How We Use Your Information
East Riding of Yorkshire Council collects and processes data, including *personal data about its residents, to allow it to provide services effectively. Although the council is made up of many different departments, for the purposes of the Data Protection Act 1998 it is only one organisation.
The council takes seriously its responsibilities to ensure that any personal data it collects and processes is done so in accordance with all relevant legislation and guidance.
The council collects and processes personal data to enable it to provide services on behalf of residents of the East Riding of Yorkshire. These services include the following (this list is not exhaustive):
- social services
- roads and transport
- waste disposal
- economic development
- countywide planning and the environment
- protecting the public
- rubbish collection
- environmental health
- leisure and amenities
- planning permission
- housing-needs services
- collecting council tax
You have the right to request that the council cease processing your personal data in relation to any council service. The council will seek to comply with any such request but there may be some situations where it will not be able to do this, e.g. where the council is required by law to hold or process the information.
You are also legally entitled to request access to any records held by the council about yourself, the council will seek to comply with your request but there may be some situations where it will not be able to do this in full, e.g. where information held was given in confidence.
For more information about either requesting access to your personal data or to cease processing personal data visit data protection.
We will process your personal data for the following purposes:
- For the purpose for which you provided the information, for example processing a benefit claim.
- To allow the council to be able to communicate and provide services appropriate to your needs.
- Where the processing is necessary for the Council’s enforcement functions
- Where the processing is necessary for the prevention and/or detection of crime
- Where you have consented to the processing
- Where the processing is necessary to protect individuals from harm or injury
- Where otherwise permitted under the Data Protection Act 1998, e.g. disclosure to comply with legal obligations.
- To monitor and improve performance in relation to those services and assist with planning of future service provision.
The council is improving its services to residents of the East Riding and is implementing a new customer records management system. This system known as Contact360 will allow customers self-serve access to a range of digital transactions via a single account and will automate processes seamlessly with a number of back-office ICT systems.
Contact360 will provide the council with a single view of the customer and live intelligence to ensure service delivery and information is tailored, personalised, targeted and responsive to individual needs.
This may entail using information such as your name and address across a number of council services to ensure our records are up to date. If we become aware of services that you are entitled to which may benefit you we may also contact you to make you aware they are available. If we ever want to market to you we will always seek your consent.
Where possible the council will use *anonymised or *pseudonymised data. This means personal identifiers such as name, address, date of birth, reference number are removed from a data source, the information can then be used for secondary purposes. This type of data can be used in a variety of ways including for planning and profiling, it can also be provided in response to requests made under the Freedom of Information Act 2000 or more widely published as part of a transparency agenda.
*personal data - means data which relates to a living individual who can be identified.
*anonymised - Anonymisation is the process of turning data into a form which does not identify individuals.
*pseudonymised - Pseudonymisation means removing identifying fields and replaces them with new identifiers. For example a name is replaced with a unique number.
We maintain physical, electronic and procedural safeguards in connection with the collection, storage and disclosure of personally identifiable customer information. Our security procedures mean that we may occasionally request proof of identity before we disclose personal information to you. To the extent that sensitive personal data is processed about you, we will employ appropriate security measures given the nature of that data. However, you recognise that your use of the Internet and our website is entirely at your own risk. We have tried to create a secure and reliable website for our users. However, we have no responsibility or liability for the security of personal information transmitted via the Internet.
East Riding of Yorkshire Council utilise the latest in secure server technology to ensure that all personal and transactional information is protected to the highest standards. We never make your personal details available to companies outside East Riding of Yorkshire Council for marketing purposes, although our representatives may hold your data so that your details and/or order can be processed and/or account maintained. Whilst we make every effort to keep the information that you supply secure, please be aware that the Internet is not a fully secure medium. We use secure servers for sensitive information such as credit card numbers and this may in the future, be used for the capture of all personal information.
As a registered Data Controller, East Riding of Yorkshire Council will only process your personal information in accordance with the Data Protection Act 1998. The Council registration reference with the Information Commissioners Office is Z5968256.
For more information about the Data Protection Act 1998 visit the Information Commissioner's Office website:
Information Commissioner’s Office (external website)
Data Protection Coordinator
East Riding of Yorkshire Council
Service specific detail - how we use your information
Youth Support Services:
For pupils aged 13 and over, schools are legally required to pass certain information to the provider of Youth Support Services in their area. This is the local authority support service for young people in England who are aged 13 to 19.
Education and training:
We hold information about young people living in our area, including about their education and training history. This is to support the provision of their education up to the age of 20 (and beyond this age for those with a special education need or disability). Education institutions and other public bodies (including the Department for Education (DfE), police, and probation and health services) may pass information to us to help us to do this.
We share some of the information we collect with the Department for Education (DfE) to enable them to; produce statistics, assess our performance, determine the destinations of young people after they have left school or college and to evaluate Government funded programmes.
We may also share information with post-16 education and training providers to secure appropriate support for them. We may also share data with education establishments which shows what their pupils go on to do after the age of 16.
Children in need or looked after:
We collect and process information about children in our care and children to whom we provide services to, support these children and monitor their progress, provide them with pastoral care; and assess the quality of our services. We will not give information about children in our care to anyone without relevant consent unless the law and our policies allow us to do so.
We are required, by law, to pass on some of this information to the Department for Education (DfE) which uses it to; develop national policies, manage local authority performance, administer and allocate funding and identify and encourage good practice.
We collect and hold information about you so we can understand any needs you may have for personal care and support, provide you with advice, provide services or arrange for others to provide services to meet your needs and understand if you or others are at risk and take appropriate action.
We may not be able to help you or provide you with a service unless we have enough information, or in some cases have your permission to use your information. Many of our services are provided jointly with other organisations or provided by other organisations on our behalf. This means that we often need to share information in order to carry out assessments or arrange for services to be provided.
Clinical Commissioning Groups (CCGs):
CCGs use information for research and statistical purposes, to develop, monitor and evaluate the performance of local health services. These statistics will not identify individual pupils. CCGs may also provide LAs with aggregated health information which will not identify individual children.
All Local Authorities have a duty to improve the health of the population they serve. To help with this, we use data and information from a range of sources to understand health, monitor mortality or care plans, plan,evaluate or monitor health and protect or improve public health. To help do this we use the following data:
Personal information about births is supplied to local authorities by NHS Digital and this contains data provided at the time of registration of birth along with additional geographic information. This includes the date of birth and NHS number of the child, place and postcode of birth, and address and postcode of usual residence of mother.
Personal information about deaths is supplied to local authorities by NHS Digital and this contains mortality data provided at the time of registration of death along with additional GP details, geographic information and coroner details where applicable. This includes date of birth, date of death, cause of death, place and postcode of death, usual address and postcode of the deceased, their NHS number and maiden name, name of certifier, and name of coroner (where relevant).
The East Riding of Yorkshire Council has an access agreement with NHS Digital, births and mortality records are supplied under Section 42 (4) of the SRSA (2007)as amended by section 287 of the Health and Social Care Act (2012) and Regulation 3 of the Health Service (Control of Patient Information) Regulations 2002.