Privacy notice

How and why information about you will be used by Oxfordshire County Council.

This privacy notice explains how and why information about you will be used by Oxfordshire County Council (“us” or “we”).

We may update this privacy notice at any time and may also notify you in other ways from time to time about the ways we use your information.

How we use information about you

We collect personal information to perform the services that we provide as part of our statutory functions. Where services are not part of our statutory functions, we may seek your consent to process your personal information.

  • We will use your information to create a case record for you, and we are responsible for decisions relating to the security and use of your information;
  • Generally, we will not use your information without your permission for purposes not directly related to the services we provide;
  • If your information is to be used for purposes such as training, planning and improving services, or research your information will be anonymised;
  • It might be necessary to share your information for a purpose not related to the services if:
    • your health or safety, or that of others, is at risk;
    • it is in the public interest to do so, for social or health security;
    • it will help to detect or prevent crime or illegal activity;
    • we are required to comply with a legal obligation.

Types of information we hold about you

  • details about you such as full name, date of birth or age, and contact details such as phone number, address, and e-mail address where appropriate;
  • demographic information relevant to the services being provided, such as ethnicity, sex or gender, partnership/relationship and family status;
  • 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.;
  • information relevant to actions, enforcements, issues or charges against you, e.g. traffic violations, parking enforcement, or other penalties or infringements.

Upholding our legal duties

We use your information in compliance with the data legislation, principally:

  • the Data Protection Act 2018 (DPA2018);
  • the UK General Data Protection Regulations (UK GDPR);
  • the Privacy and Electronic Communications Regulations 2003 (PECR2003).

When we use your information, we will do so with the lawful basis and appropriate safeguards of one or more of the following:

  • to comply with our legal obligations;
  • it is in the public interest or to perform a public task;
  • to fulfil a contract;
  • it is in someone’s vital interest;
  • we have a legitimate interest clearly defined;
  • you have freely given your informed consent.

Keeping your information secure

To ensure that your information is used appropriately and that your privacy is respected, your personal information will be held and used in compliance with the requirements of all applicable legislation. This means that:

  • we will use or require adequate technical and organisational measures;
  • we will take steps to ensure that your information is kept as safe as possible, and that it is always accurate and up to date;
  • only those staff who need to do so will access your personal information;
  • your record will be retained in accordance with the council’s retention schedule.

Who we share information with

To provide the most suitable services we often work closely with other organisations. It may, therefore, be in your best interests for your information to be made available to these organisations. In addition, we may be required by law to share your information with some of these organisations.

Typically, depending on the circumstances, we share information with the following types of organisations:

  • educational establishments (e.g. schools and early year’s settings);
  • other health and social care professionals (e.g. NHS organisations and GPs);
  • local and central government bodies (e.g. local councils and DWP);
  • law enforcement agencies (e.g. Police forces, Fire and Rescue Services, DVLA);
  • regulatory authorities (e.g. Local Government Ombudsman, Ofsted);
  • the council’s external auditors (currently Ernst and Young).

Some of our services are provided by organisations working on behalf of or in partnership with us, such as care providers or charities. Your personal information may be passed to one of these when required to perform the service.

Where we do share your information, we will still be responsible for it and will take steps to ensure that those it is shared with keep your information secure, and that they also comply with the relevant legislation. Where NHS National Data Opt-Out applies, we will comply.

Your data rights

In addition to your right to be informed about how we use your information, you also have the right (free of charge) to request the following:

  • access to personal information we hold about you;
  • to have your information corrected if there are inaccuracies or if the information is incomplete;
  • to restrict the processing of your information in certain circumstances in accordance with applicable law;
  • in some instances, to object to your personal information being used at all due to special grounds relating to your particular situation - however, there may be compelling reasons why we may need to continue using your information even in these circumstances;
  • to be told if your personal information is lost and if, as a result, your privacy and rights may be at risk.

In addition to the above, if we have no legal basis to process your information other than the fact that you gave us your consent, then you have the following additional rights:

  • to withdraw your consent to process your information;
  • in some instances, to ask for your personal information to be sent to another organisation in a suitable format. For example, we can provide you with your information in a structured, commonly used, machine readable form when asked;
  • to withhold permission for your information to be shared.

If you wish to see the information we hold, or if you believe that information we hold is out of date or inaccurate, or you have additional information that could affect any services we provide to you, please use the online form or telephone 01865 792422.

Data Controller

Oxfordshire County Council is the Data Controller for data it collects about you as an individual.

Data Protection Policy

The council’s Data Protection Policy (pdf format, 200KB) can be requested by email or by telephone 01865 792422.

Who can I contact with any questions or complaints?

Please speak to your usual contact in the council in the first instance. If you are still unsatisfied, you may contact the council’s Data Protection Officer as follows:

Information Management Team
Oxfordshire County Council
County Hall
New Road

You can also complete the online complaints form on our website.

You also have the right to appeal to the Information Commissioner’s Office which is the UK regulatory authority for data protection issues:

Information Commissioner’s Office
Wycliffe House
Water Lane
SK9 5AF or telephone 0303 123 1113.

We will need to update this privacy notice from time to time. We will maintain a latest version number and you can ask us about this notice or check online at any time.

This information can be made available in other formats if required.

Adopted by executive decision 23/06/2022.

COVID-19 privacy notice

We currently have a COVID-19 privacy notice (pdf format, 92KB) for the ongoing pandemic emergency response.