Hull City Council
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Information Commissioner's Office

Privacy and cookies - Hull City Council

We are registered as a data controller under the Data Protection Act 1998 as we collect and process personal information about you. Our registration number is Z6005621.

Visit the Information Commissioner Office website to access our data protection notification

This notice explains how we use and share your information to provide services to you.

How we collect your personal information

Personal information may be collected by -

  • paper or electronic form
  • myAccount or online forms
  • email
  • telephone
  • website
  • CCTV
  • face to face (via our employees or partners)

Why we collect information about you

We need to collect and hold information about you to -

  • deliver public services
  • confirm your identity to provide some services
  • contact you by post, email or telephone
  • be aware of your needs to provide services that you request
  • understand what we can do for you and inform you of other relevant services and benefits
  • help us build up a picture of how we are performing at delivery services to you and how these services can be improved
  • prevent and detect fraud and corruption through inappropriate use of public funds
  • make sure we meet our statutory obligations including those related to equality and diversity, and health and safety

We will always be open and transparent with you about how we use your personal data and who it is shared with. If we do not have enough information, or your permission to use certain information, we may not be able to provide your requested product or service.

How we use your information

We will conform to the Data Protection Act and use your information to -

  • perform the service you requested
  • carry out law enforcement functions including licensing, planning enforcement and trading standards
  • process financial transactions including grants, payments and benefits involving the council, or where we are acting on behalf of other government bodies such as The Department of Work and Pensions
  • protect individuals from the risk of harm or injury, where necessary
  • allow statistical analysis of data (that you can not be personally identified from) so we can target and plan the provision of services

If you have any questions about how we use your personal details, contact the Information Governance Team on 01482 300 300 or via email at information@hullcc.gov.uk

How we keep your information safe

We respect our responsibility to hold your personal information on your behalf and keep it safe by -

  • only retaining it for as longer as needed
  • checking that effective safeguards are in place to keep your information secure
  • making sure all employees handling your information have had appropriate training
  • have processes in place to monitor, identify and deal with misuse by employees
  • processing all personal data in accordance with the principles of the Data Protection Act

Who processes your information

Our elected members and employees are only given access to your personal information for the specific purpose for which they are authorised. They may not disclose your personal data to anyone else without your consent unless they are legally obliged or empowered to do so.

If you make a complaint about council services or sign a petition that is presented to a council meeting your personal data may be shared with your local ward councillors, committee members and council employees working in the service concerned.

How we share your information

We may need to pass your information to partner organisations that provide the service. These partners are obliged to keep your details secure through a community charter and use them only to fulfil your request.

If we wish to pass your sensitive or confidential information onto a third party, we will only do so once we have obtained your consent, unless we are legally required to do so, or where we have good reason to believe that failing to share the information would put you or someone else at risk.

We may disclose information to other partners where it is necessary such as to comply with a legal obligation or where permitted under the Data Protection Act. This includes the prevention and/or detection of crime.

We will not pass your personal information to external organisations for marketing or sales purposes or any commercial use without your prior consent.

We will only transfer your personal information overseas where we are obliged to do so by law. Also in certain cases where there is a specific requirement to do so (your consent will be obtained beforehand).

myAccount (customer account)

If you register for myAccount you are asked for personal information such as -

  • name
  • address
  • date of birth
  • email address
  • telephone number

This personal information is used to process your service requests.

Closure of myAccount

You can close myAccount at any time. Your account will be closed within 28 days of the request.


Web statistics

This website automatically logs information about your visit such as your browser type and the length of your visit. We use this information to understand how visitors interact with the site so we can make informed decisions about design improvements. Our website does not collect any personal information about you.

Public health

To help us meet our duty to improve the health of the population we serve, we use data from a range of sources including -

  • the Office for National Statistics
  • Health and Social Care Information Centre
  • hospitals
  • local surveys

This aids us to understand more about the nature and causes of disease and ill health in Hull.

Audit fraud

We are required by law to protect the public funds we administer. We may share information with other bodies responsible for auditing or administering public funds.

The Cabinet Office requires us to participate in data matching exercises. This involves comparing computer records held by us or another organisation to check if they match. This is usually personal information. If a match is found that indicates inconsistency an investigation must be carried out to identify the reason such as an error or fraud.

We are also required to provide particular sets of data to the Cabinet Office for data matching.

Visit the GOV.UK website for more information about data matching (link opens in a new window)

The use of data by the Cabinet Office in a data matching exercise is carried out with statutory authority under its powers in Part 2A of the Audit Commission Act 1998. It does not require the consent of the individuals concerned.

Visit the GOV.UK website to access the Cabinet Office's code of practice for data matching (link opens in a new window)

Visit the GOV.UK website to access the Cabinet Office's legal powers and its reasons for data matching (link opens in a new window)

Electoral register

Electoral registration officers have a legal duty to review council held databases for the purposes of maintaining the electoral register. The information we disclose to the electoral registration officer is limited to that which they require to maintain the register such as -

  • names of people living at any address
  • their nationalities
  • their leave to enter the UK
  • their leave remain in the UK

CCTV

CCTV systems are installed in public areas across the city for public safety and the prevention and detection of crime. Signs notifying you that CCTV is in operation are displayed in these areas. They also advise you who to contact for further information.

Images captured by CCTV are not kept for longer than is necessary.

Subject access request

You can submit a subject access request if you require a copy of any CCTV images of yourself.

Find out how to make a subject access request

Emails

If you email us, we may store all or part of the details from them on our computer systems. We do not routinely retain all emails we receive.

Telephone calls

You will always be informed if we are recording or monitoring any telephone call you make or receive from us. All calls to our contact centre are recorded.

Audio recordings are only used for the purposes stated in this privacy notice and in accordance with the principles of the Data Protection Act. This includes employee training.

You can submit a subject access request to if you require a copy of any audio recordings that involve you.

Find out how to make a subject access request

How to amend your information

If you believe any of the information we hold about you is incorrect you have the right to have this amended.

Please contact the service holding the information or email info@hullcc.gov.uk

How to opt out

You have the right to request that we stop processing your personal data in relation to any council service. This may cause delays or prevent us providing you with a service.

To opt out email us and explain what processing you want to stop and why. Send your email to information@hullcc.gov.uk

It may not always be possible to fulfil your request as it may be necessary to hold or process information to comply with a legal requirement.

We will reply to you within 21 days and let you know what we have done about your request.

Cookies

Cookies are small anonymous text files that are placed on your computer, tablet or mobile phone by the websites that you visit. We are committed to only using cookies that are either essential (such as they are required to make something work) or that help us to make your experience of using our website better.

Cookies are categorised based on how they may affect your privacy. By using our website you consent to us sending you exempt or minimally intrusive cookies. If you choose to take steps to prevent these types of cookies our site may not perform well for you. Some examples of what these are and what they do are listed below.

Exempt (necessary) cookies

These are exempt from privacy regulations and are necessary for the core functions of our website.

They may -

  • identify you as being logged in to a particular service
  • allow access to secure areas of the site
  • remember things like information you've entered into online forms when you navigate to different pages during a single visit

They will not -

  • gather information that could be used to advertise products or services to you
  • remember your preferences or username beyond your current visit (unless you request this)

Details of our exempt cookies -

Set by Hull City Council
Name System
portal Main website
anite_eforms_session Online payments
firmstep2session Online forms
session_number Library directory
ASP.NET_SessionId Licencing
JSESSIONID Planning portal
JSESSIONID Homesearch
EMUSESSID Museums collections
JSESSIONID GIS mapping
firmstep2session My Revenues and Benefits
AWSELB, PHPSESSID, SESSIONCHECK, _utma, _utmb, _utmc, _utmt, _utmz myAccount (Customer account)
Set by other organisations on our behalf (3rd party cookies)
Name System
v3_cookie_LB Planning consultation
JSESSIONID Planning portal
JSESSIONID Events diary
JSESSIONID Website search results
PHPSESSID Webcasting
SSRV_AUTHENTICATION Northgate Self Service
SSRV_IDLE_SESSION Northgate Self Service

Minimally intrusive (performance) cookies

These have a minimal affect on your privacy.

They may -

  • provide statistics on how our website is used
  • give feedback to partners that one of our visitors also visited their website. This allows our partners to improve their website
  • help us improve our website by measuring any errors that occur
  • test different website designs
  • remember settings you've applied such as layout, text size, preferences and colours
  • know if we've already asked you if you want to fill in a survey
  • show you when you're logged in to services on our website
  • share information with partners to provide a service on our website - the information shared is only used to provide the service, product or function and for no other purpose
  • help us to understand how effective our adverts are - this information is not used to target adverts to you on our, or other, websites

They will not -

  • gather information that could be used to advertise products or services to you on other websites
  • remember your preferences or username beyond your current visit (unless you request this)
  • target adverts to you on any other website

Details of our minimally intrusive cookies (with notes in [square brackets]) -

Set by Hull City Council
Name System
animStatus Main website - homepage animated carousel
googtrans Main website - translation function
textSize Main website - resize text
__utma Main website - statistics
__utmb Main website - statistics
__utmc Main website - statistics
__utmv Main website - statistics
__utmz Main website - statistics
__utma Library directory
__utmb Library directory
__utmc Library directory
__utmz Library directory
firmstep2server Online forms
firmstep2server My revenues and benefits
Set by other organisations on our behalf (3rd party cookies)
Name System
__utma Planning consultation
__utmb Planning consultation
__utmc Planning consultation
__utmz Planning consultation
Javascripton Planning portal
Ppvisitorid Planning portal
BCSI-CS5B010A7A Planning portal
Ppsessionid Planning portal
SESS[plus a random number] Online petitions
has_js Online petitions
BCSI-CS5B010A7A Online petitions
__KBCookie__/hull/events/ Events diary
BCSI-CS5B010A7A Events diary
Style Events diary
__ga One - Google Analytics
__gat One - Google Analytics

Moderately intrusive (targeting) cookies

These cookies may have a greater effect on your privacy.

They may -

  • link to social networks like Facebook, who may subsequently use information about your visit to target advertising to you on other websites
  • provide advertising agencies with information on your visit so that they can present you with adverts that you may be interested in

Details of our moderately intrusive cookies -

Set by Hull City Council
Name System
None  
Set by other organisations on our behalf (3rd party cookies)
Name System
bt Main website - AddThis - Social media sharing widget
di Main website - AddThis - Social media sharing widget
dt Main website - AddThis - Social media sharing widget
loc Main website - AddThis - Social media sharing widget
psc Main website - AddThis - Social media sharing widget
ssh Main website - AddThis - Social media sharing widget
sshs Main website - AddThis - Social media sharing widget
uid Main website - AddThis - Social media sharing widget
BCSI-CS5B010A7A Main website - AddThis - Social media sharing widget
id Main website - Google Advertisements
BCSI-CS5B010A7A Main website - Google Advertisements
act Clued up website - Facebook 'like' box
c_user Clued up website - Facebook 'like' box
csm Clued up website - Facebook 'like' box
datr Clued up website - Facebook 'like' box
fr Clued up website - Facebook 'like' box
lu Clued up website - Facebook 'like' box
p Clued up website - Facebook 'like' box
presences Clued up website - Facebook 'like' box
s Clued up website - Facebook 'like' box
x-src Clued up website - Facebook 'like' box
xs Clued up website - Facebook 'like' box
BCSI-CS-22642B19A14AF668 Clued up website - Facebook 'like' box

Contact us

Information Governance Team
Hull City Council
Guildhall
Alfred Gelder Street
Hull
HU1 2AA

Tel: 01482 300 300
Text phone: 01482 300 349
Email: information@hullcc.gov.uk

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Hull City Council, Guildhall, Alfred Gelder Street, Hull, HU1 2AA

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