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Hull City Council
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Information Commissioner's Office

Privacy Notice – Hull City Council

As a local authority we collect, process and hold your personal information in order to provide our services effectively. We recognise that your personal information is important and we take our responsibilities for ensuring that we collect and manage it appropriately very seriously.

In order to process you personal information we are registered as a ‘Data Controller’ under the Data Protection Act 1998. You can view our Data Protection Notification, detailing the purposes we process information for on the Information Commissioner’s website. Our registration number is Z6005621.

Visit the Information Commissioner's website

This Privacy Notice explains how we use and share your information.

Our assurances

  • we respect our responsibility to hold your personal information on your behalf
  • we will only collect and hold personal information for specified purposes
  • we will only retain your personal information for as long as we need to
  • we will be open and transparent with you from the point of collection about how we will use your personal data and who we will share it with
  • we are committed to ensuring effective safeguards and systems are in place to keep your personal information safe and secure
  • we will make it as easy as possible for you to access and correct your personal information
  • we ensure all employees handling your personal information have appropriate training and guidance, and have processes in place to monitor, identify and deal with misuse
  • we process all personal data in accordance with the principles of the Data Protection Act

How we collect your personal information

We may collect personal information from you, in the following ways -

  • paper, electronic or online forms
  • email
  • telephone
  • website
  • CCTV
  • face-to-face, with one of our employees, or one of our partners

How we use your information

We will use your personal information for a limited number of purposes, and at all times in accordance with the principles set out in the Data Protection Act, including -

  • for the purpose you provided the information for or where you have consented to the processing of your information
  • to deliver the services you request
  • to allow us to communicate effectively with you
  • to confirm your identity where needed to provide our services
  • to improve our understanding of your needs, to enable us to inform you of and provide you with other relevant services and benefits
  • to monitor and improve our performance and delivery of services
  • to process financial transactions including grants, payments and benefits we administer, or where we are acting on behalf of others i.e. The Department for Work and Pensions
  • to ensure that we meet our legal obligations efficiently and effectively, including those relating to Equality and Diversity and Health and Safety
  • to carry out our law enforcement functions efficiently and effectively, including licensing, planning enforcement and Trading standards
  • to prevent and detect fraud and corruption in the use of public funds
  • where necessary to protect individuals from the risk of harm or injury; and
  • where otherwise permitted under the Data Protection Act

We may not be able to provide you with a product or service unless we have enough information, or your permission to use that information. Your personal data, after it has been anonymised, may be used to for statistical analysis to allow us to effectively target and plan the allocation of resources and provision of services.

Information sharing

We may disclose your information to others, but only if permitted by the Data Protection Act or we are obliged to do so under any other legislation. This includes for the purpose of the prevention and/or detection of crime, or where it is necessary to allow a third party working for or acting on behalf of the council, to provide a service. If we need to disclose your data to a third party in order to provide a service to you, we will always make this clear to you from the date of collection and ask for your consent.

We strive to ensure that the personal data in our care is protected and secure. Where your information is disclosed to a third party, we will seek to ensure that they have sufficient systems and procedures in place to protect your personal data and will only use it for the specified purposes it was provided for.

We have agreed a community charter with our partners across Humberside for information sharing, so you can be assured that we and our local partners all comply with the same principles for the sharing of information.

Where we need to disclose your sensitive or confidential information to a third party, we will only do so once we have obtained your explicit 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 of harm.

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

We will only transfer your personal information overseas, where we are obliged to do so by law or in individual cases where there is a specific requirement and then only with your consent.

Electoral Register

Under Section 9A of the Representation of the People Act 1983, Electoral Registration Officer’s (ERO’s) have a legal duty to review council-held databases as necessary for the purposes of maintaining the electoral register. The information we disclose to the Electoral Registration Officer will be limited to that which they require to maintain the register, such as the names of people living at any address, their nationalities and, if relevant, their leave to enter or remain in the UK.

Audit-fraud data sharing

Hull City Council is required by law to protect the public funds it administers. It may share information provided to it with other bodies responsible for auditing or administering public funds, in order to prevent and detect fraud. More details are available to download below -


Who processes your personal information

Our elected members and employees will be given access to and process your personal information for the purposes of their official duties, but only the personal information needed for that specific purpose, for which they are authorised . They must 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.

Your rights

You have the right to request that we stop processing your personal data in relation to any council service. To do this you must write to us explaining what processing you want us to stop and why. Please be aware, that this may cause delays or prevent us providing you with a service. Where possible we will seek to comply with your request but this may not always be possible as we may be required to hold or process your 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.

You are legally entitled to request access to any information we hold about you, this is called a Subject Access Request.

We aim to ensure that any information we hold about you is correct. If you believe that any information we hold about you is incorrect, you have the right to have this corrected. Please contact the service holding the information or email our information governance team at information@hullcc.gov.uk to exercise any of these rights or if you have a complaint about how your information has been used.

We will not use your personal data for third party marketing without your express consent.

Use of CCTV

We have installed CCTV systems in some of our locations used by members of the public, for the purposes of public safety and the prevention and detection of crime. In these locations signs are prominently displayed notifying you that CCTV is in operation and providing you with details of who to contact for further information about them.

Images captured by CCTV will not be kept for longer than is necessary. However, on occasions there may be a need to keep images for longer, for example where a crime is being investigated.

You have the right to see CCTV images of yourself and to be provided with a copy.

Find out more about your rights to make a Subject Access Request

Emails

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

Telephone calls

We will always inform you if we are making an audio recording or monitoring any telephone call you make to us or receive from us. Any audio recordings made will only be used for the purposes stated in this privacy notice and in accordance with the principles of the Data Protection Act, this will include for the purpose of employee training. At the time of writing this, all calls to the call centre are recorded. You can request copies of audio recordings of telephone calls you have made by submitting in a subject access request.

Using our website

Our website www.hullcc.gov.uk automatically logs some 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.

Cookies

We want to make our online services easy, useful and reliable and this sometimes involves placing small amounts of information on your device, whether it’s a computer, tablet or mobile phone. These small text files are known as cookies and cannot be used to identify you personally.

We categorise these cookies based on how they may affect your privacy. By using our site you consent to us sending you 'Exempt' and ‘Minimally Intrusive’ cookies. If you chose to take steps to prevent these types of cookies we cannot guarantee how our site will perform for you. Some examples of what these are and what they do are listed below.

You can prevent our site from setting 'Moderately Intrusive' cookies by un-checking the selection box below. In doing so, certain elements of the site will be disabled and we will set an anonymous cookie to remember your choice. You will need to refresh the page and may need to clear your web browser's cache for these changes to take effect. Please note that certain pages on our website, such as the homepage, are cached (temporarily frozen) to improve performance and may take a few minutes to display your preferences. You can return to this page at any time to view and alter your setting.

To find out more about cookies, the law and how to manage them yourself visit the Information Commissioner's Office website (link opens in a new window).

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
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
  • provide 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
  • remember 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

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 - Facebox 'like' box
c_user Clued up website - Facebox 'like' box
csm Clued up website - Facebox 'like' box
datr Clued up website - Facebox 'like' box
fr Clued up website - Facebox 'like' box
lu Clued up website - Facebox 'like' box
p Clued up website - Facebox 'like' box
presences Clued up website - Facebox 'like' box
s Clued up website - Facebox 'like' box
x-src Clued up website - Facebox 'like' box
xs Clued up website - Facebox 'like' box
BCSI-CS-22642B19A14AF668 Clued up website - Facebox '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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The display of third party advertising on this site is not an endorsement or recommendation of any advertiser’s goods or services. The council accepts no responsibility for the accuracy of the advertisements nor the quality of the goods or services supplied.

 
 

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

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