Personal information - data protection and access  to records

Please tell us what you think about our website, we welcome your feedback.

Customer notice

Due to essential maintenance some of our web services will be unavailable between these times 7pm Friday 25 May and 5pm Sunday 27 May 2012.

In case of any emergencies please see our Facebook or Twitter pages.

Data Protection and Access to Records

The Data Protection Act 1998 gives individuals the right to know what information is held about them and requires organisations to adhere to the 8 principles of data protection.

Wiltshire Council is committed to complying with the legislation by applying the principles of good information handling across all its services. This leaflet sets out the basics of why we collect your information and how you can ask to see it.

Why do we hold personal information about you?

As a Local Authority we need to collect, process and keep data in relation to our statutory duties such as in the provision of Social Care Services and Education. Information is also used to help plan the services we provide.

We keep personal information about you so that we can provide the services that you need and for us to maintain a record of those services.

How is it stored?

Wiltshire Council stores information both as paper files and computer records.  We are committed to maintaining the highest standard of security to protect your information.

How do you gain access to your information?

Under the Data Protection Act you have the right to request a copy of the information we hold on you. This request can be made by you directly or you can authorise someone else to make the request; this could be a parent, solicitor or any other adult.

To make a request please write to:

Data Protection Officer
Department of Children and Education
Wiltshire Council
Bythesea Road
Trowbridge
Wiltshire
BA14 8JN

Or phone  01225 718504.

In the request you should include the following:

• The information you require
• As much information as possible to help us locate the information you require.  This may include date of birth, previous addresses and names, names of social workers/contacts within Wiltshire Council and so on.
• Proof of your identity. This should be a copy of your birth certificate, driving licence, passport or identity card. If these are not available please call the Data Protection Officer to discuss other options.
• If you are using someone else to access your information you must include written authorisation for them to do this. If you authorise a professional to make the request on your behalf (e.g. Solicitor) the request must be made on their headed paper, if it is a friend or family member, proof of their identity will be required as well as your own(as above).

If the Data Protection Officer has any queries they will contact you.

Once a request has been received with the necessary documentation and sufficient information to locate the information, a response will be sent within 40 days. If this is not possible we will write to you and tell you why.

What if information held about you is wrong?

If you believe that information held by us is factually incorrect you do have the right to request that this is amended. If you do not agree with the information held, it may be possible to include your views on the file. In either case please contact the Complaints Manager on 01225 713679.

Complaints

If you have a complaint about how your information has been handled or your request for access to information you can contact the Complaints Manager or contact the Information Commissioners Office. For further information on how to complain to the Information Commissioner call 08456 30 60 60 or visit www.ico.gov.uk.

Who can I speak to for further advice?

Below are some useful contacts if you would like further advice:

Data Protection Officer:  01225 718504
Complaints Manager:  01225 713679
Information Commissioner: 08456 30 60 60 or www.ico.gov.uk

Last updated: 2 December 2009