CentralSupportServices
DataProtectionAct1998
PersonalInformation: YourRightToKnow
Whyispersonalinformationheldbythecouncil?
BristolCityCouncilkeepspersonalinformationaboutyouinorderthatitcanprovideyouwiththeservicesyourequire;paymentofCouncilTaxorrent,assessingthecorrectlevelofbenefitforyourneedsandprovidingyouwithuptodateinformationaboutCouncilservices.
Whoisthisinformationshared with?
Informationyouprovidemayalsobesharedwithotheragenciesinvolvedintheprovisionofservicestoyouandbetweendepartmentsofthecouncil,wherewehavetoldyouofthisandwherewearelegallyobligedtodoso.The informationwillonlybetheminimumnecessarytoenableustoprovideservicestoyou.
YourpersonalinformationmayalsobedisclosedtoGovernmentdepartments,wherewearerequiredtodosobylaw,ortoother localauthoritieswhen youhavemovedfromoneareatoanotherandthenewauthority requires confirmationoftheservicesyouarereceiving.
InformationmayalsobeprovidedtoGovernmentdepartmentsorothersforstatisticalresearch, butthiswillnotincludeyournameandaddress,unlessyouhavegivenuspermissiontoprovidethatinformation.
Howisinformationkept andwhoisresponsible?
Theinformationisheldconfidentiallyeitheron computerorinsecuremanualfilingsystems.
Maintainingyourrecordsandkeepingthemsecureistheresponsibilityofthedepartmentoftheauthorityprovidingservicestoyou.In thecaseofschoolpupilrecordstheschoolgovernorsandthehead teacherare responsible.
Theauthority’s employeeshaveadutyofcarewhenprovidingservicestoyou,whichincludesrespectingyourrighttoconfidentiality andensuringthatinformationisonlyusedandgiventoothersforthepurposeoftheservicebeingprovided.
DoIhavetherighttoseeallmypersonalinformation?
Youhavetherighttoknowifweholdpersonal informationaboutyou,whatitisusedforandtobeprovidedwithacopy.Youalsohavetherighttoknowwhetherwediscloseyourpersonalinformationtootherpeopleororganisationsandtoaskforincorrectdatato becorrected.
Youareentitledtoseeyour personalinformation,withsomespecificexceptions.
Forexample, youwillnotbe allowedtoseepersonal
informationthatcontainsdetails aboutsomeoneelse– evenamemberofyourownfamily–untilthatperson hasgivenpermission.
Incaseswhereanypersonalinformationrelatestoyourhealth,wemayneedtoasktherelevanthealthprofessionalforpermissiontodisclosethisinformationtoyou.
Theremaybeoccasions when accesstopersonalinformationwillnotbepossible because,forverygoodandvalidreasons, theCouncilconsideritwillnotbeinyourbestintereststoseeit.Ifthatisthecase,wewill ensure thatyouaregivenafullexplanationatthetimesothatyouunderstandwhythisdecisionhasbeenmade.
HowcanIapplyforaccesstomypersonalinformation?
Youwillneedtosupplyuswithenoughinformationtoconfirmyouridentity andanyotherdetailthatyouthinkmayhelpustofindyourinformation(suchasdateofbirth,nameandaddress,thenameofthedepartment(s)
youdealt with),tospeed thisprocessup,please fillinandreturnthefollowingform.Ifyouhavedifficultywiththeform,theCouncil’sDataProtectionOfficerwillhelpyoutocompletetheform.Youmaywishforassistanceorsupport fromoutsidetheCouncil;theCitizen’sAdvice Bureaumaybeabletohelpyou.
Theinformationgivenwillbeaprintoutofthe informationfromthecomputersystemoracopyofyourmanualfile.Ifpersonalinformationistobeprovidedinconnection withSocialServices,Housing(tenancyrecords)orEducation(education records),special arrangementswillbemade foryoutogainaccesstoyourrecords,asdependingonthenatureofyourenquirydifferentrulesmayapply.
The Councilwillrespondwithin40daysofreceivingyourcorrectlycompletedapplication.
WhatshouldIdowhen I receivetheinformation?
Youshould checkittoensurethatyouhavereceivedalltheinformationthatyouareentitled toandtomakesureitiscorrect.
Ifyouthinkthereisinformationonthefile thatiswrongyoumayaskforittobe changedandwewillconsiderit.Youshouldtellthedepartmentconcernedinwriting.Ifwedonotconsiderthatyourrequestisjustified ourresponsewilllistourreasons.
Addresstowhichrequestsforaccessshouldbesent
Pleasedetachthecompletedapplicationformandsenditto:
DataProtectionOfficer, Bristol City Council,
Rm 326 City Hall, (Council House),
College Green,
Bristol,
BS99 7PH.
Furtherinformation onDataProtection legislationcanbeobtainedfrom:InformationCommissioner,
WycliffeHouse, WaterLane, Wilmslow Cheshire
SK95AF.
Fax:01625524510
DX:20819Wilmslow
Pleasedetachthiscompletedapplicationformandsenditto:
TheDataprotectionOfficer,BristolCityCouncil,Rm 326 Council House, College Green, Bristol, BS99 7PH
Ifyouwouldlikethisinformationinadifferentformat, forexampleBraille,audiotape,largeprintorcomputerdisk,orcommunitylanguages,please contacttheDataProtectionOfficer
DataProtectionAct1998
Application forAccesstoPersonalInformation
•AllapplicantsshouldcompleteSections1,2and6.
•Ifyouareapplyingonbehalf ofsomeoneelseyouwillalsoneedtocompleteSection3.
•Ifyouareunder 18yearsofage,youwillneedtogetanappropriateperson over18tocomplete
Section4.
•Ifyouareaparent applyingforaccessonbehalf ofyourchild,please completeSection5.
•IfyouwishtogainaccesstoCCTVorphotographic images,please completeaseparateCCTV
accessform,whichcanbeobtainedfromtheDataProtectionOfficer.
......
NameofApplicant
AddressofApplicant
DateofBirthTelephoneNumber
......
Tohelpuslocateanypersonalinformationthatwehold,pleaseticktherelevantdepartmentboxandcompletethefollowing:
Education
(e.g.StudentSupportandAdmissions,SpecialEducation,EducationWelfare,
Education Psychology,ChildEmployment,EarlyYearsandChildcareService,Exclusions, HospitalEducationService,CommunityEducation,AdvisoryService,
Training,BehaviourSupport Service,AutisticSpectrumDisorderTeam,Children
LookedAfterService,OutofSchoolPupilSupport,GovernorServicesSchoolTransport).
TransportLeisure
e.g.MuseumsLibraries,YoungPeople’sServices,YouthCentres,
CityDocks,Parks,LandscapeHeritageEstate,SportsServices,Planning,BuildingControl, Licensing,Parking,Public Transport,ParkRide, TrafficManagement,TransportPlanning,EnvironmentalPolicyandProtectionSustainableDevelopmentGroup).
NeighbourhoodHousing
(e.g.Housing,HousingBenefit,HighwaysLighting, Waste Management,TradingStandards,EngineeringConsultancy, EconomicRegeneration,CommunityDevelopment,GypsiesTravellers,OperationalSupport,ScientificServices,EnvironmentalHealth,
PestControl,Dog Warden, CommunityCaretaker,WelfareBenefitsAdvisor,TenancyRelations,HomelessnessOfficer).
SocialServicesHealth
(e.g.AdultCare, ChildCareYoungPeople,MealsService,OccupationalTherapist, SocialWorker,HomeCare,SupportWorker,ChildandFamilySupport,DisabledChildrenServices,HIV/Drugs/AlcoholTeam,ElderlyPersonsHomes,AsylumSeekerTeam,CommunityCentres, CommunityHomes,DayCentres,ResourceandActivityCentres,HomesHostels,Rehabilitation,YouthOffendingTeamCareDirect.
CentralSupportServicesCabinetServices
(e.g.ElectoralRegistrationElections,RegistrationofBirths,Deaths Marriages, Complaints,LocalTaxation,ScrutinyEqualitiesTeamConsultation,
CitizensPanel,TransportServices,CleaningCatering,Construction(Housing),Construction(Non-Housing),CoronersOffice,Internal Audit,ValuationPractice,BuildingPractice.
Whatservice(s)wasusedorreceived?
When wastheserviceused?
Pleasesupplyanyotherinformationthatyouthinkmighthelpustolocateyourpersonalinformationonanothersheetofpaper.
......
PleasecompletethisSectionifyouareauthorisedtobecome theagentactingonbehalf oftheapplicant.
Ihavebeenauthorisedtoactonbehalfof
(Useroftheservice(s)
IdeclarethatIwillnotdiscloseanyinformationfromtherecordsother thantotheperson onwhose behalf Iamacting,unlesstheygivemetheirexpress permission.
SignedDate
(Agent)
IAuthorise
(Nameofuserofservice(s)(Nameofperson oragent actingonyourbehalf)
toseekaccesstopersonalinformationheldbyBristolCityCouncil.Ideclarethatthisauthorisationwasfreelygiven.
SignedDate
(Userofservice(s)
......
Ifyouareunder 18years,aparent,guardianorSocialServicesCareManagershould certifythatyoufullyunderstandthenature ofthisapplicationandyourapplicationwillthen beconsidered.
I
(Nameofparent,guardian, socialworker,etc.
Address
Certifythattheapplicant
(Useroftheservice)
whoisunder 18years,understandsthenature ofthisapplicationforaccesstohis/herpersonalinformation.
SignedDate
(Parent,Guardian,SocialWorker,etc)
......
Ifyouareaparent applyingforaccessonbehalf ofyourchildpleasecompletethefollowingandticktherelevantbox.
Pleasenotethataparent canonlybegrantedaccesstotheirchild’srecordsifthisisconsideredinthechild’sinterests.
NameofchildDateofbirth
Addressofchild
I
(Nameofparent)ammaking arequestforaccesstorecordsonbehalf ofthechildnamedabove,and
ThechildisincapableofunderstandingtherequestandIammakingtherequestonhis/herbehalf
Thechildhasconsentedtomakingthisrequestonhis/herbehalf,andthisconsentwasfreelygiven
SignedDate
(Child)whereconsentisgiven
SignedDate
Signed(parent)
......
Allapplicantsmust signanddatethefollowing:
IwishtorequestaccesstopersonalinformationheldbytheBristolCityCouncil,inaccordancewiththeDataProtectionAct1998,andIenclosemychequemade payabletoBristolCityCouncilwhichistocoverthe£10fee.(IfIrequireacopyofEducation RecordsorHealth Records,Iunderstandthatafurtherfeemaybepayableuptoamaximumof£50.)
SignedDate
(Userofservice,oragent/parentifsection3or5hasbeencompleted)
Aletterwillbesenttoyouacknowledgingyourapplication.
Oct2003
PrintedonRecycledPaperDesigned byCorporate DesignGRA3600PrintedbyCentralSupport Services,PrintServicesPS024479