Tendring District Council is committed to protecting your privacy rights as a resident or visitor and when you use our services.
To comply with Data Protection legislation, the Council is registered as a Data Controller with the Information Commissioners Office (ICO). The detail of this registration can be viewed by searching the public register on the ICO website (www.ico.org.uk ) for ‘Tendring District Council’ or downloading the certificate here.
Please be aware that the Electoral Registration Officer and the Returning Officer for Tendring have separate privacy notices.
We have to tell you what processing of your personal information we will carry out and this privacy notice explains how we use your information.
We have a Data Protection Officer to ensure that we respect your rights and follow the law. It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.
Tendring District Council is committed to protecting your privacy rights as a resident or visitor and when you use our services.
To comply with Data Protection legislation, the Council is registered as a Data Controller with the Information Commissioners Office (ICO). The detail of this registration can be viewed by searching the public register on the ICO website (www.ico.org.uk ) for ‘Tendring District Council’ or downloading the certificate.
If you have any concerns or questions about how we look after your personal information or wish to exercise any of Your Rights, please contact:-
The Data Protection Officer
Tendring District Council
Town Hall
Station Road
Clacton on Sea
Essex CO15 1SE
01255 686060
This website may include links to third-party websites and applications. Clicking on 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.
Download the Data Protection and Privacy notice as a pdf document
Personal information (or Personal Data) can be anything that identifies and relates to a living person (natural persons). For example, your name and contact details.
Some information is considered to be ‘Special Category’ information and needs more protection because of its sensitivity. This includes information relating to:-
View the Council’s policy statement regarding how we will protect Special Category and criminal convictions personal data.
The Council may need to use some information about you. For example:
Detailed information can be found in the service privacy notices available further down the page.
There are a number of legal obligations why we need to collect and use your personal information.
Each service privacy notice explains which legal reason is being used. These are available further down this page.
Generally we collect and use personal information where:
In situations where we have no other legal basis to process your personal data you will have provided us with consent to use your personal information. In these circumstances you have the right to amend or withdraw your consent at any time.
We’ll do what we can to make sure we process records about you (on paper and electronically) in a secure way, and we’ll only make them available to those who have a right to see them. Examples of our security include:
The Council only collects and uses personal information where it is needed to deliver a service or to meet a legal obligation and may be shared for the same reasons.
Personal information is only kept for as long as is necessary for those identified purposes. These legal obligations are covered in more detail in the individual service privacy notices available further down this page.
Where it is necessary for us to share your information this will be done in a secure way which has been subjected to a privacy impact assessment (PIA). Where other organisations process your information on our behalf, this is carried out under contract and an information sharing agreement will be in place between the organisations involved.
Wherever information is needed solely for general or statistical purposes, or is kept for a longer period, we will ensure that all personal identifiers are removed so that it becomes anonymous and therefore no longer ‘personal information’.
Data Protection law gives you a number of legal rights. These are:-
You can ask the Council (or any organisation) for a copy of the personal information it holds or processes relating to you. We should provide the information within 1 month. If there is a great deal of information or it is difficult to identify and retrieve then we can apply a time extension and let you know.
Everyone is entitled to have their own personal data rectified / changed if it is inaccurate or incomplete. If an organisation has shared the personal data in question with anyone then it must also take all reasonable steps to inform them of the change. You will be asked to provide evidence of your identity and the correction so that the organisation can ensure your privacy rights are protected.
The right to erasure can sometimes be referred to as ‘the right to be forgotten’. However this is not an absolute right. You can only request the deletion or removal of personal data where there is no compelling reason for an organisation to keep it. Where the organisation has a statutory obligation or a legally justifiable reason to keep the information they must let you know.
In some circumstances you have a right to restrict what processing an organisation carries out or ask that they stop processing your personal data. When processing is restricted, the organisation may continue to store your data but not to process it further. However this right cannot overrule any legal obligation placed on the organisation to continue processing your personal information.
Following a request for disclosure of your data, you have the right to ask for your information in a digital format so that you can reuse it for other purposes. For example, data portability could be used to upload your information to a third party price comparison website to compare and identify best value for something like utilities or mobile phone use. It is unlikely that data portability will apply to most of the services you receive from the Council.
Everyone has the right to object to the processing of their data in limited circumstances.
However you can only object based on “grounds relating to your particular situation”. For example you may need to maintain a higher level of security due to the type of job you have. In these situations an organisation must stop processing your personal data unless it can demonstrate compelling grounds for the processing, which override your interests, rights and freedoms or where processing is for the establishment, exercise or defence of legal claims.
You have a right to request that decisions based solely on automated processing, including profiling, which may produce a legal effect or affect them significantly, to have some form of human input so they are not automatically generated by a computer.
This right is in place to ensure that potentially damaging decisions are not taken without some form of human intervention. This right also applies to ‘profiling’.
However, this Right will not apply if the decision:
Organisations are required to ensure that appropriate safeguards are in place to protect your rights, freedoms and legitimate interests and you can ask to have any computer-made decisions explained to you.
We’re making it easier for you to find out how and why we process your personal information.
You don’t need to do anything. This privacy notice will provide you with more information about how we process your information.
All requests for access to personal information must be made by the person to whom the information relates or their authorised representative. This is known as a Subject Access Request. Requests must include sufficient information to clearly identify you so that we don’t provide your information to someone attempting to impersonate you. For example, your full name, address, other contact details we may record, a copy of your driving license, a utility bill, etc. In this way we can ensure your privacy rights continue to be protected.
If you wish to authorise someone to act on your behalf – this could be another individual or an organisation, such as your legal representative or Citizens Advice, it is important that you make your wishes clear and provide a form of authority to them so that we know they are acting under your instruction.
If you need to make a complaint about how your personal information is being used by the Council, please provide as much information as possible so that we can conduct an investigation.
If you wish to appoint someone to act on your behalf – this could be another individual or an organisation, such as your legal representative or Citizens Advice, it is important that you make your wishes clear and provide a form of authority to them so that we know they are acting under your instruction.
If you need to request a restriction in the use of your information, please provide as much information as possible so that we can consider your request.
If you wish to appoint someone to act on your behalf – this could be another individual or an organisation, such as your legal representative or Citizens Advice, it is important that you make your wishes clear and provide a form of authority to them so that we know they are acting under your instruction.
If you need to request a correction to inaccurate information, please provide as much information as possible so that we can consider your request.
If you wish to appoint someone to act on your behalf – this could be another individual or an organisation, such as your legal representative or Citizens Advice, it is important that you make your wishes clear and provide a form of authority to them so that we know they are acting under your instruction.
If you need to request deletion of your information, please provide as much information as possible so that we can consider your request.
Please note: We are only able to delete your information if there is no legal obligation for us to retain it.
If you wish to appoint someone to act on your behalf – this could be another individual or an organisation, such as your legal representative or Citizens Advice, it is important that you make your wishes clear and provide a form of authority to them so that we know they are acting under your instruction.
Data protection legislation means that, in most cases, we are not able to share personal information with third parties.
If you need general information from the Council, you can use:
Schedule 2 of the Data Protection Act (DPA) 2018 allows for certain exemptions where information may be disclosed for purposes such as crime prevention, taxation, legal proceedings, or where an organisation has regulatory powers. These types of requests usually come from the Police, Government departments, Local Authorities, or other public bodies. We may also receive requests from legal firms or other organisations.
Even where an exemption may apply, this does not guarantee access. We must be satisfied that the exemption is relevant and may contact you if we need more details.
Please be aware that if we do disclose personal information, the organisation receiving it becomes the data controller for that information and must follow all relevant data protection laws.
Data protection laws apply only to living individuals.
However, we still have a duty of confidentiality, and we will consider what the deceased person’s wishes might reasonably have been. We will assess whether disclosure is appropriate and let you know our decision.
Please send your request to DPAOfficer@tendringdc.gov.uk and an Information Governance Officer will review your request.
To help us assess your request, please include enough information to show whether a Schedule 2 exemption applies or whether you have the necessary regulatory powers to ask for the information.
Each request is considered on its own merits. We may come back to you for more details if needed, and we will only provide personal information that is relevant to your request.
There is no statutory time limit within which local authorities are expected to respond to disclosure requests of this kind, but we will endeavour to provide the requested information as soon as possible.
If you have any concerns or questions about how your personal information is processed, or you wish to send a request please contact our Data Protection Officer at DPAOfficer@tendringdc.gov.uk or by writing to us at:
Data Protection Officer
Tendring District Council
Town Hall
Station Road
Clacton-On-Sea
CO15 1SE
For independent advice about data protection or to report a concern, you can contact the UK Information Commissioner’s Office (ICO) at:
Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire SK9 5AF
Telephone: 0303 123 1113 (local rate) or 01625 545 745 (national rate) - Monday to Friday 9am to 5pm