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Data Protection at Allerdale Borough Council

Allerdale Borough Council is fully committed to compliance with the requirements of the Data Protection Act 1998 which came into force on 1 March 2000.

In order to operate effectively and comply with government legislation, Allerdale Borough Council needs to collect and use certain types of information about the people with whom it deals. The Council recognises that all personal information must be dealt with correctly. Under the Data Protection Act there is a duty to handle personal data properly and confidentially at all times, regardless of the format it is in. Allerdale Borough Council regards the lawful and correct treatment of personal information as vital to successful operations. The Council will ensure that it treats personal information lawfully and correctly.

To this end the Council fully endorses and adheres to the Principles set out in the Data Protection Act 1998. These principles ensure that personal data shall be:

  • Processed fairly and lawfully
  • Processed for specific purposes
  • Adequate, relevant and not excessive
  • Accurate and kept up to date
  • Not kept for longer than is necessary
  • Processed in accordance with the rights of data subjects under this Act
  • Kept secure
  • Not transferred to a country or territory outside the European Economic Area unless that country or territory ensures an adequate level of data protection

Therefore, Allerdale Borough Council will, through strict application of the Data Protection Act principles, appropriate management and controls:

  • Ensure the appropriate collection and use of information
  • Meet its legal obligations to specify the purposes for which information is used
  • Collect and process personal information only to the extent that it is needed to fulfil operational needs or to comply with any legal requirements
  • Ensure the quality of information used
  • Apply checks to determine the length of time information is held
  • Ensure that the rights of people about whom the information is held are able to be fully exercised under the act.
  • Take appropriate technical and organisational security measures to safeguard personal information

Ensure that personal information is not transferred abroad without suitable safeguards.

Who do we share information with?

Depending on the original purpose for which is was obtained and the use to which it is to be put, information may be shared with a variety of services, examples include Housing sharing with Health or Housing Benefits sharing with the DSS.  It may also be shared, where necessary, with other organisations that provide services on our behalf, e.g. contractors working for the Council.

In all of these examples the information provided is only the minimum necessary, to enable them to provide services to you.

Personal information about you may also be provided to Government departments, where we are required to do so by law, or to other local councils.  An example would be when you have moved from one Councils area to another, and the new Council requires confirmation of the services you were receiving.

Information about you may also be provided for statistical research.  This will not include your name and address unless you have given us permission to provide the information.

Subject Access Requests

Under the Data Protection Act any individual can request copies of the personal information that is held on them by Allerdale Borough Council. This is called a Subject Access Request. The Council also has an obligation to update any information which is inaccurate or out of date. To request the information held on you, please write to the Information and Records Officer at the address below. We also require proof of identity, and of your address.

There is a charge of £10 to complete your request, which must be paid before we start compiling the information on you.

We shall contact you with the information within 40 days, providing you with descriptions of any codes used within the information and outlining who we share the information with.

The information supplied by you will be kept on a secure database for up to three years to allow for any appeal procedures. It will be shared with those departments within the Council necessary to supply you with the requested information. It will not be shared with any organisation outside of Allerdale Borough Council. Information may be used for statistical purposes, for instance to monitor our service. Where possible the information used in this way will be anonymised.   

Downloadable Documents

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Adobe PDF format - download the viewerDPA policy in PDF format156 Kb22 secs @ 56k, 1 sec @ 2mb
Microsoft Word formatDPA policy in Word format749 Kb1 min 47 secs @ 56k, 3 secs @ 2mb
Microsoft Word formatDPA Subject Access form in Word format347 Kb50 secs @ 56k, 1 sec @ 2mb
Adobe PDF format - download the viewerDPA Subject Access form in PDF format87 Kb12 secs @ 56k, 0 secs @ 2mb

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0303 123 1702

Allerdale Borough Council
Allerdale House, Workington, Cumbria,
CA14 3YJ