Data Protection Reforms
This page and its contents are currently under review following confirmation of the final wording of the Data Protection Act 2018 on Wednesday 23 May 2018 and the coming into effect of the General Data Protection Regulation on Friday 25 May 2018. Please continue to use the existing request forms and contact details pending these updates.
How does the council use your information?
Middlesbrough Council uses your information to help deliver services to you and to comply with its statutory obligations and duties. The data held about you (the 'Data Subject') will include facts about you, and will be held either electronically or in paper format. Middlesbrough Council always complies with the eight data protection principles, which state that data must be:
1. used fairly and lawfully
2. used for limited and explicitly stated purposes
3. adequate, relevant and not excessive
5. kept no longer than necessary
6. processed in accordance with the Data Subject's rights
7. held securely
8. not transferred to countries without adequate protection
In some circumstances we might be required to share your information with other organisations. This might include other government departments like the NHS in order to ensure services are provided to you, or organisations responsible for investigating crime, taxation or benefit fraud such as the police or the Department for Work and Pensions.
Sometimes the council will use external companies to carry out work on our behalf, and as a result these companies may use your information to fulfil this purpose. The council as Data Controller will ultimately remain responsible for your information, and will ensure that safeguards are used to protect the security of your data, and limit what it can be used for.
Middlesbrough Council will only ever share your information as permitted or required by law, and with consideration to your right to privacy.
Each service will have different requirements on how it uses and shares the information it holds about you, and you'll normally be informed of this by a member of staff or through notices on forms when you provide information to the council. For more information, please contact the service you're using directly.
The Data Protection Act 1998 gives Data Subjects certain rights. You have the right to:
- Request a copy of the information that's held about you;
- Request that inaccuracies are corrected;
- Avoid unnecessary distress being caused to you by the processing of your personal data;
- Prevent your data being used for marketing;
- Prevent automated decisions being made about you (i.e. where a computer decides something based on points scored in an application, like a loan application);
- Complain about the way your data is handled by the Information Commissioner's Officer (ICO);
- Claim compensation for damage caused if we lose, disclose or use inaccurate data about you.
You can exercise any of your rights by contacting the Information Governance team using the details below. The team will then work with the service(s) that have collected your data to consider what further action can be taken.
Ask for a copy of your own information (Subject Access Request)
Under the Data Protection Act 1998 an individual has the right to request a copy of the information an organisation holds about them by making a Subject Access Request (an 'SAR'). Middlesbrough Council charges £10 and requires two forms of identification in order to process a request, as permitted by the Data Protection Act 1998.
If you'd like to make a request, please use the form below. To help us find and retrieve your information, please provide as much detail as possible about the information you'd like to access. The more specific you can be about the information you want to access, the quicker we'll be able to provide it to you eg if you tell us you'd like one particular document from your case file, it will be much quicker than providing your entire case file.
Requests will not be processed by Middlesbrough Council until the fee, proof of ID and confirmation of the details requested have been received.
Middlesbrough Council requires two forms of ID, one of which should show you are 'active in the community' such as a utility bill, the other to show personal identity such as a passport or driving license. View a list of acceptable forms of ID.
There are two ways to complete the form:
- complete the Subject Access Request form electronically and return by email to firstname.lastname@example.org
- print, complete and return the Subject Access Request form by post
Please note Middlesbrough Council cannot guarantee that the contents of your email will be safe in transit.
If you believe that any of the details we hold about you are inaccurate or incorrect, please contact:
Phone: 01642 728420 / 729696
Information Governance team
PO BOX 503
Find out how your information is used (Privacy Notices)
Privacy Notices are sometimes referred to as Fair Processing Statements. They are an explanation of how Middlesbrough Council services use the personal data you provide, who they share it with, and for what reasons. Privacy Notices are especially useful where the use of your data may not be obvious to you. They are normally included at the bottom of application or consent forms.
If you want to know more about how a service uses your information, contact them directly and they'll be able to help.
Disclosure of information for crime, taxation, or legal purposes
As allowed by exemptions in the Data Protection Act 1998, Middlesbrough Council may disclose information on request, for crime and taxation purposes (section 29 exemption), or in connection with legal proceedings (section 35 exemption). Please note we are not obliged to comply with such requests, but will consider applications in line with the requirements of the Act.
If you require disclosure of information under these exemptions the attached form must be completed in full and returned to the Information Governance team via email to email@example.com or to the address above.
If you have a Government Secure account, please call ahead in the first instance on 01642 728420 / 729696 to make an officer aware of your submission and you'll be provided with a secure email address to send your request to.