Safer communities team privacy notice

The Safer Communities Team is part of Housing & Community Services within the Borough of Poole. The Team work with others to prevent, tackle and investigate antisocial behaviour, harassment, prejudice and some crimes to improve the quality of  life for local communities.

This document explains how the information we hold about you will be held and processed by the Safer Communities Team. You can also find out about the General  Data Protection Regulations and Data Protection Act 2018 and your rights on the  Council’s web page.

This page contains information about:

  • Who we are;
  • Why we collect your personal information;
  • The legal basis for using your information;
  • Who we may share your information with;
  • How you can access the information we hold about you;
  • How long we keep information about you;
  • Further information and Data Protection Officer.

Who we are 

The Borough of Poole will be the Data Controller for the personal information you provide. Personal information can be anything that identifies and relates to a living  person. This could be your name and contact details. As the Data Controller the Borough of Poole will use your information to provide you with our services.

Why we collect your personal information

We will collect enough personal information in order to provide services for the following purposes.

  • To support and seek to protect victims of anti-social behaviour, harassment, prejudice and criminal behaviour;
  • To assess and investigate incidents of anti-social behaviour, harassment, prejudice and some crimes;
  • To deal with the alleged perpetrators of anti-social behaviour, harassment, prejudice and crime.

We are not permitted to collect information we do not need or will not use. This document covers information you have provided direct to the council and information  which has been shared with us by other organisations.

If we do not need your personal information we will either keep your details anonymous, if we already have it for another service or we won’t ask you for it. If we use your personal information for research or analysis, we will always keep your  details anonymous or use a fake name.

We don’t sell your personal information to anyone else.

The legal basis for using your information

According to the General Data Protection Regulations (GDPR) and the Data Protection Act 2018, we must have a reason to collect and use your information. This will be:

  • To deliver services and to support you;
  • To enable us to manage the services we provide;
  • To train and manage our workers who deliver those services;
  • To investigate any worries or complaints you may have about our services;
  • To check the quality of our services;
  • To help with research and the planning of new services

There are a number of legal reasons why we need to collect and use your personal information. For this service:

  • Vital interests: The processing may be necessary to protect someone’s life or protect them from significant harm;
  • Legal obligation: it is required by law - Local Government Act 1972, Crime & Disorder Act 1998, Anti-Social Behaviour, Crime & Policing Act 2014;
  • Public task: The processing is necessary for us to perform a task in the public interest or for our official functions, and the task or function has a clear basis in law.

Our service also needs to use sensitive personal data also called “special category data” which requires more protection to keep it safe. This is often information you would not want to be widely known and is very personal to you. It includes:

  • Sexual orientation;
  • Gender;
  • Religious or spiritual or philosophical beliefs;
  • Ethnicity and nationality;
  • Marital status;
  • Any aliases or other names you may use;
  • Family circumstances;
  • Physical or learning disability;
  • Medical conditions;
  • Physical or mental health;
  • Criminal history

We will take extra care of this data. The legal reason for us to collect and use this personal information is:

  • It is necessary to perform our statutory duties or it is required by law - Local Government Act 1972, Crime & Disorder Act 1998, Anti-Social Behaviour, Crime & Policing Act 2014;
  • It is necessary to protect someone in an emergency;
  • You have made your information publicly available;
  • It is necessary for legal cases;
  • It is to the benefit of society has a whole

Who we may share your information with

We use a range of organisations to either store personal information or to help deliver our services to you. Sometimes we have a legal duty to provide your personal information to other organisations, for example the court service or HMRC.

We may also share your relevant personal information with these organisations where appropriate in helping us to deliver a service to you or to support and protect you. We may also ask these organisations for information about you or your family.

  • Other council services;
  • Legal & Democratic Services and any Counsel instructed to act on our
  • behalf,
  • Environmental Services,
  • Growth & Infrastructure; such as Highways and Planning,
  • Culture & Community, such as libraries;
  • Financial Services,
  • Housing & Community Services,
  • Adult Social Care,
  • Children & Young People’s Social Care,
  • Children, Young People & Learning;
  • Commissioning & Improvement;
  • Elected members.
  • Stour Valley & Poole Partnership;
  • Dorset Police;
  • Devon & Cornwall Police;
  • Dorset Police & Crime Commissioner;
  • Her Majesty’s Court Service;
  • Crown Prosecution Service;
  • Dorset & Wiltshire Fire Service;
  • Her Majesty’s Prison Service;
  • South West Ambulance Service;
  • Dorset Health Care University NHS Foundation Trust;
  • Poole Hospital NHS Foundation Trust;
  • Dorset Clinical Commissioning Group;
  • Your GP;
  • Dorset, Devon & Cornwall Community Rehabilitation Company;
  • National Probation Service;
  • Dorset Combined Youth Offending Service;
  • Department for Work and Pensions;
  • Immigration Compliance and Enforcement;
  • Border Force;
  • British Transport Police;
  • Southern Inshore Fisheries & Conservation Authority;
  • Poole Harbour Commissioners;
  • RSPCA;
  • Bournemouth Borough Council;
  • Purbeck District Council;
  • Christchurch Borough Council,
  • East Dorset District Council,
  • Weymouth & Portland Borough Council;
  • Schools, Colleges and Universities across Dorset;
  • Poole Housing Partnership Ltd;
  • Sovereign Housing;
  • Radian Housing;
  • Stonewater Housing;
  • Aster Group;
  • East Borough Housing Trust;
  • Bournemouth Churches Housing Association;
  • Ability Housing;
  • Sandbourne Housing Association;
  • Your private landlord or letting agent;
  • DWP Housing Partnership;
  • Homes4Let;
  • Shelter;
  • Dolphin Centre Management & Security;
  • Bus companies operating in Poole;
  • Essential Drug & Alcohol Service;
  • Mediation Dorset;
  • Relate;
  • Dorset Restorative Justice Service;
  • St. Mungos;
  • Routes to Roots;
  • Salvation Army;
  • Victim Support;
  • Victim’s Bureau;
  • Intercom Trust;
  • SPACE;
  • Dorset Race Equality Council;
  • Pivotal;
  • Poole Forum;
  • Bournemouth People First;
  • Dorset Advocacy;
  • Tricuro;
  • Access Dorset;
  • Bournemouth & Poole Citizens Advice;
  • Poole CVS.
  • Help & Care.

Your information will not be disclosed to any other organisations, except where we are required and allowed to by law.

We may seek your consent if we are able to offer additional services which we believe are of benefit to you. This will be clearly communicated to you. We will only share your details with these organisations if we have your consent. We will not  share your information otherwise.

Additionally we may also seek your consent to share information but in many circumstances, including providing a service to you we will not need your consent to do so.

Accessing the information we hold about you

You have the right to request, in writing, details of the information that is held about you and also the right to access a copy of the information. This may be by the council providing copies of documents or by inviting you to view the records at one of  its offices, if appropriate. Please see our webpage for further information about how to make a subject access request.

Borough of Poole will not charge a fee to access your information. Sometimes there may be information that we are not allowed to show you, such as:

  • Legal information or advice;
  • Crime prevention and detection records;
  • Information that we believe may be harmful to you and your well-being;
  • Details about or provided by other people – this is called third party information (e.g. information from the Police or Department for Work & Pensions)

You may also ask us to:

  • Stop processing your information if this causes or might cause damage or distress;
  • Stop processing your information for direct marketing;
  • Make decisions about you using your information by automated means (e.g. using computers to decide on an entitlement);
  • Amend any of your data which you feel is inaccurate. You can also ask for information to be blocked, erased or destroyed;
  • Transfer your information electronically to another service provider;
  • Consider a claim for compensation for any damages caused by a breach of the Data Protection regulations.

If you give consent for us to use your information, you may withdraw this at any time. However, this may affect our ability to continue to provide you with a service.

How long we keep information about you

We will retain this information for six years from the last contact with you, as stated in our retention schedule.

Further information

If you have a concern about how we are using your information, we would ask you to contact us in the first instance using the address below:

Safer Communities Team
Housing & Community Services
Borough of Poole
Civic Centre
Poole
BH15 2RU

Or by email to community.safety@poole.gov.uk

Data Protection Officer

If you are not satisfied with a response to your concerns from the Service, our Data Protection Officer Vivian Bateman, can review any issues regarding Information Rights legislation if necessary. The Data Protection Officer can be contacted at the  address below:

Data Protection Officer
Bournemouth & Poole Information Governance Team
Bournemouth Borough Council
Town Hall
Bournemouth
BH2 6DY

Information Commissioner

For further information about Information Rights legislation, please contact the Information Commissioner’s Office at www.ico.org.uk or by telephone 0303 123 1113.

Page last updated: 28 June 2018
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