place to ensure that our network and the information assets managed as part of it are secured from cyber threats.
What happens if I make a complaint?
Devon County Council can handle numerous different types of complaints including those relating to:
• data protection breaches
• freedom of information responses
• service specific complaints
• social care complaints.
If we receive a complaint that we cannot resolve immediately (if it is service specific) , or that is serious, we will signpost you to our customer complaints department.
They will create a file containing the details of the complaint. This file may consist of paper and or electronic documents and will normally contain the identity of the complainant and any other individuals connected to the complaint. Please see the customer feedback page for how that complaint will be handled.
Sharing your information
We are responsible for the delivery of a participation and involvement service to children receiving social care services. By default this extends in part to their carers. Some of our services may be delivered by contractors and providers on our behalf. We will undertake to only share information which is relevant and necessary for the provision of that service to you.
We may share your personal data internally across teams to help provide a service to you. This information will be restricted to only those staff members that need access to this information. We will not share your information with any third-party organisations unless you have provided your consent for this sharing or the council is required to share this information by law.
Circumstances where we may be required to share your personal data without your consent may include instances where the information is required for the purposes of prevention or detection of crime, or the apprehension and prosecution of offenders. We may also be required to share your personal data for the purposes of safeguarding or protecting the welfare of yourself and others. In these circumstances we will only share information that is relevant for the intended purpose and information that is shared will be restricted to the minimum necessary.
If you believe that your personal data has been shared inappropriately, you have a right to complain about this. More information about how to make a complaint is available on our customer feedback page.
Your right to complain
In the event that you wish to complain about the way that your personal data has been handled by Devon County Council, you should write to the Data Protection Officer and clearly outline your case. Your complaint will then be investigated in accordance with the Council’s customer feedback procedure. If you remain dissatisfied with the way your personal data has been handled, you may refer the matter to the Information Commissioner’s Office whose contact details are below:
Information Commissioner’s Office
Reporting security incidents
As employees of Devon County Council, we have a responsibility to monitor all incidents that may breach security and/or confidentiality of information. In the interest of maintaining strong security protocols, we encourage our staff and members of the public to bring to our attention, incidents involving the loss of personal or sensitive business information.
If you have lost or found such information, please complete the Council’s Security Incident Reporting Form. For further advice and assistance please email firstname.lastname@example.org or phone 01392 383000 and ask for the Information Governance Team. Please include your name and contact details so that we can contact you again if necessary.
Any personal data that is collected by us during this process will be passed on to the Information Governance Team, where it will be kept secure and will only be used for the purposes of investigating the specific concern raised.
Access to personal data
We are committed to openness and transparency when it comes to people gaining access to their personal data. Individuals can find out if we hold any personal data by making a subject access request under data protection legislation. If we do hold information about you Devon County Council will:
• give you a description of it
• tell you why we are holding it
• tell you who it could be disclosed to
• let you have a copy of the information in an intelligible form.
To make a request for any personal data we may hold you need to complete a subject access request form or make a request in writing to:
Information Governance Team,
County Hall, Room 120
You may be asked to provide proof of your identity and proof of your address as part of this process. For more information call us on 01392 383000 and ask for the Information Governance Team.
How to contact our data protection officer
For more information about how the Council will process your personal data, or for information on how to access information from us, please write to:
The Data Protection Officer
County Hall, Room 120