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Community insight profile grant funding - Privacy notice

Who the council is and what the council does

West Oxfordshire District Council is a data controller under the Data Protection Legislation as the council collects and processes personal information about you in order to provide services and meet their statutory and regulatory obligations.

Funding from Oxfordshire County Council has been made available for local community projects which aim to encourage residents to identify and take action to improve their health and wellbeing and which tackle health inequalities in the West Oxfordshire district. The community insight gathering is required to be completed by 1 November 2024. With publication of the final profile reports by 31 March 2025. The grant disbursement programme will be expected to start from 1 May 2025.

The evaluation is to be completed by 1 November 2026.

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

Any questions regarding our privacy practices should be sent to:

Data Protection Officer (DPO)
West Oxfordshire District Council
Council Offices, Witney, OX28 1NB
Email: data.protection@westoxon.gov.uk
Tel: 01993 861194

Why the council needs your information and how the council uses it

We are supporting Oxfordshire County Council in understanding the health outcomes, and factors that influence these outcomes in West Oxfordshire where residents are most at risk of poor health, or experience health inequalities.

The aim is to provide funding for local groups and organisations in the Witney East and Central area to deliver projects which support the recommendations of the Community Profile. The anticipated impact of these projects is to reduce the health inequalities experienced by residents in the Witney East and Central community whilst strengthening community assets.

The Project aims to adopt a community development approach to work with local organisations and prospective applicants to enable them to apply for the Community Profile grant funding.

The council does not sell your personal information to anyone else.

What is the legal process for collecting and processing this data

Under the UK General Data Protection Regulation (UK GDPR) and Data Protection Act 2018, the lawful bases we rely on for processing this information are:

  • UK GDPR Article 6(1)(a) Consent – the data subject has given consent to the processing of his or her personal data for one or more specific purposes. 
  • UK GDPR Article 6(1)(b) Contract – we collect and lawfully process your personal data for the necessary performance of a contract.
  • UK GDPR Article 6(1)(e) Public Task – processing is necessary for the performance of a task carried out in the public interest in the exercise of official authority vested in the council.

The lawful basis on which we collect and use special category data is that:

  • Article 9(1)(a) of the Data Protection Act - Processing special category data due to Explicit consent
  • Article 9(2)(g): Processing is necessary for reasons of substantial public interest (statutory purposes, equality of opportunity and Safeguarding of economic well-being of certain individuals)
  • Article 9(2)(h): Processing is necessary for the provision of health or social care
  • Article 9(2)(j): Processing is necessary for statistical purposes (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).

What type of information is collected from you

  • full name, date of birth or age, and contact details such as phone number, address, and e-mail address where appropriate;
  • information about contact with you;
  • information relevant to the services being provided, e.g. library services, social care, concessionary travel or disabled parking badges, etc.

Special categories of personal data

  • demographic information relevant to the services being provided, such as ethnicity, sex or gender, partnership/relationship and family status.

The above list is not exhaustive. The council will only ask for personal information that is appropriate to enable us to deliver our services. In some cases you can refuse to provide your details if you deem a request to be inappropriate. However, you should note that, this may impact on our ability to provide some services to you.

We collect this information by:

  • Local activities, surveys, social media.

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

Your data is shared internally only with the appropriate staff where it is necessary for the performance of their roles.

The council may also share your personal information with:

  • Oxfordshire County Council social and health care services
  • Oxfordshire County Council Public Health
  • Live Well Oxfordshire
  • Registered charities, community interest companies, voluntary organisations and community groups that can meet the eligibility criteria.
  • The council also invite proposals from organisations working together in partnership. The council particularly welcome applications from emerging groups and organisations seeking to develop new activities in response to clearly identified local needs.

We will not normally share your information with organisations without your consent. However, the council will use the information for the purpose of performing any of its statutory enforcement duties. It will make any disclosures required by law and may also share this information with other bodies responsible for detecting/preventing fraud or auditing/administering public funds.

Your information will not be disclosed to any other organisations, except where the council is required and allowed to by law, to safeguard public safety and in risk of harm or emergency situations.

The council will not share your information with third parties for marketing purposes. 

Anonymisation

Your personal information may be converted into statistical or aggregated data in such a way that ensures that you cannot be identified from it. Anonymised data cannot, by definition, be linked back to you as an individual and may be used to conduct research and analysis, including the preparation of statistics for use in our reports.

How long the council keeps your information (retention period)

We will retain your information for a minimum of six (6) years from the date of termination or expiry of the Contract.

For grants awarded by the Community Wellbeing service, the information will be retained as follows:

  • Successful application: 7 years (6 years plus the current year) from when the last payment was made.
  • Unsuccessful applications: 6 months after decision was made.

Once your data is no longer needed it will be securely and confidentially destroyed or disposed of.

How the council protects your information

Your data is stored securely on our systems and accessed only by authorised officers using their own username and password created in line with pre-defined user credentials. Personal data is also held in electronic files on the council’s network drives. These are only accessible through personal logon credentials and access privileges to specific drives. Access to our council sites require a personal electronic pass to access staff only areas.

The council has strict procedures for the way this is done. Any and all information about you is treated as confidential and with respect. There are also clear rules and guidance about storing, recording and sharing information which staff receive training on.

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

The council 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 however that where you are transmitting information to us over the internet this can never be guaranteed to be 100% secure.  

The council 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 the following 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
  • To be told if the council have made a mistake whilst processing your data and the council will self-report breaches to the Commissioner.

How you can access, update or correct your information

The Data Protection law gives you the right to apply for a copy of information about yourself. This is called a ‘Subject Access Request'.

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. The council is 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 the council holds is inaccurate or out of date, please email us or write to us at:

Community Wellbeing
West Oxfordshire District Council
Council Offices, Witney, OX28 1NB
Email: community.wellbeing@westoxon.gov.uk

Further information

If you would like to know more about how the council uses your information, or if for any reason you do not wish to have your information used in any of the ways described in this privacy notice, please contact the Data Protection Officer at data.protection@westoxon.gov.uk.

If you are concerned about the way the council is handling your personal information you can contact the Information Commissioner (ICO): https://ico.org.uk/make-a-complaint/

The council reserve the right to update this privacy notice from time to time by publishing a new version on our website.

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© West Oxfordshire District Council 2024