Tendring Careline to helpline 24/7 – Post transfer of service - Privacy notice

We wish to inform you about an important update regarding your personal data following the transfer of services from Tendring District Council’s Careline to Colchester City Council’s Helpline 24/7.

Your privacy is of utmost importance to us, and we want to ensure you are fully aware of how your data will be handled moving forward if you opted to transfer to the Colchester service.

Effective Date: 7th August 2025

Data Controller Change

As a result of the service transfer, the new data controller responsible for your personal data is Amphora Trading Limited (CATL), an arms-length trading company of Colchester City Council. This means that Amphora Trading Ltd and Colchester City Council will now be responsible for ensuring your data is processed in compliance with applicable data protection laws.

Tendring District Council will still need to retain your historical data in accordance with its relevant documented retention periods.

Personal Data Collected/Shared

The personal data that has been shared as part of the transfer of service includes:

• Full names and, where applicable, preferred names of service users and individuals connected to service users
• Residential addresses of services users and of individuals connected to service users
• Contact telephone numbers and email addresses of service users and individuals connected to service users
• Details of service users’ next of kin
• Financial information of service users or payers for the Careline Service as applicable
• Relevant security information such as key safe codes, passwords etc. to be used for the purpose of emergency access
• Relevant physical and/or mental health conditions
• History of Careline Service Usage
• Relevant religious or philosophical beliefs

The purpose for this processing

Your personal data will be processed to enable continuity of the provision of relevant services that you have subscribed to.

Legal basis for Tendring District Council to share your data

Article 6 of the UK GDPR:

(b) Contract: the processing is necessary for a contract you have with the individual, or because they have asked you to take specific steps before entering into a contract.

(f) Legitimate interests: the processing is necessary for your legitimate interests or the legitimate interests of a third party,

Special category data legal basis for processing is Article 9 of the UK GDPR:

(g) Substantial public interest and para 18, Schedule 1, Data Protection Act 2018

Whilst criminal offense data is not specifically processed as part of this service delivery, it may be inadvertently collected; in such circumstances the legal basis for processing is paragraphs 10 and 18, Schedule 1, Data Protection Act 2018.

Legal basis for Tendring District Council to still process your data post transfer

To comply with the contractual obligations for when Tendring District Council provided the Careline services and the Council’s relevant retention periods.

Tendring District Council may need to contact you about outstanding monies owed for services provided during the period you were contracted to Tendring Careline.

Article 6 of the UK GDPR:

(b) Contract: the processing is necessary for a contract you have with the individual

(f) Legitimate interests: the processing is necessary for your legitimate interests or the legitimate interests of a third party,

Special category data legal basis for processing is Article 9 of the UK GDPR:

(g) Substantial public interest

Data Retention for Tendring District Council

Your personal data will be retained for no longer than is necessary, or as required by law.

Service user data – current, plus two years after cancellation/end of the service.

Financial information – 6 years, plus current year

Please see Tendring District Council’s Retention Schedule for further details.

Data Retention for Colchester City Council’s Helpline 24/7

Your personal data will be retained for no longer than is necessary, or as required by law.

For specific information please see the Colchester Helpline 24/7 privacy notice and Colchester City Council’s Privacy Policy –

https://www.colchester.gov.uk/privacy-policy/helpline-privacy-notice/

https://www.colchester.gov.uk/privacy-policy/

Contact Information

You can exercise your rights by contacting:

Tending District Council - DPAOfficer@tendringdc.gov.uk

Helpline 24/7 - helpline@colchester.gov.uk

Colchester City Council - DPO@colchester.gov.uk

If automated decision making applies to this processing

No automated decision making applies to this process.